Job description for the secretary of the head of the enterprise

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Job description for the secretary of the head of the enterprise. Full document

Occupational Safety and Health

Occupational Safety and Health / Job descriptions

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I. General Provisions

The secretary of the head of the enterprise belongs to the category "Specialists".
Appointment to the position of a referent of the head of the enterprise and dismissal from it is carried out by order of the head of the enterprise in compliance with the requirements of the current labor legislation.
The secretary of the head of the enterprise reports directly to the head of the enterprise.
In the absence of a referent of the head of the enterprise, his duties are performed by a person appointed in the prescribed manner, who acquires the appropriate rights and is responsible for the proper performance of the duties assigned to him.
The secretary of the head of the enterprise must know:

legislation of Ukraine on entrepreneurial activity;
fundamentals of administrative, economic and labor law;
regulatory, methodological and other guiding documents in the field of professional activity;
office work;
regulations, instructions and other materials on the development of managerial, organizational, technical and other types of documentation;
fundamentals of economics, organization of labor, production;
profile, specialization and features of enterprise management;
organizational, production and social structure of the enterprise;
basics of production technology;
computer and office equipment;
technical means of registration and processing of information;
rules, norms and etiquette of organizing business events, meetings, receptions, conferences;
fundamentals of psychology of communication, sociology and ethics of professional relations;
foundations of national culture, customs, corresponding styles of literary and business speech;
one or more foreign languages.

Qualification requirements: higher education in the relevant field of study (specialist, bachelor or junior specialist) and work experience in the profession for at least 1 year or higher education without presenting requirements for the field of study (specialist, bachelor or junior specialist) and postgraduate education - retraining or advanced training and at least 2 years of work experience.

II. Official duties

Participates in the implementation of the system of relationships, applies and maintains it in accordance with the established requirements and procedures, which ensure the coordination of internal management activities between the head of the enterprise and the heads of structural divisions and other employees, as well as the system of relations between the head of the enterprise and representatives of other companies, partners, competitors, clients.
Organizes the working time of the head of the enterprise, promptly makes changes and additions to the program and schedule of his work.
Draws up a monthly schedule of reports of the heads of structural divisions on the results of economic activity.
Brings to the attention of all interested services, third-party organizations and individuals the content of the protocols and decisions taken, monitors their implementation.
Makes an order for the necessary equipment, materials and services.
Participates in the consideration of managerial and organizational matters.
Maintains established documentation.
On behalf of the head of the enterprise, he prepares analytical reviews on topical social, economic and financial issues in the conditions of market relations.
Carries out the selection and processing of information for the head.
Prepares, according to the approved nomenclature, drafts of administrative documentation, administrative, commercial, technical and other correspondence - requests, appeals, responses to letters, messages, etc.
Performs minutes, controls the readiness of verbatim reports on important and significant events and speeches at meetings, meetings, conferences, etc.
Participates in the preparation of reports, references and other materials for the speeches of the head of the enterprise.
Organizes timely and targeted sending of instructions, instructions and orders of the head of the enterprise, official correspondence and special documentation to heads of departments and other performers.
Tracks the process of obtaining the established information, controls the completeness of the receipt.
Registers appeals and statements of employees, organizes their reception (meeting) with the head of the enterprise.
Assists the head of the enterprise in applying the appropriate norms of etiquette and protocol during the reception of officials, visitors and guests.
Regulates the course of the working day of the trip of the head of the enterprise.
Accompanies the head of the enterprise during his visits, business trips and trips, performing permanent tasks and duties, as well as work arising from specific circumstances.

III. Rights

The secretary of the head of the enterprise has the right:

Get acquainted with the draft decisions of the management of the enterprise regarding its activities.
Submit proposals for improvement of the work related to the provisions of this instruction for consideration by the management.
Within its competence, report to the head of all identified shortcomings in the activities of the enterprise and make proposals for their elimination.
Request personally or on behalf of the head of the enterprise from the heads of departments and specialists information and documents necessary for the performance of his official duties.
Involve specialists from all structural divisions in the performance of tasks assigned to him.
Require the management of the enterprise to assist in the performance of their duties.

IV. A responsibility

The Executive Secretary is responsible for:

For improper performance or non-performance of their official duties provided for by this Job Description - to the extent determined by the current legislation of Ukraine.
For offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal and civil legislation of Ukraine.
For causing material damage - within the limits determined by the current labor legislation on labor of Ukraine.

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