Job descriptions, in accordance with OKUD, are included in the group of documents designed to ensure organizational and regulatory regulation of the enterprise. They are an integral part of the complex of organizational and administrative documentation - a system of documents fixing issues of management, interaction, regulation of the activities of specific employees or certain categories of employees. Let us further consider the basic rules for filling out job descriptions in accordance with GOST.
The concept
Job description is a written organizational and regulatory document. It clearly regulates the issues of interaction, management, reporting, regulation and ensuring the activities of a particular employee of the organization. The job descriptions establish the procedure for applying the provisions of industry legislation and local acts.
Appointment
Developed in accordance with the rules, coordinated with each other, job descriptions allow you to achieve:
- Rational division of labor between employees.
- Uniform loading of workers.
- The optimal distribution of instructions (tasks) between employees, taking into account the level of qualification and the complexity of the work.
- Understanding by employees of responsibility for their actions.
In addition, effective and timely monitoring of the activities of employees is ensured.
The presence of job descriptions accelerates the training of employees hired and transferred to a new position.
Relationship with other documents
The job description is closely related to the employment contract, as well as acts formalizing disciplinary sanctions. An employment contract may contain certain of its provisions, and many employers believe that this document is sufficient to consolidate the powers and duties assigned to the employee. The Rules for Execution of Job Descriptions, however, indicate that if the contract indicates that the manager can entrust the employee not only with the duties included in the contract, but also with other obligations stipulated in other local acts, the presence of the job description is mandatory.
This document is of particular importance in the settlement of disputes. In such cases, when determining the degree of responsibility of the employee, it is taken into account how fully and accurately he fulfilled his duties enshrined in the job description.
Features of the compilation
There are certain rules for the preparation and execution of the job description.
Since this document belongs to the group of local acts of the enterprise, its content, structure, style of presentation should correspond to a number of specific requirements. The most important of them are persuasiveness and information capacity. Clarity of content can be achieved using extremely precise formulations of both individual sentences and the text as a whole.
Information capacity is ensured by the inclusion in the content of expressions consisting of a minimum of words, but bearing the maximum semantic load. The credibility of the text depends, first of all, on the sequence of arrangement of semantic components, the logical validity of the structure.
In the Rules for the development of job descriptions and their design, it is recommended to use the provisions of the CSDS (Qualification Directory of Employee Positions) as a basis. They can be adapted to the working conditions of any organization or its structural unit.
Rules for the design of the job description: sample
Currently, the so-called model instructions for individual posts have been developed. They are formed taking into account the specifics of the work of specific workers. However, there is a certain list of issues that should be reflected in the document.
According to the Rules for registration of the job description (according to GOST 6.30-2003), it indicates:
- The name of the employee position, its place in the structure of the organization.
- The status of the employee, the procedure for appointment and removal from the post.
- The level of qualification required to carry out the assigned work.
- Requirements for the employee (for example, the availability of special knowledge).
- Labor functions assigned to the employee.
- The type of activity (specific operations) that will be carried out by the employee.
- Occupational health and safety requirements, the implementation of which is mandatory for the employee.
- The list of powers of the employee, a brief description of them.
- The order of interaction with other employees.
- Responsibility measures provided for in respect of an employee in case of improper performance or non-fulfillment of assigned duties.
- The change procedure and the rules for the design of a new job description.
A sample document may be attached to the package of organizational and administrative acts of the enterprise.
Basic details
In pursuance of the Rules for filling out job descriptions, the following list of mandatory details of the document is fixed in GOST R 6.30-2003:
- Name of the organization. She acts as the developer of the instruction.
- Title of the document.
- Date of preparation.
- Registration number.
- Place of compilation.
- Vulture of approval.
- Heading.
- Text (content).
- Mark on the availability of applications.
- Vulture (s) of approval.
- Copy certification note.
- Indication of the artist.
- ID of the electronic instance.
According to the Rules for the design of the job description in accordance with GOST, the name is indicated in all official languages in the sample of the standard form of the enterprise relating to the jurisdiction of the Russian Federation, in which Russian is not the only official language.
Abbreviated (or full) name of the parent organization (management / authority structure), if any, should be present over the full name of the document developer. The short name of the enterprise is indicated in the instructions, if it is fixed in the constituent documentation.
The name of the unit (isolated, incl.) Is indicated if it acts as a compiler.
Title of the document
The code and class of the instruction need not be indicated in the sample. The Rules for registration of the job description only say that the name of the document must correspond to the types established in OKUD. The document is included in the class "Organizational and administrative documentation" (0200000). The instruction code is 0253051.
The name of the type of document should be indented 2-3 lines down from the last words in the props "Name of the organization." For writing, capital letters in bold are used.
Document Date
This attribute indicates the calendar number in which the instruction was approved, signed, etc. As a rule, when executing job descriptions, the date of their approval is put down. This attribute should be indented 1-2 lines down from the name of the document type.
Registration number
It is assigned, according to the procedure for registration of documentation established by the enterprise. It should be clarified that the registration code, in addition to the serial number established within the framework of the functional subgroup, may contain other digital designations. It is, in particular, about:
- the index of the case (in which it is supposed to store a control copy of the instruction) according to the nomenclature adopted at the enterprise;
- symbolic designation of the name of the type of document;
- information about the artist, etc.
The registration number is supplemented by the designation "No." and is indicated on the same line as the requisite "Date of document" after approval.
Place of document
As a rule, during the execution of the job description, in the requisite "Name of the organization", its location is also mentioned. If there is no relevant information, then the place of compilation of the document is separately indicated. For example, the name "Non-governmental educational institution Kirov Center for Creativity" implies that the organization is located in Kirov. Accordingly, it is not necessary to separately indicate the place of compilation of the instruction.
According to the Rules of registration, in the job description, the address of the compilation (publication) is given in accordance with the established system of administrative-territorial division. For legal entities, the place of registration will be the direct address of the location (at the legal address). The names of the settlements, if necessary, are supplemented by generally accepted abbreviations.
Document Approval
It is carried out by an official with the appropriate authority. As a rule, the development of job descriptions and their execution are assigned to the head of the personnel department or legal department. Approval is carried out by the head of the organization. Usually, the word “Approve” is indicated on the document (without quotation marks, in capital letters), after it - the name of the position of the authorized person, the signature and its decoding (surname, initials), as well as the date of approval. This requisite is placed at the top of the document on the right of the title page.
Text
In accordance with the Rules for registration of the job description, the content of the document is set forth in Russian and in the official languages adopted in certain regions of the country.
The presentation is carried out in the form of a coherent text containing logically and grammatically consistent information about the powers, responsibilities, relationships of the employee (or category of employees).
If tables are supposed to be included in the tex, you must:
- Indicate in columns and rows the headings expressed by nouns in the nominative case.
- Match line headings and column headings.
The key elements of the structure of the text of the instructions are sections. They should be numbered in Roman numerals and denominations. The names can be displayed in capital letters. Dots at the end of items are not affixed.
If the sections contain paragraphs and subparagraphs, they do not have names, but are indicated in Arabic numerals.
If the instruction is developed on the basis of documents of other organizations (power structures) or acts already issued (for example, a model instruction), the text should contain an indication of this.
The contents of the document begin to spell indented 1-2 lines down from the title. The text is justified.
Pages are numbered in Arabic numerals.
App Availability Indication
It is used in 2 cases.
The first case is when the job description is the main document and has an application (one or more). When mentioning it in the text, a mark on its presence is drawn up with an indent of 1-2 lines from the last words of the text. The reference may look like this: "Application: for 2 liters in 3 copies."
If the application is not mentioned in the text, the mark is drawn up as follows: "Application: schedule of inspection of the object for 2 liters in 2 copies."
If the application also has an application, the design will be as follows: "Application: a schedule for inspecting the object and the application for it, only 3 liters."
The second case is when the job description is itself an addition to another document, for example, to the order on the basis of which it is approved or enforced. In such a situation, the corresponding mark is placed at the top of the title page on the right. It should contain the word "Appendix", the sign "No." with an Arabic numeral (put with a space), indicating the serial number, the name of the type of document to which the instruction is attached, its date and registration code. You can use capital letters ("APPENDIX"), place the words in the center.
Signature
It is put by an authorized official. The composition of this attribute includes not only the employee’s own handwritten painting, but also:
- Title of the post.
- Full name. The surname and initials are indicated here.
Fretboard
This requisite is affixed if the consent of interested persons who are not the authors of the instruction is necessary. Coordination is the result of an assessment of the validity of the content of a document, its compliance with legal norms, management decisions, etc.
The requisite must contain the word “Agreed” (in capital letters without quotes), the name of the position of the employee with whom this coordination is carried out, the name of the organization on behalf of which the person acts, his signature and date. If interested parties have objections to the content of the document, the signature stamp is not signed. Sighting is carried out after the elimination of defects and ambiguities.
The requisite should be indented 1-2 lines from the requisite "Signature". In some cases, it may be issued on a separate sheet. For example, an enterprise needs to coordinate a large number of documents of the same type at one time. In such situations, the "Approval Sheet" is issued. On the draft instructions, before the requisite "Signature", the developer must make a mark "Coordination sheet is attached."
Rules for applying for job descriptions in Belarus
The general procedure for compiling a document in Russia was considered above. The current rules for executing job descriptions in the Republic of Belarus differ only slightly from the Russian standard. At the same time, unlike the Russian Federation, Belarus does not have a normative act fixing them. In this regard, each enterprise has to resolve this issue on its own. However, in this case, organizations must take into account the requirements enshrined in the Instructions for record keeping, approved. Decree of the Ministry of Justice of the Republic of Belarus in 2009. In addition, enterprises must comply with the form of the document included in the USORD (Unified system of organizational and administrative documentation).
When executing job descriptions, the following are also used:
- Unified qualification directory of posts.
- Gosstandart RB 6.38-2004.
Conclusion
The development of job descriptions can be assigned to the heads of personnel services or the heads of units. The choice depends on the complexity of the structure and size of the enterprise. As a rule, preparation of instructions is carried out with:
- Creation of a new enterprise or its division.
- The introduction of the new position. Such a situation may arise, for example, upon the entry into force of changes in the staffing table.
- Changes in the labor function assigned to the employee, or other conditions of the labor contract. For example, this may be an increase in the scope of authority in connection with the expansion of production.
At present, quite a lot of recommendations and explanations to the rules for compiling and the procedure for executing job descriptions have been published. A very detailed description, for example, can be found in the reference book of Yu. M. Mikhailov. Briefly, the technology for developing instructions can be divided into the following stages:
- Development of draft instructions in accordance with the requirements of the employer and the ATCM.
- Coordination of the preliminary version of the document with the heads of units with which the employee will interact.
- Correction and execution of the final version of the instructions.
- Approval of the document by the head of the organization, registration in the system.
- The transfer of instructions to employees with whom the employee whose position is described in the document will interact.
- Familiarization with the content of the employee starting work on this instruction.
If a document is being developed or amended for an employee who is already in the corresponding position, these actions must be coordinated with him without fail. If the employee objects, then the employer must be guided by the provisions of the Labor Code, fixing the procedure for changing the essential conditions of the contract.