the main Internet professions What are the positions in the personnel department. What's in a name

What are the positions in the personnel department. What's in a name

A manager is a manager.

In the Qualification Directory there is a position ““ Secretary of the head ”

HEAD SECRETARY

Job responsibilities. Carries out work on
organizational and administrative support
activities of the head of the enterprise. Accepts incoming
the head of the correspondence, transfers it in accordance with the decision made in
structural units or specific performers for use in
process of work or preparation of answers. Conducts paperwork, performs
various operations using computer equipment designed for
collection, processing and presentation of information in the preparation and adoption of decisions.
Accepts documents and personal applications for the signature of the head of the enterprise.
Prepares documents and materials necessary for the work of the head.
Keeps track of timely review and submission by structural
divisions and specific executors of documents received at
execution, checks the correctness of the design of prepared projects
documents transferred to the manager for signature, ensures their high-quality
editing. Organizes telephone calls to the head,
records in his absence the information received and brings it to his attention
content, transmits and receives information on the reception - negotiation
devices (telefax, telex, etc.), as well as telephone messages, in a timely manner
brings to his attention information received through communication channels. On behalf of
the head makes letters, requests, other documents, prepares answers
to authors of letters. Performs preparatory work for meetings and meetings held
leader (collecting the necessary materials, notifying participants about the time and
venue, agenda, their registration), conducts and draws up protocols
meetings and meetings. Monitors employee performance
enterprises issued orders and orders, as well as compliance with deadlines
fulfillment of instructions and instructions of the head of the enterprise taken for control.
Conducts a control and registration card file. Provides a workplace
the head of the necessary means of organizational technology, clerical
accessories, creates conditions conducive to its effective work.
Prints, at the direction of the head, office materials necessary for him
works or enters current information into the data bank. Organizes a reception
visitors, facilitates the speed of consideration of requests and proposals
workers. Forms cases in accordance with the approved nomenclature,
ensures their safety and in due time gives to the archive. Copies
documents on a personal copy machine.

Must know: decrees, orders, orders and others
guidance and regulatory documents related to activities
enterprises and record keeping; structure and leadership
enterprises and its divisions; organization of office work; methods
execution and processing of documents; archiving; typescript; Terms of use
receiving - intercoms; unified system standards
organizational and administrative documentation; rules for printing business letters with
using standard forms; fundamentals of ethics and aesthetics; business communication rules;
the basics of labor organization and management; computing rules
technicians; fundamentals of administrative law and labor law; regulations
internal work schedule; rules and norms of labor protection.

Qualification requirements. Higher professional education without
filing requirements for seniority or secondary vocational education
and at least 2 years of work experience in the specialty.

But there is no obligation to use only the names of the positions given in the qualification directory.

Your position may be called a referent, secretary referent, referent of the head, assistant to the head, assistant to administrative issues, chief specialist of the administrative support department and so on

We have already mentioned more than once that it is very difficult to determine the typical responsibilities of a secretary or assistant manager. Much depends on the scope of the company, its size, the imagination of the head and is practically not regulated by anything. In addition, there is a division within the profession itself, which, as practice shows, is understood differently by workers and employers.

The secretaries themselves feel the difference, sometimes intuitively, so the debate on the forums about who is “more important”, what hierarchy exists within the profession, which is the highest step in the career of an administrative employee, does not subside. There is no consensus among my colleagues about this yet.

However, if these many names exist, then the phenomena that they describe must also exist.

Let's understand all the intricacies of the classification of administrative posts.

Understanding concepts

We list the main administrative posts: “secretary”, “referent”, “secretary-referent”, “assistant to the head”, “secretary at the reception”, “office manager”. Before we consider them in more detail, we will understand what is meant by each of these posts.

Wikipedia does not define the position of “secretary”. It contains only the article “Secretary-referent”, which contains the following definition: assistant Secretary - An office worker with a wide range of responsibilities from receiving phone calls (receptionist) to an assistant manager (personal secretary).

Here is a list of duties performed by the assistant secretary:

receiving phone calls received by the head;
work with documents: determination of importance, preparation, execution, distribution, receipt, storage, systematization;
planning and preparation for receiving visitors;
assistance in planning the boss’s work schedule, sometimes booking hotels and airline tickets;
participation in the preparation of business negotiations;
ordering stationery and other things necessary for the life of the office, sometimes - providing the head with products.

After reading this article, particular clarity did not appear. The fact that the scope of responsibilities is wide, we all already know, and the above can be performed by both the secretary and the assistant manager. Moreover, this is far from half the responsibilities that typical representatives of our profession have to fulfill. Or maybe this is a common name for the whole group of professions? It is unlikely that most people have heard the “secretary" after all, without any prefixes.

The word "secretary", as you know, comes from lat. secret ("Secret, secret"). And in ancient Rome, trustees were called secretaries. Conclusion: the secretary has access to certain information that is not subject to public disclosure, and to fulfill his duties he must earn the trust of the head.

As for the origin of the word “referent”, the name is also Latin - “reproducing, communicating”. Therefore, this person works with information. In general, the origin of the words, of course, is related to the modern profession, but does not fully explain what this employee does in the organization.

To summarize: most of us are, after all, secretaries-referents. However, this is rarely reflected in the staff list and work book: many of my colleagues are “called” differently.

To prevent confusion

Secretary onreception - a position that, in the public mind, is associated with the reception and distribution of calls and correspondence. Sometimes such employees can carry out the initial reception of visitors. Among the secretary posts, this is the only one from the name of which it is immediately clear what will have to be done. Although, of course, there are exceptions.
Office Manager - this is tracing paper from English. office manager, i.e. office manager. His main responsibilities are to manage administrative, financial and other resources to ensure the smooth functioning of a single office and its employees. The office manager is one of the junior management positions.
Drivers, cleaners, and often secretaries, may be subordinate to such an employee. Due to the fact that the office manager is responsible for the life support of the office and its employees, many people think that this position is akin to the position of manager. They have quite a few similar duties, but God forbid you to confuse and call the office manager the manager! There is nothing wrong with the latter, but the degree of responsibility of the office manager is much higher and requires higher qualifications.
Assistant manager - a position that many consider the highest step in the career of an administrative employee. In Western companies, the position often sounds like a “personal assistant” (literal translation from English. personal assistant) I prefer the traditional version, because the title of the post contains its whole essence. Assistant - from the word "help." The assistant manager helps his boss fulfill his responsibilities. What exactly will be included in the assistant functions depends on many factors.

Thus, the responsibilities of two specialists formally holding the same position can differ dramatically: one of them works with documentation, distributes phone calls and receives visitors, and the other takes part in management meetings and is empowered to make important decisions. This, incidentally, does not completely exclude the fact that both of them sew severed buttons and are looking for a nanny for the children of their leader. Again, no order: the name in this case only clarifies your purpose, and how exactly you will fulfill it is unknown.

We study regulatory documents

There is a document describing all the posts represented in our country, - “The All-Russian Classifier of Occupations of Workers, Positions of Employees and Tariff Ranks” (OKPDTR, OK 016-94). If you have difficulty determining any position in the company, you can refer to this document and choose the most suitable one.

This classifier can be found on the websites: http://professions.org.ru/, http://www.etks.info/. In addition to OK 016-94, the latter has the Unified Tariff and Qualification Guide (ETKS) and the All-Russian Classification of Occupations (OKZ 010-93, OKZ). These are two sections of OK 016-94. The first includes the profession of workers, the second - the positions of employees.

The professions of workers (and they are in the classifier 5491) in this case do not interest us, we turn to the positions of employees. There are 2598 of them, and for sure you can find everything we need here.

Let's start with the post of secretary. As a result of the alphabetical search, we obtain the following table (see Table 1).

Table 1

Positions in OK 016-94 containing the name "secretary"

			Job title		OKZ code
			Secretary (diplomatic)
			Secretary of the committee (public organization)
			Secretary of a blind specialist
			Secretary of the Plenum
			Secretary of the Board
			Presidium Secretary
			Secretary of the Reception Office of the President of the Russian Federation
			Head Secretary
			Secretary of the Council (scientific, technical, scientific, artistic and technical)
			Secretary of the Security Council of the Russian Federation
			Court clerk
			Secretary of the court in the apparatus of the Supreme Court of the Russian Federation
			Court clerk
			Secretary of the court session in the apparatus of the Supreme Court of the Russian Federation
			Secretary of the Creative Union
			Secretary of the training department (dispatcher)
			Secretary of the Federal Commission
			Federation Secretary (for sports)
			Secretary of the Central Election Commission of the Russian Federation
			Typist secretary
			Secretary-stenographer

Each post has its own code. In addition, different posts have one oKZ code, and this means that they are combined in one group. The name “executive secretary” refers to group 4115 (the group “Secretaries”). The following posts comprise this group:

Here is what is said about the secretaries in the mentioned group: Secretaries perform the technical functions of providing and servicing the work of the head of an organization or company’s institution using a computer, office equipment and other technical means.

Their responsibilities include:

On this site there is a convenient division of posts into groups, from which it can be seen that group 4115 is included in the senior group 411 "Secretaries, computer operators and related professions." The latter, in addition to secretaries, includes computer operators, stenographers, typists, etc.

In general, the above duties do not go against reality, except that the mention of a teletype and a typewriter will make someone smile (and someone will startle). However, any - even a beginner - secretary, looking at the proposed list of duties, will ask: “How? And it's all? And where is visa support, organization of business trips, recording of meetings? ”We have said more than once that the secretary is a profession that assumes that you devote at least half of your working time to undocumented servicing of the head and employees. The line “receiving visitors” does not convey the whole variety of duties that the secretary has to fulfill. The remaining duties are purely technical and relate to work with documents. Looking at the available description, one might think that the secretary is sitting in a separate room and only prints on the computer and writes something in the registration journal. But we know that this is far from the case. Therefore, such a definition can hardly suit specialists.

Let us return to the classifier: the position “office manager”, as well as “office manager” and “assistant manager”, are absent in it. But there is a position “referent” (code 26088), which is part of group 3431 - “Administrative and managerial personnel”.

This group, in addition to various names of administrators, stewards, consists of the posts of inspector for monitoring the execution of orders, referent, referent for main activities.

Funny neighborhood, isn't it? In the same group with the referent is the inspector for monitoring the execution of instructions. Many secretaries know about this control firsthand, since they themselves carry it out.

The site http://www.etks.info/ says that administrative and managerial personnel and related professions solve administrative and coordination issues in the activities of organizations and their structural divisions, record keeping and information support.

Their responsibilities include:

conducting business correspondence, protocols and other administrative documentation;
planning and organizing meetings, meetings, business meetings and trips;
coordination of the timing of various events, monitoring their compliance;
assistance to managers and employees in resolving administrative issues;
preparation of draft contracts, agreements, negotiating, organizing the reception of visitors and employees;
performance of related responsibilities;
management of other employees.

How many responsibilities from this list are you fulfilling? What is your position called? "Secretary"? "Office Manager"? "Assistant Manager"?

If we recall that traditionally the work of the secretary is divided into documentary and non-documentary services and most of us fulfill the responsibilities of the lists for both groups considered (“Secretaries” and “Administrative and administrative personnel”), we can conclude that based on responsibilities, most of us are secretaries-referents.

What does it mean? Why is the classifier not reflecting such positions as “assistant manager” or “office manager”? Why is there a position in practice, but not in the classifier? Maybe it is outdated or the drafters did not bother to understand the situation in the modern labor market?

Of course, this classifier is somewhat conservative. But spelling dictionaries are also conservative. People speak and write differently, but there are certain rules, the norm adopted by experts, and competent people are guided by it. All instructions, classifiers and other official documents developed by specialists imply the existence of an ideal organization, where the secretary is engaged in working with documents, inspectors monitor their implementation, and visa support and work with delegations is the responsibility of the protocol service.

Do not think that this does not happen. This is how the work of many large state institutions and corporations, administrations, and factories is built. Firstly, because they have existed for more than a dozen years, and in their activities they are guided by job descriptions and regulations developed back in the USSR, when the situation “who is in the woods, who is by fire” was difficult to imagine. Secondly, this separation of duties is largely due to secrecy. For example, at factories performing military orders, secretaries of executives do not have Internet access, and they leave mobile phones in a safe at the entrance. In such a situation, it is difficult to search for information or order tickets. This is done by individual specialists with access to the Web.

In addition, it is one thing if the secretary in the company where one hundred people work is “a Swiss, and a reaper, and a dude,” and it’s quite another when several thousand work in the company. In this case, most work processes are strictly regulated and centralized. One specialist cannot answer for them; there are entire departments.

By the way

As for the presence of names that are outdated at first glance (for example, “secretary-typist”), in our country to this day there are organizations in which some documents are printed only on a typewriter (due to secrecy). In addition, the presence of the word “typist” in this definition most often indicates a large amount of work associated with the preparation of documents. In Soviet times, just the typists did this work, and in large companies with centralized paperwork this has survived to this day.
Can this job be called, say, “PC operator”? Of course, in many companies they do so. But why, if in the mass consciousness a certain list of duties has already been assigned to this concept? Language does not like any artificial innovations. When this term loses its relevance, it will disappear.

Why, in practice, there are secretaries who fulfill the duties of both referents, and document control inspectors, and even translators? Because theory is always different from practice. Companies, especially small ones, primarily seek to save money by hanging a lot of heterogeneous duties on one employee. One of my colleagues gave such a definition of the position of secretary: "a person who does what other employees do not want to do." Well, it happens. In addition, as we have already said, the difference in responsibilities is often associated with the impossibility of introducing a certain unit in the staff list, as well as the lack of understanding of employers of the gradations existing within the profession.

Compare responsibilities

Let's see what the employer means by one name or another. To do this, we turn to the sites for job search. We’ll select several announcements with the names: “secretary”, “secretary-referent”, “assistant manager”, “office manager”, we will select three for each group and compare the lists of performed duties (we will not duplicate the duties repeated in various vacancies).

Office Manager

Execution of instructions of the head.
Office life support.
Help in planning the working time of the leader.
Preparation and processing of correspondence and internal documentation.
Reception of guests and visitors of the head, organization of meetings and negotiations.
Communication with clients in the office, creating a friendly and cozy atmosphere for them. Author's note: this employer decided to save money on the customer service manager.
Receiving calls received on the advertising line, and transferring them to the desired department.
Control of order and cleanliness in the office.
Systematization and classification of documents and information, bringing them to the immediate performers. Author's note: it seems that this is office work? But no, in this vacancy it is indicated on a separate line.
Bringing information from customers to the attention of managers.
Fulfillment of instructions of office employees on the execution and transfer to them of the necessary instructions and information.
Checking the correctness of paperwork in accordance with established requirements when hiring new employees. Note: I knew that there’s no personnel officer in the company!
Performing copying and duplication of work.
Statement of powers of attorney.
Maintaining a time sheet. Author's note: There is definitely no personnel officer!
Paperwork and reporting on the expenditure of funds for household needs.

Secretary

Organization of workflow, conducting business correspondence.
Execution of orders of the head.
Preparation of necessary documentation and reporting.
Organization and coordination of meetings, negotiations, meetings.
Organization of business trips (ordering air and train tickets, transfers, hotel reservations, etc.).
Organization of the arrival of partners (hotel reservations, transfers, etc.).
Reception and distribution of incoming calls.
Office life support.
Fulfillment of management instructions (information search, reporting, communication with suppliers of raw materials, often in English).
Providing mail and courier.
Providing internal corporate workflow.
Post office.
Administrative support of the head.
Monitoring the execution of management instructions.
Work with office equipment.
Preparation of organizational and administrative documents.

Assistant Secretary

Organization of office life.
Reception and distribution of calls.
Reception of visitors.
Organization of meetings and negotiations.
Organization of business trips (ordering and booking tickets, hotels, taxis, visa support).
Business correspondence.
Sending and receiving mail, issuance of powers of attorney.
Paperwork.
Fulfillment of instructions of the management.
Work with a courier service.
Interaction with company departments.
Maintaining an orderly, friendly atmosphere in the office.
Providing administrative support for the director’s day schedule.
Monitoring the execution of orders and coordination of documentation initiated by the director.
Preparation of organizational and administrative documentation.

Assistant manager

Receive incoming / outgoing calls.
Work with mail / correspondence, business correspondence.
Information analysis, data collection, reporting.
Communication with the heads of departments.
Fulfillment of the instructions of the head in the specified time.
Monitoring the timely implementation of orders / job assignments.
Accompaniment of business trips (issuing visas, booking railway and air tickets, transfers, hotels, events, excursions).
Organization and support of the reception by the enterprise management of delegations, visitors, organization of meetings, negotiations, presentations.
Control over the expenditure of stationery, if necessary order.
Registration, storage of originals of information and organizational and administrative documents.
Office life support.
Paperwork, document management.
Registration of incoming, outgoing, internal documentation.
Assistance in planning a manager’s working day.

As you can see, the specialists working in these positions have a lot of similar responsibilities. All of them are engaged (or take part) in the life support of the office, receiving and distributing calls, organizing workflow and fulfill the instructions of the head.

Look at the duties of the secretary, assistant secretary and assistant manager. They are almost identical. Unless in one of the companies from the assistant they also expect analytical work. The position of the office manager, from which employers are awaiting the performance of the functions of inspector for personnel and work, is somewhat out of line. And, perhaps, he is the only one from whom they do not expect help from the leader (or is this simply not indicated in the announcement?). We can say with confidence that the assistant manager will have to help the manager, which does not save him from the need to "support" the office.

Before drawing conclusions, let's turn to one more parameter: what requirements do employers have for specialists in these positions (Table 2).

table 2

Requirements of the employer for the office manager, secretary, secretary-referent, assistant manager

Office Manager	Secretary	Assistant Secretary	Assistant manager
Ability to work with technology. Accuracy, attentiveness. Friendliness. Work experience of two years as a secretary / administrator / office manager. Ability to work in multitasking mode. Basic knowledge of 1C is desirable	Higher education. Knowledge of PC, office equipment, workflow rules. Diligence, punctuality, nice appearance. Work experience of two years as a secretary / office manager. Ability to work in multitasking mode	Higher education. Excellent knowledge of English. Work experience not less than a year. Confident user of PC and office equipment. Correct oral and written language. Knowledge of business etiquette. Responsibility, diligence, activity, sociability	Work experience as a personal assistant in large companies for over a year. Confident PC user, active Internet user. Stress resistance, attentiveness, literacy, flexibility in communication, diplomacy. Presentable appearance. English is basic. Higher education. Workflow knowledge. Clear and clear speech. The ability to work in a team

Well, employers randomly selected by us do not require a pleasant appearance and higher education from the office manager. In our opinion, they do not see any special differences between the secretary and the office manager. The requirements for the other three positions, as well as the duties performed, are almost identical. They only want experience from a personal assistant as a personal assistant, while not forgetting the ability to work in a team (it’s no secret that many assistants tend to break away from the team - the specificity of work requires this).

Of course, during the interview it turns out that half of the duties were simply “forgotten” to be written, and from somewhere else two dozen requirements to the candidate would appear. But in general, the trend is understandable: the employer sees the office manager as a person who will take care of the office, all employees, and even customers. But between the secretary, the assistant secretary and the assistant manager, there is not much difference.

That is, the theory and this time diverged from practice. It is clear to us that the secretary should carry out, let's say, technical functionality (work with documents, etc.), and the assistant manager or assistant should perform more complex functions (write business letters, draw up analytical reviews, etc.). I only know one company in which responsibilities are distributed in this way. But she is from the category of ideal. In practice, such a division is the exception rather than the rule.

I suspect that in most cases, employers simply want to save money by hiring a specialist who combines several functions. In addition, to introduce additional units in the staff list - that is still a hassle.

Why is the most common name for this group of administrative positions “secretary”? Firstly, because it has long been heard by everyone. Secondly, in theory, the assistant manager may refuse help to department employees, and the secretary has nowhere to go. Thirdly, not everyone knows who this mysterious "referent" is, therefore it is better not to create unnecessary difficulties with the terminology.

Obviously, the tacitly accepted division, which puts the assistant managers higher than the secretaries or secretaries-referents, is, in fact, a formality. Without a doubt, the "assistant director" sounds more solid than the "secretary of the director." This, perhaps, is the whole difference. The employer is more interested in your personal qualities and work experience than what record is in your workbook. Of course, with the confusion in the posts, we did not finish. However, for those who are worried about the fact that, for all the variety of duties, his position is called the “secretary,” we advise you to drop all the complexes and answer the question of who you work with, proudly answer: “Secretary”.

Hello!
I was promoted to assistant manager, but there is no such position in the directory.
The Qualification Directory of the positions of managers, specialists and other employees, approved by the Decree of the Ministry of Labor and Social Development of the Russian Federation of August 21, 1998 N 37 in the section "positions of employees (technical executives)" contains a description of the position "Secretary of the head".
Job responsibilities. Carries out work on the organizational and technical support of administrative and administrative activities of the head of the enterprise. It accepts correspondence received by the head for consideration, transfers it in accordance with the decision to the structural units or to specific performers for use in the work process or preparation of answers. Conducts paperwork, performs various operations using computer equipment designed to collect, process and present information in the preparation and adoption of decisions. Accepts documents and personal applications for the signature of the head of the enterprise. Prepares documents and materials necessary for the work of the head. It monitors the timely consideration and submission by the structural units and specific executors of the documents received for execution, checks the correctness of the preparation of the prepared draft documents that are transferred to the head for signature, and ensures their high-quality editing. Organizes the conduct of telephone conversations of the head, records the information received in his absence and brings to its attention its contents, transmits and receives information on the receiving and communicating devices (telefax, telex, etc.), as well as telephone messages, timely informs him information received through communication channels. On behalf of the head, draws up letters, requests, other documents, prepares answers to the authors of the letters. Performs work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants about the time and place of the meeting, the agenda, their registration), conducts and draws up the minutes of meetings and meetings. It exercises control over the execution by employees of the enterprise of issued orders and instructions, as well as compliance with the deadlines for the implementation of instructions and instructions of the head of the enterprise taken for control. Leads a control and registration card file. It provides the manager’s workplace with the necessary tools of organizational equipment, stationery, creates conditions conducive to his effective work. It prints, at the direction of the head, office materials necessary for his work or enters current information into the data bank. Organizes the reception of visitors, promotes the speed of consideration of requests and proposals of employees. Forms cases in accordance with the approved nomenclature, ensures their safety and submits to the archive in a timely manner. Copies documents on a personal photocopy machine.
The name of the position should reflect the duties of the employee.
If your employee’s responsibilities coincide with the above description, then the use of a position other than the standard job title should be considered unjustified. For example, when switching to work in another organization, such an employee will not be able to justify his experience working with specific, known to all labor duties.
This directory does not contain posts with the title Assistant Manager. The use of such abstract job titles is not provided for by the All-Russian Classifier of the Occupations of Workers, Employee Positions and Tariff Ranks (OKKDTR) (adopted by resolution of the State Standard of the Russian Federation of December 26, 1994 N 367). Although it contains "Assistant Prosecutor" or "Assistant (Advisor) to the President of the Russian Federation", as well as "assistants" for some other specific posts.
The name "assistant" indicates only the performance of some auxiliary functions that are not related, in contrast to the "deputy", with administrative and administrative powers. Typically, the word "assistant" is added with an indication of the scope of activities related to its competence. For example, "Assistant to the Head of Public Relations."
And it is absolutely unacceptable to use the word "personal" in the name of the employees' posts. Personal is a person’s personal life. “Personal” and “official” are diametrically different spheres of an official’s life. "Personal assistants" should not be members of the organization. Their place is only in the private life of a person (domestic servants, etc.).

But (squinting like a child), being a secretary is not good. Who, how and how is it right?