JOB INSTRUCTIONS OF THE DEPUTY GENERAL DIRECTOR OF CJSC FOR GENERAL ISSUES - FIRST DEPUTY.
1. GENERAL PROVISIONS
1.1. The main task of the Deputy CEO on general issues - the first deputy is the organization of work to ensure economic services, proper condition in accordance with the rules and norms of industrial sanitation and fire safety of buildings and premises, creating conditions for the effective work of the enterprise's personnel.
1.2. The Deputy General Director for General Affairs is appointed and dismissed by order of the General Director of the enterprise in agreement with the founder.
1.3. A person who has a basic or full higher education relevant area of training and work experience in administrative work for at least 3 years.
1.4. The Deputy for General Affairs reports directly to the General Director of the enterprise.
1.5. Supervises the work of the maintenance personnel of the enterprise (service of green economy, washing shop, drivers of vehicles).
1.6. During the absence of the Deputy for General Affairs, his duties are performed by the General Director-Chief Physician of the CJSC, or another official appointed by order of the General Director.
1.7. The Deputy General Director for General Affairs - First Deputy, according to the job description, must know:
Fundamentals of organization and management of health care;
Decrees, orders, orders, other guidance and regulatory materials for the administrative and economic services of the enterprise;
The structure and organization of the work of the enterprise and its specialized departments;
Prospects for the technical, economic and social development of the sanatorium business;
Production capacity of the enterprise;
The procedure for the development and approval of plans for the production and economic activities of the enterprise;
Methods of managing and managing an enterprise;
The procedure for concluding and executing contracts with third-party organizations (persons) for the provision of services;
Organization of time accounting at the enterprise;
The procedure and terms for reporting;
Means of mechanization of manual labor in economic services;
The procedure for acquiring furniture, inventory, stationery and processing payments for services;
Experience of advanced business service enterprises;
Fundamentals of economics, organization of production and management;
Achievements of science and technology in Ukraine and abroad in the health resort business and the experience of other health resort institutions;
Forms and methods of organizing production, labor and management;
Scheme for notifying the personnel of the enterprise on especially dangerous infections and on civil defense;
Functional duties of subordinate employees;
staffing;
Dates, time and place of business qualification classes, OOI, civil defense, sanitary days, sanitary hours, trade union meetings and other public events;
Disinfection current and final, disinfectants, their preparation and use, disinsection and deratization, means used for these purposes;
Rules for the operation of computer technology;
Primary requirements state standards on organizational and administrative documentation;
Law of Ukraine "On labor protection";
Law of Ukraine "On fire safety";
Regulatory documents and acts on labor protection;
Rules and norms of labor protection;
Fire safety and industrial sanitation rules;
Electrical safety rules;
Rules of the internal work schedule;
Instructions on labor protection and fire safety;
Law of Ukraine on Civil Defense;
Regulations on the Civil Defense of Ukraine;
Collective agreement;
Basics of labor legislation;
Job instruction.
2. FUNCTIONS
2.1. The area of work of the Deputy General Director for General Affairs - First Deputy is the organization of work to ensure economic services, proper condition in accordance with the rules and norms of industrial sanitation and fire safety of buildings and premises assigned to the enterprise territory, creation of conditions for the effective work of the enterprise personnel.
The workplace is an office located in administrative building and equipped for work with the necessary regulatory and methodological documentation.
2.2. Deputy General Director for General Affairs - First Deputy:
2.2.1. Receives tasks from the general director of the enterprise and fulfills his job responsibilities in accordance with this job description, labor protection instructions and other regulatory documents.
2.2.2. Participates in the development of plans for current and overhauls fixed assets of the enterprise, drawing up estimates and business expenses.
2.2.3. Provides subdivisions of the enterprise with furniture, household equipment, means of mechanization of engineering and managerial work, supervises their preservation and timely repairs.
2.2.4. Organizes the execution of the necessary materials for the conclusion of contracts for the provision of services, receipt and storage of the necessary household materials, equipment and inventory, provides them with the company's divisions, as well as keeping records of their expenses and compiling established reports.
2.2.5. Controls the rational expenditure of materials and funds allocated for administrative and economic purposes.
2.2.6. Organizes reception, registration and necessary maintenance delegations and persons arriving on business trips.
2.2.7. Supervises work on streamlining, landscaping and cleaning the territory, festive decoration building facades, etc.
2.2.8. Organizes business services for meetings, conferences, schools and seminars on the exchange of best practices and other events held at the enterprise.
2.2.9. Ensures the implementation of fire fighting measures and the maintenance of fire equipment in good condition.
2.2.10. Takes measures to introduce the mechanization of labor of service personnel.
2.2.11. Carries out management and control over the work of the green economy service, washing shop, vehicles and financially responsible persons of the enterprise.
2.2.12. Prepares monthly reports.
2.2.13. Draws up and controls the implementation of action plans for the economic service to prepare the health resort for work in the spring-summer and autumn-winter periods, and also takes part in the development of a comprehensive plan for the enterprise.
2.2.14. It studies the need of the enterprise for materials, workwear, safety shoes.
2.2.15. Draws up annual applications for them, and also monitors their rational use.
2.2.16. Organizes and conducts work to improve the business skills of the service personnel of the enterprise.
2.2.17. Supervises the training of service personnel (service of green economy, washing shop, vehicles) on labor protection, fire safety.
2.2.18. Carries out a timely tour of the territory, divisions of the enterprise, inspection of buildings, structures and workplaces.
2.2.19. Carries out control over the observance of the regime of economy and the norms for the consumption of fuel, water, electricity in the economic service of the enterprise.
2.2.20. Develops job descriptions for subordinates and monitors their implementation.
2.2.21. Ensures timely and reliable record keeping and provision of reports and other information on the work of the administrative and economic service of the enterprise to regulatory authorities.
2.2.22. Provides monthly progress report.
2.2.23. Takes part in the work social development collective of the enterprise, participates in the development, conclusion and implementation of the collective agreement.
2.2.24. Participates in the work of the technical Council of the enterprise.
2.2.25. Organizes supervision of the safe and technical condition of building structures in accordance with the "Regulatory documents on inspection, certification, safe and reliable operation of buildings".
2.2.26. Carries out work and is responsible for the general state of labor protection, fire safety, electrical and technological safety, industrial sanitation for the green economy service, washing shop, and vehicles.
3. RESPONSIBILITIES Deputy General Director for General Affairs - First Deputy is obliged to:
3.1. Qualitatively and in a timely manner to perform the functions assigned to him in accordance with the Charter of CJSC "Sanatorium "Saki", the current legislation, the requirements of regulations, regulations and instructions.
3.2. Resolve all issues within the rights granted to him.
3.3. Perform daily tasks received from the General Director of the enterprise and tasks in accordance with the approved work plan.
3.4. Take timely measures to prevent theft of material assets of the enterprise, causing damage to the property of the enterprise.
3.5. Conduct the selection and placement of personnel in subordinate services, monitor their performance functional duties; apply to the general director of the enterprise for an incentive or imposition disciplinary action on the personnel of subordinate services. To control the implementation of the internal labor regulations by the personnel of the green economy service, the washing shop, the drivers of vehicles.
3.6. Participate in the development and implementation of annual and long-term plans organizational and economic measures to increase the level of economic operation of buildings and structures, in the introduction of new production technologies at the enterprise in order to increase the reliability and safety of work.
3.7. Organize and manage the implementation of mechanization technological processes, widespread excellence work on the operation of fixed assets of the enterprise.
3.8. Prepare draft orders relating to the activities of the enterprise on administrative and economic issues.
3.9. To exercise control over works on improvement, gardening and cleaning of the territory, timely removal of household waste from the territory of the enterprise; festive decoration of building facades.
3.10. To organize economic services for meetings, conferences, elections and other events held in the sanatorium.
3.11. Participate in the conclusion of contracts for the provision of services with organizations and individuals, prepare the necessary materials for their conclusion and monitor compliance with the terms of the contracts.
3.12. Take part in the acceptance of completed works.
3.13. To exercise control over the rational use of materials and funds allocated for economic purposes.
3.14. To exercise control over the timely preparation of applications for providing the enterprise with materials, furniture, household equipment, means of mechanization of engineering and managerial work.
3.15. Supervise their maintenance and timely repair.
3.16. Develop and implement measures to prepare the enterprise for work in the spring-summer and autumn-winter periods.
3.17. Organize and manage work on the introduction of mechanization of technological processes, promote the wide dissemination of best practices in the operation of fixed assets of the enterprise.
3.18. Monitor the operation of telephone networks, radio, television, including cable. Take measures for their timely repair, replacement, modernization, etc.
3.19. Supervise the training and advanced training of subordinate personnel.
3.20. Supervise the training of personnel of the green economy service, the washing shop, drivers of vehicles on labor protection, fire safety rules, electrical and technogenic safety and industrial sanitation.
3.21. In due time, comply with the instructions of Gosnadzorohrantruda, fire, sanitary supervision and other regulatory authorities.
3.22. To introduce more modern and safe methods of work, structures, fences, fixtures, safety devices aimed at improving working conditions, industrial sanitation, preventing accidents, industrial injuries and occupational diseases.
3.23. According to his work plan, make rounds in the structural divisions of the enterprise, reflect the identified shortcomings in the work in the logs of rounds and monitor their elimination.
3.24. Prepare and give proposals on the organization of remuneration and working conditions for the service personnel of the enterprise, as well as on other social issues collective to include them in the collective agreement.
3.25. Participate in the work of the commission for the development of a collective agreement.
3.26. Control the implementation of measures related to the economic service of the enterprise, included in the collective agreement.
3.27. Take an active part in the work of the technical Council of the enterprise, report on their work, make presentations, make proposals for improving the work of the economic service of the enterprise.
3.28. Provide safe and favorable working conditions for employees of subordinate services; develop job descriptions for engineers of these services; control the provision of services with instructions on labor protection, fire, electrical and technological safety, industrial sanitation and others regulations for employees to perform their duties.
3.29. Conduct and provide training, briefings and knowledge testing of service personnel on labor protection, fire, electrical and industrial safety, industrial sanitation, labor legislation and monitor their timely conduct.
3.30. Constantly monitor the state of labor protection, fire, electrical and technological safety, industrial sanitation in the economic service; participate in the work of commissions for the operational control of labor protection at the enterprise.
3.31. Provide clear actions for the maintenance personnel of the enterprise in the event of emergencies, accidents, fires, for which purpose, provide them with instructions and other regulations on their actions in the above situations.
3.32. Participate in the work of the commission to test the knowledge of personnel on labor protection, fire, electrical and technological safety, industrial sanitation and the Labor Code of Ukraine.
3.33. Carry out work on certification and rationalization of jobs in the economic service of the enterprise.
3.34. Control the timely submission of applications for the necessary overalls, safety shoes, sanitary clothing and footwear and other personal protective equipment, special soap, special food in accordance with applicable standards, as well as monitor their timely issuance and proper use.
3.35. Continuously monitor compliance service personnel rules and norms of labor protection, fire, electrical and technological safety, industrial sanitation, labor discipline, internal labor regulations.
3.36. Suspend employees of the service from work in case of violations, non-compliance with the rules, norms, instructions for labor protection, fire, electrical, technogenic safety, industrial sanitation and internal labor regulations of the enterprise.
3.37. Carry out work on the conservation and deconservation of fixed assets of the enterprise.
3.38. Conduct regular inspections technical condition buildings and structures, check the availability and serviceability of grounding, the availability of technical documentation. If problems are found, take corrective action in a timely manner.
3.39. Stop the operation of machines, mechanisms and other equipment in the administrative and economic service, if there is a threat to the life and health of the employees of the enterprise and immediately notify the general director of the enterprise.
3.40. Do not allow personnel to work on faulty equipment, if they do not have personal protective equipment and without training and appropriate instruction in labor protection, fire, electrical and technogenic safety, industrial sanitation.
3.41. Take measures to immediately eliminate the causes and conditions that can lead to an accident, occupational disease, downtime, breakdown or other damage, and if it is not possible to eliminate these causes on your own, immediately notify the general director of the enterprise about this.
3.42. Exercise control over the safe storage, transportation and use of radioactive, poisonous, explosive, flammable and other substances and materials.
3.43. Monitor the passage of preliminary and periodic medical examinations by employees of subordinate services in a timely manner (at least once a year).
3.44. Participate in the work of commissions for the investigation of accidents that occurred at the enterprise.
3.45. To know and fulfill the tasks facing the economic service for civil defense of the enterprise, the capabilities of subordinate forces and means of civil defense of the enterprise, their security.
3.46. Inform the general director or the chief of staff of civil defense and emergency situations of the enterprise about the prerequisites for the occurrence of emergency situations at the enterprise's facilities.
3.47. Perform their duties as part of the non-standard formation of the civil defense of the enterprise.
3.48. To be trained according to the Enterprise Civil Defense Preparation Plan.
3.49. Participate in the development of an enterprise civil defense action plan in case of a threat and liquidation of the consequences of accidents, catastrophes and natural disasters.
3.50. Know the warning signals of civil defense, the procedure for acting on them and carry it out.
3.51. Upon receipt of the signal, immediately take measures to eliminate and investigate all emergencies at the enterprise and at the same time inform the general director of the enterprise, as well as interested organizations of the city (SES, police, fire department, etc.) about the incident.
3.52. Participate in the promotion of civil defense issues among the employees of the enterprise.
3.53. Provide first aid to victims of accidents and emergencies at the enterprise's facilities.
3.54. Comply with the rules and regulations of health protection, fire safety and industrial sanitation.
3.55. Know and comply with the requirements of regulations on labor protection, fire, electrical and industrial safety, industrial sanitation, instructions and Rules for handling technological equipment and other means of production, use means of collective and individual protection.
3.56. Comply with labor protection obligations stipulated by the collective agreement and internal labor regulations.
3.57. In a timely manner, undergo training and knowledge testing on labor protection, fire, electrical and industrial safety, industrial sanitation, on objects of increased danger and labor legislation in educational and methodological centers.
3.58. Improve their skills by constantly studying special literature, periodicals.
3.60. Cooperate with the administration of the enterprise in organizing safe and harmless working conditions, personally take all feasible measures to eliminate any production situation that poses a threat to his life and health or the people around him and environment. Report the danger to the general director of the enterprise.
3.61. Participate in the organization of sanitary days and sanitary hours at the enterprise, control the schedules for their implementation, issue tasks to the green economy service and monitor their implementation.
3.62. Comply with the labor schedule of the day, labor and production discipline, provided for by the rules of the internal labor schedule of the enterprise.
3.63. To be at work in a normal state of health that does not interfere with the performance of their functional duties.
3.64. Give written explanations in case of violation of the internal labor regulations.
3.65. Comply with the requirements of general moral and ethical standards and deontology.
3.66. Ensure the complete safety of the property entrusted to him. Treat property with care and take prompt action to prevent damage.
3.67. Actively participate in community life.
3.68. Fulfill the requirements of the collective agreement.
4. RIGHTS According to the job description, the Deputy General Director has the right to:
4.1. Make proposals to the General Director of the enterprise on issues related to his activities and concerning the organization and working conditions of the employees of the enterprise.
4.2. Receive information necessary for the performance of their duties.
4.3. Coordination of hiring, dismissal and placement of personnel in the service led by him.
4.4. Prepare draft orders relating to the activities of the enterprise on economic issues.
4.5. When changing the forms and methods of labor organization, make proposals to the general director of the enterprise on changing and supplementing the rights and obligations of employees subordinate to him.
4.6. Apply to the general director of the enterprise for announcing gratitude, issuing a bonus, awarding valuable gifts, certificates and applying other types of encouragement to employees of the service he leads.
4.7. To petition the general director of the enterprise to reprimand or dismiss employees of the service he leads for violations of labor discipline.
4.8. Supervise the actions of all subordinate personnel.
4.9. Improve your skills in courses and seminars in a timely manner.
4.10. Timely undergo training on labor protection, fire safety, electrical safety, industrial sanitation and on objects of increased danger in educational and methodological centers.
4.11. To demand from employees of services subordinate to him to comply with the rules of internal labor regulations, the collective agreement, compliance with ethics and deontology.
4.12. Demand and monitor the performance of their duties by subordinate personnel.
4.13. Participate in meetings that discuss issues related to the activities of the Deputy General Director for administrative and economic work.
4.14. Make decisions within your competence.
4.15. Require the general director of the enterprise to create safe and harmless working conditions, provide the necessary materials to perform their duties.
4.16. Stop the operation of machines, mechanisms, devices, instruments and other equipment, as well as prohibit work in premises where there is a threat to the life and health of workers.
4.17. Refuse to perform work if there is a threat to the life or health of workers.
4.18. Make proposals to the General Director related to the improvement of the civil defense system.
5. RESPONSIBILITY
5.1. Deputy General Director for General Affairs - First Deputy for Job Description is responsible for:
Disclosure of information constituting the commercial secret of the enterprise;
Improper performance of their functional duties;
Poor quality work and erroneous actions, wrong decision issues within its competence;
Untimely or poor-quality material and technical support for the economic part;
Poor organization of the activities of the personnel subordinate to him;
Unreliability of the issued information, untimely submission of reports, work plans, applications, acts, etc.;
Non-fulfillment or untimely fulfillment of orders of the general director of the enterprise, resolutions and other regulatory documents of higher organizations, the owner, the government and other executive authorities;
The general state of labor protection, fire and electrical safety, industrial sanitation in the whole enterprise;
Compliance with the rules of operation and timely repair of buildings, structures, tools, soft and hard equipment and other material assets;
Low labor and performance discipline;
Violation of the rules of the internal labor schedule;
Violation of safety regulations;
Loss or damage to material assets issued for work;
For damage caused to the enterprise, if the damage was caused intentionally or through negligence when using material assets;
Accidents or occupational poisoning at work, if by his order or action he violated the relevant Rules on labor protection and did not take appropriate measures to prevent accidents;
Violation of instructions and other legislative acts on labor protection, creating obstacles to the activities of officials of the enterprise;
For inaction, neglect of performance official duties provided in this manual.
5.2. Deputy General Director for General Affairs - First Deputy is financially responsible for:
For damage caused to the enterprise as a result of violation of the job duties;
For damage caused by deliberate destruction or deliberate damage to material assets issued by the enterprise for use;
For failure to take the necessary measures to prevent theft, destruction and damage to material assets;
For damage caused by actions containing signs of acts prosecuted in criminal proceedings;
In the full amount of damage caused through his fault to the enterprise, for failure to ensure the safety of property and other valuables transferred to him for storage or for other purposes in accordance with the work performed.
6. RELATIONSHIPS
6.1. Receives from the General Director and his deputies the necessary oral, written official information, documentation for the performance of his official duties.
6.2. Provides the necessary oral and written information about his work to the General Director of the enterprise.
6.3. Participates weekly in operational meetings with the General Director of the enterprise.
6.4. Participates in the work of the technical council of the enterprise; prepares materials for the technical council according to the plan.
6.5. Resolves issues related to logistics, repair and operation of fixed assets, labor protection, fire safety, electrical safety, industrial sanitation with the general director of the enterprise, his deputies, heads of departments, heads of services and divisions.
6.6. The commission of a higher organization, with the participation of the Gosnadzorohrantruda bodies, checks his knowledge on labor protection, fire safety, electrical safety, industrial sanitation, and the Labor Code of Ukraine.
6.7. When applying for a job, he submits to the department of organizational and personnel work work book, passport, and other documents (military ID, education document).
6.8. Timely informs the department of organizational and personnel work about changes in credentials (family composition, home address, military registration, passport data, etc.).
6.9. Receives information from the department of organizational and personnel work on work experience, availability of benefits, etc.
6.10. Receives information about his salary from the chief accountant, accountant financial department, economist.
6.11. Timely informs the department of organizational and personnel work of information on advanced training (training) and assignment qualification category presenting the original and a photocopy of the received document.
7. EVALUATION OF WORK
7.1. Proper performance of their functions and official duties.
7.2. Using in their work to assess the effectiveness of the economic and financial activities of the enterprise, the profitability of the use of fixed assets.
7.3. The absence of complaints about the work of the economic service and sanatorium-and-spa services.
7.4. High-quality documentation in accordance with the nomenclature of cases.
7.5. The correctness and completeness of the exercise of the rights granted to him.
7.6. Respect for entrusted property.
7.7. Timely improvement of business skills.
7.8. Compliance with the requirements of regulatory documents on labor protection, fire, electrical, industrial safety and industrial sanitation.
7.9. Absence of violations of labor and production discipline.
7.10. Compliance with the requirements of moral and ethical standards and deontology.
Job description compiled
The job description of the first deputy director must be approved and agreed upon.
The job description of the Deputy General Director is signed by the employee.
The job description of the Deputy Director for General Affairs is needed to determine the position of this top manager in the management structure of the organization. The document specifies its functions, qualification requirements, rights that it is vested with. The need for specification is also determined by the fact that this position is rather vague and its content can vary greatly at different enterprises. You use the job description of the deputy director below as a “fish”, inserting specific duties that are relevant in your organization. Let's get started!
Sample job description for Deputy Director for General Affairs
1. Basic provisions
- The Deputy Director for General Affairs is accepted into his position and released from it by the head of the company.
- The Deputy Director for General Affairs is subordinate to the director of the company.
- The Deputy Director candidate must meet the following standards:
- higher education;
- At least 4 years of relevant work experience, including at least 2 years in management positions.
- During the absence of the manager (illness, vacation, etc.), his functions are transferred executive director companies.
- The Deputy Director for General Affairs should understand the following issues:
- relevant legislation governing the company's business areas;
- norms government organizations relating to the areas of the company's activities;
- standards of document management accepted in the company;
- fundamentals of the analysis of the economic situation;
- business etiquette;
- rules for conducting business negotiations;
- rules for preparing quarterly and annual financial statements;
- successful practices modern marketing and management;
- distribution of functions by structural divisions of the company;
- the personnel base of the company;
- issues of planning and forecasting activities;
- the main suppliers of the company, its buyers and other counterparties;
- current market situation and its development trends;
- branches and regional divisions of the company;
- the main assets of the company.
- The Deputy Director for General Affairs, in the performance of his functions, is guided by:
- applicable regulations and laws;
- corporate documents;
- the contents of this manual.
2. Functions
The top manager is responsible for:
- Coordination of interaction between company departments.
- Organization of negotiations on behalf of the director.
- Document management in the area of own competence.
- Establishing long-term relationships with company partners.
- Tracking relationships with regulatory authorities.
- Monitoring the current financial condition of the company, its development trends and making proposals for improving its activities.
- Participation in audit and inventory activities.
- Interaction with contractors and employees on business disputes and conflicts.
- Tracking business expansion opportunities.
- Temporary replacement of other deputy directors of the company during their absence.
- Monitoring the implementation of the director's orders by the company's employees.
3. Responsibility
A top manager is held liable for the following violations:
- The damage caused to the company, which arose through his fault, in accordance with the law and corporate standards.
- Transfer of inside information to third parties - in accordance with the norms of the current legislation.
- Incorrect performance of their functions - in accordance with labor law and corporate rules.
- Violation of existing norms and laws - within the limits that are given in the relevant articles of the legislation.
4. Rights
A top manager has the following set of rights:
- Supervise employees within their competence.
- Participate in the process of checking the performance of employees against their KPIs.
- Require the company's employees to help and assist in their activities within their official competence.
- Participate in meetings of the top management of the company on its development.
- Sign documents within their competence.
- Represent the company's management in the processes of interaction with employees, partners and regulatory authorities.
- Require the management of the company to maintain the conditions that are necessary for the effective performance of the prescribed functions.
5. Official relations
This top manager organizes cooperation with colleagues on the following grounds:
- With boss personnel department on the promotion of employees, their punishment and the hiring of new specialists.
- With the chief accountant financial situation in company.
- FROM commercial director on issues of interaction with existing partners and search for new partners.
- With the head of the security service on the verification of counterparties and employees.
FILES
What is the job description for?
The document is not mentioned in modern labor legislation, but its legal status confirmed by letters from Rostrud and relevant court decisions. The job description is in demand for an extended interpretation of the parameters employment contract, especially the concept of "labor function", the need for which is indicated in article 57 of the Labor Code.
For the head of the company, a correctly written document allows you to calmly plan the workflow of an employee, without being distracted by constant misunderstandings.
The document helps other managers of the company to distribute areas of responsibility and their powers.
For the deputy director, the regulations help determine what the director of the company expects from him and what set of powers he is endowed with to carry out the assigned duties.
Thus, the instruction helps to reduce the likelihood of work conflicts and increase the efficiency of work processes.
Important! The job description can be drawn up either as an annex to the employment contract, or as a local legal act.
Things to remember when writing a document
The main parameters of the job description are not defined in the current legislation. In practice, it is considered as an annex to the employment contract, explaining its content. To create a document, certain standard forms which includes the following sections:
- Main section.
- Functions.
- Rights.
- A responsibility.
To these parts, large employers usually add a few more, which stipulate such points as working conditions or qualification requirements for an employee. In any case, the created instruction should not contradict the provisions of the employment contract and the current legislation.
Important! As a model for drawing up instructions, the relevant professional standards can be used, whose use is regulated by Article 195.3 of the Labor Code.
Key points
An initial section that is used to list the basic operating principles. To whom the employee reports, who has the right to hire and fire him, and other points - they are all contained here. The main points of the section are quite typical, the same for any employer. In different instructions, only the qualification requirements of the candidate and the list of skills required from him differ.
Functions
This section is of particular importance to the General Affairs Deputy. AT different companies this position may imply a completely different range of responsibilities. Although often the functions of this position include those that are not assigned to other managers, but it all depends on the specifics of a particular company. In any case, the job responsibilities listed here should match the list of skills provided in the opening section.
A responsibility
This part is reserved for listing possible violations of the employee in the process of performing his work functions. It is recommended not to describe specific penalties in the section, because. they are determined in the course of the relevant administrative and legal proceedings.
Rights
The section lists the powers that the employee is vested with. It depends on the employer how important the post of Deputy Director for General Affairs is, what functions are assigned to him and, accordingly, what rights he is vested with.
Official relations
An additional section that is added when it is necessary to more clearly define the position of the deputy director in the company's hierarchy, which will help to avoid conflicts and ambiguities with other top managers.
After writing the instruction, it is coordinated with the company's management and specialized specialists (a lawyer, an employee of the personnel department). After the end of the approval process, the document is printed on a corporate letterhead in compliance with all the attributes required for an official document. Next, the candidate for the position is introduced to the instruction. The final stage is the affixing of signatures by all involved persons. The signatures of the director of the company and the employee for whom the instruction is being drawn up are required. Additionally, the signatures of the persons with whom the document was agreed upon may also be required. The need for their inclusion is determined by the rules of the company's document flow.
JOB INSTRUCTIONS OF THE DEPUTY GENERAL DIRECTOR OF CJSC FOR GENERAL ISSUES - FIRST DEPUTY.
1. GENERAL PROVISIONS
1.1. The main task of the Deputy General Director for General Affairs - First Deputy is to organize work to ensure economic maintenance, proper condition in accordance with the rules and norms of industrial sanitation and fire safety of buildings and premises, and create conditions for the effective work of the enterprise's personnel.
1.2. The Deputy General Director for General Affairs is appointed and dismissed by order of the General Director of the enterprise in agreement with the founder.
1.3. A person who has a basic or complete higher education in the relevant area of training and at least 3 years of experience in administrative work is appointed to the position of Deputy General Director for General Affairs.
1.4. The Deputy for General Affairs reports directly to the General Director of the enterprise.
1.5. Supervises the work of the maintenance personnel of the enterprise (service of green economy, washing shop, drivers of vehicles).
1.6. During the absence of the Deputy for General Affairs, his duties are performed by the General Director-Chief Physician of the CJSC, or another official appointed by order of the General Director.
1.7. The Deputy General Director for General Affairs - First Deputy, according to the job description, must know:
Fundamentals of organization and management of health care;
Decrees, orders, orders, other guidance and regulatory materials for the administrative and economic services of the enterprise;
The structure and organization of the work of the enterprise and its specialized departments;
Prospects for the technical, economic and social development of the sanatorium business;
Production capacity of the enterprise;
The procedure for the development and approval of plans for the production and economic activities of the enterprise;
Methods of managing and managing an enterprise;
The procedure for concluding and executing contracts with third-party organizations (persons) for the provision of services;
Organization of time accounting at the enterprise;
The procedure and terms for reporting;
Means of mechanization of manual labor in economic services;
The procedure for acquiring furniture, inventory, stationery and processing payments for services;
Experience of advanced business service enterprises;
Fundamentals of economics, organization of production and management;
Achievements of science and technology in Ukraine and abroad in the health resort business and the experience of other health resort institutions;
Forms and methods of organizing production, labor and management;
Scheme for notifying the personnel of the enterprise on especially dangerous infections and on civil defense;
Functional duties of subordinate employees;
staffing;
Dates, time and place of business qualification classes, OOI, civil defense, sanitary days, sanitary hours, trade union meetings and other public events;
Disinfection current and final, disinfectants, their preparation and use, disinsection and deratization, means used for these purposes;
Rules for the operation of computer technology;
Basic requirements of state standards for organizational and administrative documentation;
Law of Ukraine "On labor protection";
Law of Ukraine "On fire safety";
Regulatory documents and acts on labor protection;
Rules and norms of labor protection;
Fire safety and industrial sanitation rules;
Electrical safety rules;
Internal labor regulations;
Instructions on labor protection and fire safety;
Law of Ukraine on Civil Defense;
Regulations on the Civil Defense of Ukraine;
Collective agreement;
Basics of labor legislation;
Job instruction.
2. FUNCTIONS
2.1. The area of work of the Deputy General Director for General Affairs - First Deputy is the organization of work to ensure economic services, proper condition in accordance with the rules and norms of industrial sanitation and fire safety of buildings and premises assigned to the enterprise territory, creation of conditions for the effective work of the enterprise personnel.
The workplace is an office located in an administrative building and equipped with the necessary regulatory and methodological documentation for work.
2.2. Deputy General Director for General Affairs - First Deputy:
2.2.1. Receives tasks from the General Director of the enterprise and performs his duties in accordance with this job description, instructions for labor protection and other regulatory documents.
2.2.2. Participates in the development of plans for current and major repairs of fixed assets of the enterprise, drawing up estimates and business expenses.
2.2.3. Provides subdivisions of the enterprise with furniture, household equipment, means of mechanization of engineering and managerial work, supervises their preservation and timely repairs.
2.2.4. Organizes the execution of the necessary materials for the conclusion of contracts for the provision of services, receipt and storage of the necessary household materials, equipment and inventory, provides them with the company's divisions, as well as keeping records of their expenses and compiling established reports.
2.2.5. Controls the rational expenditure of materials and funds allocated for administrative and economic purposes.
2.2.6. Organizes the reception, registration and necessary services for delegations and persons arriving on business trips.
2.2.7. Supervises work on streamlining, gardening and cleaning the territory, festive decoration of building facades, etc.
2.2.8. Organizes business services for meetings, conferences, schools and seminars on the exchange of best practices and other events held at the enterprise.
2.2.9. Ensures the implementation of fire fighting measures and the maintenance of fire equipment in good condition.
2.2.10. Takes measures to introduce the mechanization of labor of service personnel.
2.2.11. Carries out management and control over the work of the green economy service, washing shop, vehicles and financially responsible persons of the enterprise.
2.2.12. Prepares monthly reports.
2.2.13. Draws up and controls the implementation of action plans for the economic service to prepare the health resort for work in the spring-summer and autumn-winter periods, and also takes part in the development of a comprehensive plan for the enterprise.
2.2.14. It studies the need of the enterprise for materials, workwear, safety shoes.
2.2.15. Draws up annual applications for them, and also monitors their rational use.
2.2.16. Organizes and conducts work to improve the business skills of the service personnel of the enterprise.
2.2.17. Supervises the training of service personnel (service of green economy, washing shop, vehicles) on labor protection, fire safety.
2.2.18. Carries out a timely tour of the territory, divisions of the enterprise, inspection of buildings, structures and workplaces.
2.2.19. Carries out control over the observance of the regime of economy and the norms for the consumption of fuel, water, electricity in the economic service of the enterprise.
2.2.20. Develops job descriptions for subordinates and monitors their implementation.
2.2.21. Ensures timely and reliable record keeping and provision of reports and other information on the work of the administrative and economic service of the enterprise to regulatory authorities.
2.2.22. Provides monthly progress report.
2.2.23. Takes part in the work on the social development of the enterprise team, participates in the development, conclusion and implementation of the collective agreement.
2.2.24. Participates in the work of the technical Council of the enterprise.
2.2.25. Organizes supervision of the safe and technical condition of building structures in accordance with the "Regulatory documents on inspection, certification, safe and reliable operation of buildings".
2.2.26. Carries out work and is responsible for the general state of labor protection, fire safety, electrical and technological safety, industrial sanitation for the green economy service, washing shop, and vehicles.
3. RESPONSIBILITIES Deputy General Director for General Affairs - First Deputy is obliged to:
3.1. Qualitatively and in a timely manner to perform the functions assigned to him in accordance with the Charter of CJSC "Sanatorium "Saki", the current legislation, the requirements of regulations, regulations and instructions.
3.2. Resolve all issues within the rights granted to him.
3.3. Perform daily tasks received from the General Director of the enterprise and tasks in accordance with the approved work plan.
3.4. Take timely measures to prevent theft of material assets of the enterprise, causing damage to the property of the enterprise.
3.5. Conduct the selection and placement of personnel in subordinate services, monitor the performance of their functional duties; petition the general director of the enterprise to encourage or impose a disciplinary sanction on the personnel of subordinate services. To control the implementation of the internal labor regulations by the personnel of the green economy service, the washing shop, the drivers of vehicles.
3.6. Participate in the development and implementation of annual and long-term plans for organizational and economic measures to increase the level of economic operation of buildings and structures, in the introduction of new production technologies at the enterprise in order to increase the reliability and safety of work.
3.7. Organize and manage work on the introduction of mechanization of technological processes, the wide dissemination of best practices in the operation of fixed assets of the enterprise.
3.8. Prepare draft orders relating to the activities of the enterprise on administrative and economic issues.
3.9. To exercise control over works on improvement, gardening and cleaning of the territory, timely removal of household waste from the territory of the enterprise; festive decoration of building facades.
3.10. To organize economic services for meetings, conferences, elections and other events held in the sanatorium.
3.11. Participate in the conclusion of contracts for the provision of services with organizations and individuals, prepare the necessary materials for their conclusion and monitor compliance with the terms of the contracts.
3.12. Take part in the acceptance of completed works.
3.13. To exercise control over the rational use of materials and funds allocated for economic purposes.
3.14. To exercise control over the timely preparation of applications for providing the enterprise with materials, furniture, household equipment, means of mechanization of engineering and managerial work.
3.15. Supervise their maintenance and timely repair.
3.16. Develop and implement measures to prepare the enterprise for work in the spring-summer and autumn-winter periods.
3.17. Organize and manage work on the introduction of mechanization of technological processes, promote the wide dissemination of best practices in the operation of fixed assets of the enterprise.
3.18. Monitor the operation of telephone networks, radio, television, including cable. Take measures for their timely repair, replacement, modernization, etc.
3.19. Supervise the training and advanced training of subordinate personnel.
3.20. Supervise the training of personnel of the green economy service, the washing shop, drivers of vehicles on labor protection, fire safety rules, electrical and technogenic safety and industrial sanitation.
3.21. In due time, comply with the instructions of Gosnadzorohrantruda, fire, sanitary supervision and other regulatory authorities.
3.22. To introduce more modern and safe methods of work, structures, fences, fixtures, safety devices aimed at improving working conditions, industrial sanitation, preventing accidents, industrial injuries and occupational diseases.
3.23. According to his work plan, make rounds in the structural divisions of the enterprise, reflect the identified shortcomings in the work in the logs of rounds and monitor their elimination.
3.24. Prepare and submit proposals on the organization of remuneration and working conditions for the service personnel of the enterprise, as well as on other social issues of the team for inclusion in the collective agreement.
3.25. Participate in the work of the commission for the development of a collective agreement.
3.26. Control the implementation of measures related to the economic service of the enterprise, included in the collective agreement.
3.27. Take an active part in the work of the technical Council of the enterprise, report on their work, make presentations, make proposals for improving the work of the economic service of the enterprise.
3.28. Provide safe and favorable working conditions for employees of subordinate services; develop job descriptions for engineers of these services; control the provision of services with instructions on labor protection, fire, electrical and technological safety, industrial sanitation and other regulations for the employees to fulfill their functional duties.
3.29. Conduct and provide training, briefings and knowledge testing of service personnel on labor protection, fire, electrical and industrial safety, industrial sanitation, labor legislation and monitor their timely conduct.
3.30. Constantly monitor the state of labor protection, fire, electrical and technological safety, industrial sanitation in the economic service; participate in the work of commissions for the operational control of labor protection at the enterprise.
3.31. Provide clear actions for the maintenance personnel of the enterprise in the event of emergencies, accidents, fires, for which purpose, provide them with instructions and other regulations on their actions in the above situations.
3.32. Participate in the work of the commission to test the knowledge of personnel on labor protection, fire, electrical and technological safety, industrial sanitation and the Labor Code of Ukraine.
3.33. Carry out work on certification and rationalization of jobs in the economic service of the enterprise.
3.34. Control the timely submission of applications for the necessary overalls, safety shoes, sanitary clothing and footwear and other personal protective equipment, special soap, special food in accordance with applicable standards, as well as monitor their timely issuance and proper use.
3.35. Constantly monitor compliance by service personnel with the rules and regulations of labor protection, fire, electrical and technological safety, industrial sanitation, labor discipline, internal labor regulations.
3.36. Suspend employees of the service from work in case of violations, non-compliance with the rules, norms, instructions for labor protection, fire, electrical, technogenic safety, industrial sanitation and internal labor regulations of the enterprise.
3.37. Carry out work on the conservation and deconservation of fixed assets of the enterprise.
3.38. Regularly conduct inspections of the technical condition of buildings and structures, check the availability and serviceability of grounding, the availability of technical documentation. If problems are found, take corrective action in a timely manner.
3.39. Stop the operation of machines, mechanisms and other equipment in the administrative and economic service, if there is a threat to the life and health of the employees of the enterprise and immediately notify the general director of the enterprise.
3.40. Do not allow personnel to work on faulty equipment, if they do not have personal protective equipment and without training and appropriate instruction in labor protection, fire, electrical and technogenic safety, industrial sanitation.
3.41. Take measures to immediately eliminate the causes and conditions that can lead to an accident, occupational disease, downtime, breakdown or other damage, and if it is not possible to eliminate these causes on your own, immediately notify the general director of the enterprise about this.
3.42. Exercise control over the safe storage, transportation and use of radioactive, poisonous, explosive, flammable and other substances and materials.
3.43. Monitor the passage of preliminary and periodic medical examinations by employees of subordinate services in a timely manner (at least once a year).
3.44. Participate in the work of commissions for the investigation of accidents that occurred at the enterprise.
3.45. To know and fulfill the tasks facing the economic service for civil defense of the enterprise, the capabilities of subordinate forces and means of civil defense of the enterprise, their security.
3.46. Inform the general director or the chief of staff of civil defense and emergency situations of the enterprise about the prerequisites for the occurrence of emergency situations at the enterprise's facilities.
3.47. Perform their duties as part of the non-standard formation of the civil defense of the enterprise.
3.48. To be trained according to the Enterprise Civil Defense Preparation Plan.
3.49. Participate in the development of an enterprise civil defense action plan in case of a threat and liquidation of the consequences of accidents, catastrophes and natural disasters.
3.50. Know the warning signals of civil defense, the procedure for acting on them and carry it out.
3.51. Upon receipt of the signal, immediately take measures to eliminate and investigate all emergencies at the enterprise and at the same time inform the general director of the enterprise, as well as interested organizations of the city (SES, police, fire department, etc.) about the incident.
3.52. Participate in the promotion of civil defense issues among the employees of the enterprise.
3.53. Provide first aid to victims of accidents and emergencies at the enterprise's facilities.
3.54. Comply with the rules and regulations of health protection, fire safety and industrial sanitation.
3.55. Know and comply with the requirements of regulations on labor protection, fire, electrical and technological safety, industrial sanitation, instructions and Rules for handling technological equipment and other means of production, use collective and personal protective equipment.
3.56. Comply with labor protection obligations stipulated by the collective agreement and internal labor regulations.
3.57. In a timely manner, undergo training and knowledge testing on labor protection, fire, electrical and industrial safety, industrial sanitation, on objects of increased danger and labor legislation in educational and methodological centers.
3.58. Improve their skills by constantly studying special literature, periodicals.
3.60. Cooperate with the administration of the enterprise in organizing safe and harmless working conditions, personally take all feasible measures to eliminate any production situation that poses a threat to his life and health or the people around him and the environment. Report the danger to the general director of the enterprise.
3.61. Participate in the organization of sanitary days and sanitary hours at the enterprise, control the schedules for their implementation, issue tasks to the green economy service and monitor their implementation.
3.62. Comply with the labor schedule of the day, labor and production discipline, provided for by the rules of the internal labor schedule of the enterprise.
3.63. To be at work in a normal state of health that does not interfere with the performance of their functional duties.
3.64. Give written explanations in case of violation of the internal labor regulations.
3.65. Comply with the requirements of general moral and ethical standards and deontology.
3.66. Ensure the complete safety of the property entrusted to him. Treat property with care and take prompt action to prevent damage.
3.67. Actively participate in community life.
3.68. Fulfill the requirements of the collective agreement.
4. RIGHTS According to the job description, the Deputy General Director has the right to:
4.1. Make proposals to the General Director of the enterprise on issues related to his activities and concerning the organization and working conditions of the employees of the enterprise.
4.2. Receive information necessary for the performance of their duties.
4.3. Coordination of hiring, dismissal and placement of personnel in the service led by him.
4.4. Prepare draft orders relating to the activities of the enterprise on economic issues.
4.5. When changing the forms and methods of labor organization, make proposals to the general director of the enterprise on changing and supplementing the rights and obligations of employees subordinate to him.
4.6. Apply to the general director of the enterprise for announcing gratitude, issuing a bonus, awarding valuable gifts, certificates and applying other types of encouragement to employees of the service he leads.
4.7. To petition the general director of the enterprise to reprimand or dismiss employees of the service he leads for violations of labor discipline.
4.8. Supervise the actions of all subordinate personnel.
4.9. Improve your skills in courses and seminars in a timely manner.
4.10. Timely undergo training on labor protection, fire safety, electrical safety, industrial sanitation and on objects of increased danger in educational and methodological centers.
4.11. To demand from employees of services subordinate to him to comply with the rules of internal labor regulations, the collective agreement, compliance with ethics and deontology.
4.12. Demand and monitor the performance of their duties by subordinate personnel.
4.13. Participate in meetings that discuss issues related to the activities of the Deputy General Director for administrative and economic work.
4.14. Make decisions within your competence.
4.15. Require the general director of the enterprise to create safe and harmless working conditions, provide the necessary materials to perform their duties.
4.16. Stop the operation of machines, mechanisms, devices, instruments and other equipment, as well as prohibit work in premises where there is a threat to the life and health of workers.
4.17. Refuse to perform work if there is a threat to the life or health of workers.
4.18. Make proposals to the General Director related to the improvement of the civil defense system.
5. RESPONSIBILITY
5.1. Deputy General Director for General Affairs - First Deputy for Job Description is responsible for:
Disclosure of information constituting the commercial secret of the enterprise;
Improper performance of their functional duties;
Poor quality work and erroneous actions, incorrect resolution of issues within its competence;
Untimely or poor-quality material and technical support for the economic part;
Poor organization of the activities of the personnel subordinate to him;
Unreliability of the issued information, untimely submission of reports, work plans, applications, acts, etc.;
Non-fulfillment or untimely fulfillment of orders of the general director of the enterprise, resolutions and other regulatory documents of higher organizations, the owner, the government and other executive authorities;
The general state of labor protection, fire and electrical safety, industrial sanitation in the whole enterprise;
Compliance with the rules of operation and timely repair of buildings, structures, tools, soft and hard equipment and other material assets;
Low labor and performance discipline;
Violation of the rules of the internal labor schedule;
Violation of safety regulations;
Loss or damage to material assets issued for work;
For damage caused to the enterprise, if the damage was caused intentionally or through negligence when using material assets;
Accidents or occupational poisoning at work, if by his order or action he violated the relevant Rules on labor protection and did not take appropriate measures to prevent accidents;
Violation of instructions and other legislative acts on labor protection, creating obstacles to the activities of officials of the enterprise;
For inaction, negligence in the performance of official duties provided for by this instruction.
5.2. Deputy General Director for General Affairs - First Deputy is financially responsible for:
For damage caused to the enterprise as a result of violation of the labor duties assigned to it;
For damage caused by deliberate destruction or deliberate damage to material assets issued by the enterprise for use;
For failure to take the necessary measures to prevent theft, destruction and damage to material assets;
For damage caused by actions containing signs of acts prosecuted in criminal proceedings;
In the full amount of damage caused through his fault to the enterprise, for failure to ensure the safety of property and other valuables transferred to him for storage or for other purposes in accordance with the work performed.
6. RELATIONSHIPS
6.1. Receives from the General Director and his deputies the necessary oral, written official information, documentation for the performance of his official duties.
6.2. Provides the necessary oral and written information about his work to the General Director of the enterprise.
6.3. Participates weekly in operational meetings with the General Director of the enterprise.
6.4. Participates in the work of the technical council of the enterprise; prepares materials for the technical council according to the plan.
6.5. Resolves issues related to logistics, repair and operation of fixed assets, labor protection, fire safety, electrical safety, industrial sanitation with the general director of the enterprise, his deputies, heads of departments, heads of services and divisions.
6.6. The commission of a higher organization, with the participation of the Gosnadzorohrantruda bodies, checks his knowledge on labor protection, fire safety, electrical safety, industrial sanitation, and the Labor Code of Ukraine.
6.7. When applying for a job, he submits a work book, passport, and other documents (military ID, education document) to the department of organizational and personnel work.
6.8. Timely informs the department of organizational and personnel work about changes in credentials (family composition, home address, military registration, passport data, etc.).
6.9. Receives information from the department of organizational and personnel work on work experience, availability of benefits, etc.
6.10. He receives information about his salary from the chief accountant, accountant of the financial department, economist.
6.11. Timely informs the department of organizational and personnel work of information on advanced training (training) and assignment of a qualification category, presenting the original and a photocopy of the received document.
7. EVALUATION OF WORK
7.1. Proper performance of their functions and official duties.
7.2. Using in their work to assess the effectiveness of the economic and financial activities of the enterprise, the profitability of the use of fixed assets.
7.3. The absence of complaints about the work of the economic service and sanatorium-and-spa services.
7.4. High-quality documentation in accordance with the nomenclature of cases.
7.5. The correctness and completeness of the exercise of the rights granted to him.
7.6. Respect for entrusted property.
7.7. Timely improvement of business skills.
7.8. Compliance with the requirements of regulatory documents on labor protection, fire, electrical, industrial safety and industrial sanitation.
7.9. Absence of violations of labor and production discipline.
7.10. Compliance with the requirements of moral and ethical standards and deontology.
Job description compiled
The job description of the first deputy director must be approved and agreed upon.
The job description of the Deputy General Director is signed by the employee.
What are the requirements for a Deputy Director? What are the responsibilities of this specialist? These and many other questions will be answered in the article.
Basic goals
The Deputy Director for General Affairs has, according to the job description, several main professional goals:
- This includes ensuring the information and economic security of the organization. The presented specialist should contribute to the continuous development of the company, as well as form personnel reserves.
- The employee is obliged to competently and efficiently engage in the selection and assignment of employees to certain missions is also within the competence of the specialist. Do not forget about the main goal of the Deputy Director: to provide staff with comfortable and modern conditions labor.
- Finally, the Deputy Director of General Affairs must maintain the established standards and norms at all times. If necessary, standards should be created.
Requirements for a specialist
In the case, as with any other employee, certain requirements are imposed on the specialist in question. And the first thing worth noting is that the deputy director for general issues must have a higher education. It should be either legal or technical - depending on the direction of the organization.
The work experience of a specialist must be at least 5 years. Besides, job description lays down special provisions relating to those necessary for labor activity employee knowledge:
- Issues of missions, standards, local regulations and various business plans should be the responsibility of the represented specialist.
- The employee must have a good knowledge of all theories of personnel management.
- The employee must know everything about the ways of moral support of the team.
- The Deputy Director for General Affairs must have an advanced level of PC proficiency.
- The employee must be familiar with all the principles of the organization.
About the workplace in the organization
On general issues, it contains items about the place of the represented employee in the structure of the organization. What can be highlighted here?
Firstly, the specialist in question is assigned to the group of managers. He is appointed to a position or dismissed from it only according to the order of the director.
Secondly, according to the document, the employee is a second-level manager. So, a specialist does not have his own staff when it comes to operational subordination. However, in everything related to the topic personnel policy and safety, the operating personnel must obey him.
About evaluating the work of a specialist
The instruction of the Deputy Director for General Affairs prescribes special evaluation criteria labor functions specialist.
Evaluation is carried out by the director of the organization. Here are the highlights in the document:
- performance of all labor functions enshrined in the job description;
- the level of discipline and concentration of the working personnel, the high level of performance of their duties by the working personnel;
- security in the organization; the degree of effectiveness of the methods that can be taken in the event of an emergency;
- presence in the organization effective system moral and material encouragement or stimulation of the working personnel;
- implementation of an effective and economical personnel policy;
- ensuring a high-quality personnel reserve, which includes employees with a qualification level;
- the presence of a friendly atmosphere within the team, the absence of conflict and contentious situations.
Thus, quite a lot of evaluation criteria are fixed by a specialized instruction (professional, or official). The Deputy Director for General Affairs must perform his duties very efficiently and effectively in order for the management to evaluate them at the proper level.
The first group of specialist duties
The job description of the Deputy Director for General Affairs fixes the requirements and functions. Here are the most common ones:
- Timely development, implementation and adjustment of business plans related to security in the organization (how often such plans are developed depends on the organization itself; as a rule, this happens once a year).
- Formation of organizational personnel policy; drawing up an annual personnel plan.
- Development and implementation of a system for checking applicants for vacancies; organization of a high-quality system for checking candidates for jobs.
- Organization of constant and effective work on the preparation of a personnel reserve.
- Organization of effective competitions to attract the most promising and competent specialists to work in the organization.
Naturally, only a part of the functions that a specialist is required to perform were presented above. The second group of labor duties of the employee will be presented below.
The second group of duties of a specialist
The job description of the employee also fixes the following main functions:
- organization of a quality adaptation procedure for each new person in the organization; appointment for these purposes of elders or mentors who would help new employees to get used to the workplace as quickly as possible.
- Control over the distribution of responsibilities for working with
- Preparation of all necessary materials and documents for submission certain workers for awards or promotions.
- Search and execution of all documents and materials for imposing on employees, if necessary, administrative or disciplinary responsibility.
The duties of the Deputy Director for General Affairs are thus quite extensive and complex. Separately, it is worth highlighting the system of security measures and methods of negotiations with various kinds of authorities.
Additional requirements for an employee
One of the main responsibilities of the Deputy Director remains the provision of security measures as a single system.
Here we can highlight the following:
- Analysis of the state of objects in the organization for security; assessment of these objects.
- Taking measures to modernize the security system at the enterprise.
- Prevention of security threats.
In addition to all of the above, the represented specialist is also required to protect information in the organization. The Deputy General Director for General Affairs performs:
- analysis of the information base of the organization;
- preparation of a list of information and data on trade secrets;
- work to effectively protect trade secrets.
In the duties of Deputy director, among other things, includes a dialogue with various bodies and enterprises. In particular, negotiations with law enforcement agencies are most often carried out and necessary. The specialist is obliged in this case to respond to all requests sent from them and to participate in all necessary legal processes.
Work with the documentation
Performs quite a lot of functions on general issues. Responsibilities related to documentation are probably the most common in the work of a specialist.
In particular, the employee is required to submit the following papers:
- Work plan for the next month - until the fifth day of the month; the recipient is the director.
- Financial monthly report - before the first day of the month; the recipient is the chief accountant.
- The final monthly report on the work performed - by the fifth day of the month. The recipient is the CEO.
- Instructions and regulations - as orders are received. Users are the employees of the organization themselves.
What are the requirements for a Deputy Director? What are the responsibilities of this specialist? These and many other questions will be answered in the article.
The Deputy Director for General Affairs has, according to the job description, several main professional goals:
- This includes ensuring the information and economic security of the organization. The presented specialist should contribute to the continuous development of the company, as well as form personnel reserves.
- The employee is obliged to competently and efficiently engage in the selection and training of personnel. The direction of workers on specific missions is also within the competence of a specialist. Do not forget about the main goal of the Deputy Director: to provide comfortable and modern working conditions for the staff.
- Finally, the Deputy Director of General Affairs must maintain the established standards and norms at all times. If necessary, standards should be created.
Deputy Director for General Affairs: Job Description
Example #1
This instruction is indicative. It can be used as a basis for the development of an appropriate instruction for an employee, taking into account the specifics of the organization's activities.
Organization name I APPROVE
OFFICIAL
INSTRUCTIONS of the head of the organization
N ___________ Signature Explanation
Place of compilation Date
DEPUTY DIRECTOR
ON GENERAL QUESTIONS
- GENERAL PROVISIONS
- The Deputy Director for General Affairs (hereinafter - the Deputy Director) belongs to the category of managers, is hired and dismissed from work by order of the head of the organization.
- For the position of Deputy director is appointed by a person with a higher professional education in the specialty "Economics and Management" and work experience in the direction professional activity, including in managerial positions, for at least 5 years.
- In his work, Deputy director is guided by:
- legislative and regulatory documents governing the production, economic and financial and economic activities of the organization;
— teaching materials relating to the activities of the organization;
- the charter of the organization;
- orders, orders of the head of the organization;
- Deputy The director must know:
— regulatory legal acts, determining the directions of development of the relevant industry;
- other guidance and regulatory materials of higher and other bodies relating to the activities of the organization;
- profile, specialization, features of the structure of the organization;
— prospects for the technical and economic development of the industry and organization;
— production capacity organizations;
- the basics of the production technology of the organization's products;
- the procedure for the development and approval of plans for the economic and financial activities of the organization;
- methods of managing and managing the organization;
- the procedure for keeping records and compiling reports on the economic and financial activities of the organization;
- organization financial work in the organization, logistics, transport services and sales of products;
- organization of loading and unloading operations;
— the procedure for developing standards working capital, consumption rates and inventories;
– the procedure for concluding and executing business contracts;
— economics, organization of production, labor and management;
— basics of labor legislation;
— rules and norms of labor protection and fire safety.
- During the absence of Deputy the director of the organization, his duties are performed in the prescribed manner by the appointed deputy, who is fully responsible for their proper performance.
- JOB DUTIES
- To perform the functions assigned to him, Deputy. The director of the organization must:
6.1. Liaise with authorities on behalf of the Director state power, organs local government, legal entities of all organizational and legal forms and individuals on various issues within their competence.
6.2. By proxy, act on behalf of the organization, perform legal actions, represent it in all organizations and institutions.
6.3. In the absence of the director, sign documents of a financial nature, administrative documents.
6.4. Participate in the development of local regulations governing social and labor relations in the organization.
6.5. Organize the conduct, as well as methodological, informational and organizational support for the certification of employees.
6.6. Organize work on placing orders for the supply of goods, performance of work, provision of services for the needs of the organization.
6.7. Participate in the annual inventory of property and material values.
6.8. To supervise the execution of orders and directives of the Director.
6.9. Organize the proper processing and storage of archival materials.
6.10. Prepare information and draw up reports on civil defense matters.
6.11. Carry out the necessary activities to develop the structure and staffing.
6.12. Ensure timely compilation required documents and references at the request of organizations.
6.13. Participate in the organization of work to improve the skills of employees.
6.14. Contribute to the development of the material and technical base of the organization: accept applications from departments for the purchase of organizational and computer equipment, copying equipment, furniture, and various inventory; based on the applications of divisions, compile summary data on the acquisition of property; participate in the purchase, delivery and installation of the said property; provide warranty service for the purchased property.
6.15. Carry out the necessary measures related to the safety and efficient use of property.
6.16. Accept applications from departments for small repair work and organize their implementation.
6.17. To endorse orders, regulations and instructions within its powers.
6.18. Participate in the preparation of a comprehensive plan for improving the conditions of labor protection and sanitary and recreational activities.
6.19. To create safe and harmless working conditions for those working in subdivisions subordinated to him.
6.21. Develop and approve plans for scheduled preventive maintenance of industrial buildings and structures, equipment and monitor their timely implementation.
6.22. Provide units of the organization with personal protective equipment and fire extinguishing equipment.
6.23. Ensure the good condition and safe operation of the organization's vehicles, timely technical inspections and surveys.
6.24. Provide road safety, safe organization of traffic flows and movement of workers, maintenance of driveways and walkways in proper condition.
6.25. Organize the normal operation of sanitary facilities and devices.
6.26. Ensure that the working subdivisions working under him comply with the requirements of labor legislation, regulatory legal acts on labor protection and safety, safety requirements of GOSTs, SSBT standards, industrial sanitation and fire safety, and instructions for labor protection.
6.27. Organize training, testing the knowledge of working subordinate units on labor protection issues, conducting briefings on labor protection at workplaces and fire safety.
6.28. Participate in the work of the commission for checking the state of labor protection and safety, industrial sanitation and fire safety in subordinate units and in the organization; in the work of inspections by state supervision and control bodies; in the analysis of industrial injuries and occupational diseases in subordinate units, development of measures to eliminate industrial injuries and occupational diseases.
6.29. Develop, coordinate and approve labor protection instructions, additions and changes to standard instructions to provide them to those working in subordinate units.
6.30. Organize the implementation of resolutions, orders, orders of ministries, orders of the organization on labor protection and safety, as well as resolutions and instructions of state supervision and control bodies.
6.31. ___________________________________________________________.
- RIGHTS
- Deputy director has the right:
7.1. Represent the interests of the organization in relations with other organizations on economic, financial and other issues.
7.2. Submit proposals for the improvement of economic and financial activities for consideration by the director of the organization.
7.3. Sign and endorse documents within their competence.
7.4. Receive from leaders structural divisions organizations (specialists) information and documents necessary for the performance of their duties.
7.5. Submit for consideration by the director of the organization submissions on the appointment, transfer, dismissal of employees of the organization, proposals for their encouragement or the imposition of penalties on them.
7.6. Require the director of the organization to assist in the performance of their duties and rights.
7.7. Take part in the discussion of labor protection issues submitted for consideration by meetings (conferences) labor collective(trade union organization).
- RELATIONSHIPS (LINKS BY POSITION)
- Deputy director reports directly to the director of the organization.
- Deputy Director interacts on issues within his
competence, with employees of the following structural divisions of the organization:
gets:
_____________________________________________________________________ ;
represents:
______________________________________________________________________;
- With _________________________________________________________________:
gets:
_____________________________________________________________________;
represents:
_____________________________________________________________________.
- WORK EVALUATION AND RESPONSIBILITY
- The work of the deputy the director is evaluated by the immediate supervisor (another official).
- Deputy director is responsible for:
11.1. For non-fulfillment (improper fulfillment) of their official duties provided for by this job description - within the limits determined by the current labor legislation of the Republic of Belarus.
11.2. For offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal and civil legislation of the Republic of Belarus.
11.3. For causing material damage— within the limits determined by the current labor, criminal and civil legislation of the Republic of Belarus.
11.4. For non-compliance with the rules and norms of labor protection, safety, industrial sanitation and fire protection— in accordance with the requirements of the regulatory legal acts of the Republic of Belarus and local acts in _____________________.
Job title
head of the structural
divisions _________ _______________________
Signature Signature transcript
I am familiar with the instruction _________ _______________________
Signature Signature transcript
_______________________
Example #2
I approve
_____________________________ (Surname, initials)
(name of the organization, its organizational and legal form) ________________________________
(director; other person authorized
approve job description)
JOB DESCRIPTION
DEPUTY DIRECTOR FOR GENERAL AFFAIRS
——————————————————————-
(name of institution)
00.00.201_ #00
- General provisions
1.1. This job description establishes the rights, responsibilities and duties of the Deputy Director for General Affairs _____________________ (hereinafter referred to as the "enterprise").
Institution name
1.2. The Deputy Director for General Affairs reports to _____________________________________.
(name of the position of the head)
1.3. A person with higher professional education and work experience is appointed to the position of Deputy Director for General Affairs.
management positions for at least ___ years.
1.4. The Deputy Director for General Affairs should know:
- orders, resolutions, orders and other regulatory and governing documents
higher authorities that relate to administrative and economic services;
- the structure of the enterprise and the prospects for its development;
- means of organizational and computer technology, communications;
- timing and procedure for reporting;
— means of mechanization of manual labor;
– the procedure for acquiring furniture, equipment, stationery, inventory and processing payments for services;
- the basics of labor organization, economics, management and production, labor legislation, internal labor regulations, norms and rules of labor protection.
1.5. In the course of his activities, the Deputy Director for General Affairs is guided by:
- regulatory and legislative acts that regulate the production and economic activities of the enterprise;
- the charter of the enterprise, labor regulations, orders, orders and other instructions of the head of the enterprise;
- this job description.
1.6. During the absence of the Deputy Director for General Affairs, his duties are assigned to his deputy appointed in the prescribed manner, responsible for the proper performance of their duties.
- Functions
The Deputy Director for General Affairs is responsible for the following
2.1. Participation in the conclusion of business contracts of the enterprise and
control over their accurate and timely implementation.
2.2. Taking measures to expand the economic ties of the enterprise. Control of the safety of the property of the enterprise.
2.4. Ensuring safe and healthy working conditions for subordinates, monitoring their compliance with the requirements of regulatory and legislative acts on labor protection.
- Job Responsibilities
To perform the functions assigned to him, the Deputy Director for
general questions must:
3.1. Organize effective interaction and work entrusted to him, workshops, structural divisions and production units. Direct their activities to the improvement and development of production, increase the efficiency of the enterprise, competitiveness and quality of products.
3.2. Organize production and economic activities on the basis of modern technology and technology, progressive forms of labor organization and management, reasonable use of production reserves and economical use of all types of resources.
3.3. Resolve issues related to the production and economic activities of the enterprise.
3.4. Ensure compliance with laws in the implementation of economic and economic relations of the enterprise.
- Rights
4.1. Represent the interests of the company in relations with state authorities. authorities and other organizations.
4.2. Get acquainted with the draft decisions of the management of the enterprise that relate to its activities.
4.3. To approve and sign documents within the limits of his competence, to issue orders for the enterprise with his signature.
4.4. To make proposals for improving the work of the enterprise for consideration by the management, to correspond with organizations on issues that are within its competence.
4.5. To exercise control over the activities of the structural divisions of the enterprise subordinate to him.
4.6. Interact with the heads of structural divisions of the enterprise, receive documents and information necessary for the performance of their duties.
4.7. Require the management of the enterprise to assist in the performance of their rights and duties.
- A responsibility
5.1. For offenses committed during the period of its activities - within the limits determined by the civil, administrative and criminal legislation of Russia.
5.2. For causing material damage - within the limits determined by the criminal, labor and civil legislation of Russia.
5.3. For improper performance or non-performance of their official duties, which are provided for by this job description - within the limits determined by the labor legislation of Russia.
Head of the structural unit: _____________ __________________
(signature) (surname, initials)
Acquainted with the instructions
one copy received: _____________ __________________
(signature) (surname, initials)
Example #3
I approve
_______________________________ ______________ _________________________
(organizational and legal form, name of the organization or other enterprise
(signature)
(Full name, position of the head, official authorized to approve the job description)
"___" ____________ 20__
Job description
Deputy Director for General Affairs
_______________________________________________________
(name of organization, enterprise, etc.)
This job description was developed and approved on the basis of an employment contract with the Deputy Director for General Affairs and in accordance with the provisions Labor Code Russian Federation and other legal acts regulating labor relations.
- General provisions
1.1. The Deputy Director for General Affairs belongs to the category of managers, is hired and dismissed from it by order ____________________________________________ (name of the position of the head).
1.2. Deputy Director for General Affairs reports directly to _____________________________________ (title of the position of the head)
1.3. A person with a higher professional education and at least ___ years of experience in managerial positions is accepted for the position of Deputy Director for General Affairs.
1.4. The Deputy Director for General Affairs must know the resolutions, orders, orders, other guidelines and regulations higher authorities related to administrative and economic services; the structure of the enterprise and the prospects for its development; means of communication, computer and organizational equipment; the procedure and terms for reporting; means of mechanization of manual labor; the procedure for acquiring equipment, furniture, inventory, stationery and processing payments for services; fundamentals of economics, labor organization, production and management; labor legislation; internal labor regulations; labor protection rules and regulations.
1.5. In his work, the Deputy Director for General Affairs is guided by:
- legislative and regulatory acts regulating the production and economic activities of the enterprise;
- the charter of the enterprise;
- labor regulations;
- orders, orders and other instructions of the head of the enterprise;
- this job description.
1.6. During the absence of the Deputy Director for General Affairs, his duties are performed by his deputy appointed in accordance with the established procedure, who is fully responsible for the proper performance of these duties.
- Functions
The Deputy Director for General Affairs has the following functions:
2.1. Participation in the conclusion of business contracts of the enterprise and control over their timely and accurate execution.
2.2. Taking measures to expand the economic ties of the enterprise.
2.3. Control over the safety of the property of the enterprise.
2.4. Ensuring healthy and safe working conditions for subordinate performers, monitoring their compliance with the requirements of legislative and regulatory legal acts on labor protection.
- Job Responsibilities
To perform the functions assigned to him, the Deputy Director for General Affairs must:
3.1. To organize the work and effective interaction of the structural divisions, workshops and production units entrusted to him, to direct their activities towards the development and improvement of production, increasing the efficiency of the enterprise, the quality and competitiveness of products.
3.2. Organize production and economic activities on the basis of widespread use latest technology and technology, progressive forms of management and organization of labor, rational use of production reserves and economical use of all types of resources.
3.3. Resolve issues related to the production and economic activities of the enterprise.
3.4. Ensure compliance with the law in the implementation of economic relations of the enterprise.
3.5. _____________________________________________________________.
- Rights
The Deputy Director for General Affairs has the right to:
4.1. Represent the interests of the enterprise in relations with other organizations and public authorities.
4.2. Get acquainted with the draft decisions of the management of the enterprise relating to its activities.
4.3. Submit proposals to improve the performance of the enterprise for consideration by the management.
4.4. Sign and endorse documents within their competence, issue orders for the enterprise under their signature within their competence.
4.5. Correspond with organizations on issues within its competence.
4.6. Interact with leaders structural services enterprises, receive information and documents necessary for the performance of their duties.
4.7. To supervise the activities of the structural divisions of the enterprise subordinate to him.
4.8. Require the management of the enterprise to assist in the performance of their duties and rights.
4.9. _____________________________________________________________.
- A responsibility
The Deputy Director for General Affairs is responsible for:
5.1 for failure to perform (improper performance) of their official duties provided for by this job description, to the extent determined by the labor legislation of the Russian Federation;
5.2 for offenses committed in the course of its activities - within the limits determined by the current administrative, criminal and civil legislation of the Russian Federation;
5.3 for causing material damage - within the limits determined by the labor, criminal and civil legislation of the Russian Federation;
5.4 ______________________________________________________________.
The job description was developed in accordance with _____________________
(name, number _______________________ and date of the document)
Head (initials, surname)
_________________________
(signature)
"__" _____________ 20__
Agreed:
___________________________________ (initials, surname)
(Job title)
_____________________________
(signature)
"__" ________________ 20__
I am familiar with the instruction: (initials, surname)
_____________________________
(signature)
"__" _____________ 20__
Responsibilities of the Vice President for General Affairs
When choosing an employee for this position, be sure to look at his compliance with the following requirements:
- work experience for leadership position must be at least three years old;
- the presence of higher professional education is mandatory;
- obligatory knowledge of regulations governing administrative and economic issues of companies and labor law;
- knowledge of the basics of the economy of enterprises, labor protection, management and organization of labor processes;
- negotiation skills;
- practice of participation in tenders.
When accepting an employee for the position of Deputy Director to resolve general issues, preference is given to those candidates who not only meet the specified list of requirements, but also know the specifics of the company and its industry. Despite the fact that the general issues of the production and economic activities of enterprises are similar in many industries, the industry specifics are still reflected in them. And knowledge of these nuances is a necessity for the normal functioning of the company.
Specialist Responsibilities
The job description of the Deputy Director for General Affairs fixes the requirements and functions.
Here are the most common ones:
- Timely development, implementation and adjustment of business plans related to security in the organization (how often such plans are developed depends on the organization itself; as a rule, this happens once a year).
- Formation of organizational personnel policy; drawing up an annual personnel plan.
- Development and implementation of a system for checking applicants for vacancies; organization of a high-quality system for checking candidates for jobs.
- Organization of constant and effective work on the preparation of a personnel reserve.
- Organization of effective competitions to attract the most promising and competent specialists to work in the organization.
- Organization of a quality adaptation procedure for each new person in the organization; appointment for these purposes of elders or mentors who would help new employees to get used to the workplace as quickly as possible.
- Control over the distribution of responsibilities for working with personnel documentation.
- Preparation of all necessary materials and documents for the presentation of certain employees for awards or incentives.
- Search and execution of all documents and materials for imposing on employees, if necessary, administrative or disciplinary responsibility.
Industry specifics of the position
Industry specifics are reflected not only in the activities of the company, but also in the responsibilities of its employees, including those in leadership positions.
Therefore, Deputy Director for General Affairs, working:
- in agriculture- must have an industry higher education; know the essence of agricultural work and the technology of managing them, be aware of the norms and requirements that apply in agriculture; be aware of the indicators used in the industry that characterize production and economic activities;
- in trade - must have a higher education in law and (or) economics; be aware of the requirements for the storage of products and goods, labor protection, sanitary conditions, fire safety; know the features of the trading process and equipment, and logistics; be able to develop business plans;
- in education - must have a pedagogical and (or) economic, legal higher education; know the procedure for placing orders to meet the needs of an educational institution; take part in the annual audit of the institution's tangible assets; know the order of organization and storage of archival materials; must implement measures to ensure the fire safety of the facility;
- in production - must have a technical and (or) economic higher education; must know the maintenance methods and arrangement of production and office equipment and other facilities, the basics production processes, plumbing, land and construction works.
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