In any company, job descriptions must be compiled containing information about what job responsibilities are assigned to certain employees of the enterprise. This document consists of several sections, and is also intended for a specific position in the company. Company executives must understand how to properly execute the job description, as it is represented by a significant document for the organization.
Document concept
For effective, efficient and well-coordinated work of any enterprise, it is necessary that each employee of the company is well versed in the characteristics of his position and his duties. To do this, the company is certainly developing a special organizational document called job description. The features of this document include:
- a separate instruction is drawn up for each position in the company;
- the document lists all the powers vested in the relevant employees of the company;
- the duties and responsibilities of specialists are given;
- indicates what skills and abilities citizens must possess in order to work in a particular position;
- Each person hired on the basis of an employment contract must first familiarize themselves with the instructions created specifically for their position;
- when evaluating applicants for a specific vacant place, they study the possibilities and skills of citizens when taking into account information from the instructions;
- The documentation is made in triplicate, as one is transferred to the personnel service, the other is stored with the head of the company, and the third is transferred to the direct employee.
The job description of a production room cleaner will be significantly different from a document drawn up for a deputy director, manager or locksmith. Therefore, for each such document its unique parameters are applied.
What nuances are taken into account?
Before you properly execute the job description, some features of the company’s work are certainly taken into account. These include:
- the field of activity in which the company operates;
- organizational structure features;
- number of positions in the company;
- the qualifications that employees must have so that they can cope with their duties without difficulty.
In this case, it is advisable to use special directories or other official documents. In this case, all requirements for the design of the job description in accordance with GOST are taken into account, but in addition, the specifics of the work of a particular enterprise should be taken into account.
Who makes up?
Typically, in a company, by order of management, a specific specialist is assigned to prepare the job description of a locksmith, plumber, cleaner, marketer, and any other specialist. When choosing a responsible person, the nuances are taken into account:
- the number of employees working in the company;
- number of posts available;
- the complexity of the processes carried out in the company.
Most often, the procedure is carried out by a certain employee of the personnel service of the enterprise. For this, an appropriate order is issued by the head.
Some companies have this responsibility for the heads of different departments. This is due to the fact that each leader understands the features of the work of his subordinates, but does not know what the nuances of the work of other departments are. A correctly drawn up document is approved by the head of the company. An example of the job description of an accountant-cashier can be studied below.
Features of the compilation
When forming this document, it is recommended to use special model provisions. Additionally, samples of additions to the job description are applied, which makes it possible to obtain truly competent documentation.
Practically in any instruction there are identical sections, but their content is significantly different, since it takes into account what powers and responsibilities a particular specialist in a company is vested with. Therefore, the job description of an industrial premises cleaner will have completely different information compared to a document drawn up for a plumber.
Document structure
The content of the job description may be different, but the structure is almost always the same. Often, a company does have a special provision on the basis of which this documentation is generated. All documents in the company are interrelated, since the duties of sales managers depend on the content of the job description of the head of the sales department.
The following sections are included in the document:
- general provisions;
- job responsibilities;
- the rights;
- responsibility;
- relationship with other employees in the company.
Each section has its own nuances, so when filling out a document, the features of each specialist's work in the company are taken into account.
General Provisions
This section is the very first. It includes the following information:
- name of the company for which the documentation is being developed;
- the name of the specific position, for which the information available in the staffing of the company is taken into account;
- categories of workers, as they can be represented by managers, specialists or performers;
- employee subordination is prescribed;
- lists the rules for appointing a person to a post;
- reasons are given for termination of employment;
- the conditions for filling a specialist in positions are indicated if he is temporarily absent from work for various reasons;
- lists the requirements for professional training of a specialist, therefore, existing education, work experience, experience and qualifications are taken into account.
Often, the first section lists the documents that a specialist should focus on during the work process, and they can be represented by various legislative acts, decrees, rules, orders or regulations. An example of the job description of a furniture collector can be studied below.
Job responsibilities
This section is considered important, since it includes the tasks and functions of a particular employee of the company. Usually it is the most voluminous of all sections of the document. How to draw up job descriptions correctly? To do this, in the section intended for official duties, numerous data are entered. These include:
- formulates tasks that must be solved by the employee in the process of conducting labor activity;
- it is indicated where exactly the citizen works;
- lists all the work that is included in the duties of a specialist;
- when introducing duties, you need to pay a lot of attention to the features of the company, since in the future it will be simply impossible to require an employee to solve tasks that are not included in the job description;
- indicates the frequency with which the functions of the employee are performed, for example, if the job description of a locksmith is drawn up, it is indicated that the repair is performed as necessary, and not constantly.
To fill out this particular section, you must approach the responsible designated person.
Workers rights
This section lists the many rights that are granted to company employees. They are necessary for specialists to be able to carry out assigned tasks within the framework of their position without various difficulties and problems.
Most often, the following information is included in the rights section:
- the employee is given the opportunity to make various decisions related to his duties, qualifications and skills;
- he can receive information about the nuances of his work;
- the employee has the right to exercise control over different areas of work or the actions of other company employees;
- All documents drawn up can be agreed upon and endorsed.
Typically, in each company, all employees have the opportunity to make different proposals for the work of the company, the main purpose of which is to improve performance.
Employee responsibility
This section contains information about what actions the employee is responsible for. It provides what results must be achieved on the basis of existing rights and obligations.
For example, it may be indicated that a plan should be executed for a limited period of time. Dates are given during which reports are prepared or documentation is transferred to company management. It indicates what actions are taken if there are complaints from clients or complaints from the director.
Responsibility occurs if the employee does not cope with his duties or performs work with numerous violations of the law. He will have to answer with his salary if he caused material damage to the company or committed an offense.
Often, a standard form does not contain all the necessary information. In this case, an addition to the job description is compiled. A sample of the main document can be studied below.
Who is involved in the approval?
Job descriptions are formed only after the person in charge of the relevant order from the head. To do this, an order is issued on the development of job descriptions. The following information is entered into this document:
- name of company;
- name of the document submitted by order;
- the reason for issuing the order, which consists in the need to develop a job description;
- a person responsible for this process is appointed;
- dates are given during which the document should be prepared;
- the date of issuing the order and the seal of the company are set.
Who approves the job description? As soon as this document is prepared, it is studied by the head of the company. If necessary, certain changes are introduced, after which the director of the company approves the official document.
A sample order can be studied below.
How to make changes to the job description?
Often, after applying for the work of various specialists for a specific position, it becomes necessary to make various adjustments to the instructions. The legislation does not have exact requirements for this process, so each company independently chooses the best method. But this takes into account the following nuances:
- how is the instruction issued;
- what changes are made, since if they affect the main points of the employment contract, then this agreement will have to be changed.
Often job descriptions are an annex to an employment contract, and therefore are an integral part of it. In this case, any adjustments are accompanied by amendments to the employment contract.
If the job description is a separate document, then the changes do not affect the employment contract. But at the same time, it is not allowed that the basic labor functions of an employee of the company change.
Adjustment process
If the job description is a separate document, then adjustments can be made to it without difficulties. For this, it is not even necessary to obtain consent in advance from employees if the amendments do not lead to a change in the basic labor duties of specialists.
The procedure for making changes is divided into stages:
- a new edition of the job description is being prepared;
- This document is approved by order of the head of the company;
- a new instruction is transmitted to the employee for review.
If, according to this document, an employee has responsibilities that must be performed by other employees with a certain qualification and experience, then a citizen can complain to the labor inspectorate or prosecutor's office. Based on this statement, a company check is carried out. If it really turns out that with such changes it is required to amend the employment contract, then the company is held liable, and such job description is not allowed to be used.
Common mistakes
The obligation to draw up the instructions should be with the employee of the company, who is well versed in how to properly execute the job description. In this case, you can avoid the presence of numerous and significant errors in this documentation. The most common errors include:
- The job description of the head of the sales department or another employee is part of the employment contract, so if you need to make even minor adjustments to it, you must obtain the permission of the employee, as well as change the direct labor agreement.
- The person who is appointed responsible does not understand the features of the company, therefore, information that is not relevant to their work is entered into the rights and obligations of different employees.
- Changes to the document are made without publication by the head of the relevant order, and the immediate employee is not notified of such amendments.
Often such errors lead to the fact that the hired specialist decides to use the help of state bodies. Therefore, he makes complaints to the labor inspectorate or prosecutor's office. This leads to an unscheduled inspection. If different violations are detected, the company pays significant fines, which can be completely replaced by suspension of work.
What are the rules?
Each specialist involved in the development of this documentation should know how to properly execute the job description. For this, recommendations are taken into account:
- each company independently decides how documentation is drawn up and filled out, which is usually indicated in internal regulations;
- the document must be numbered and stitched;
- pass-through numbering is used;
- all applications are necessarily numbered;
- A4 sheets are used to create the document.
If you correctly approach the creation of this instruction, you will receive a document that has legal force, and also employees will not have additional questions or problems.
Conclusion
Job descriptions are considered significant documents in any company. They are compiled for each position in the organization. In the process of generating this document, numerous requirements and rules are taken into account. If you need to amend the instructions, it is important to make sure that the basic rights and obligations of the employee are not changed .
This document can be filled out by a separate person in charge of the company or it is allowed to delegate the appropriate authority to all department heads.