Administrative Director: Job Responsibilities, Functions, and Requirements

What is the job description for? This important document limits the employee’s functional duties, secures his official authority, establishes mandatory requirements for the applicant for a vacant place, introduces the citizen to his inalienable (at the workplace) rights, full responsibility for actions / inaction, decisions. Today we will introduce you to the job description of the administrative director. Namely, with the main provisions of this document, its standard structure and content. We begin our story with a general acquaintance with the post.

About position

Administrative Director is a full-time unit most characteristic of large corporations with an extensive management system. What does a specialist do? Most often, this is the deputy director for administrative work. However, the following are often within its purview:

• office;
• IT department;
• secretariat;
• archives and so on.

The scope of the official

The administrative directorate primarily deals with organizational issues. In some cases, the scope of his authority and duties includes the following:

• Safety in the organization.
• Corporate ethics.
• Questions of labor discipline in a company or enterprise.

Administrative Director - a sufficiently high level manager. The official duties of this employee mean that he is authorized to engage in the general management of the work of his subordinate units. And this means that their employees are directly subordinate to this official. It directly follows from this that quite strict qualification requirements are imposed on administrative directors.

Legislative regulation

As a rule, when drafting job descriptions, specialists of the organization’s personnel service are guided by the CEN (the Unified Qualification Reference Guide for Manager, Specialists, and Other Employees). The act was approved by order of the Ministry of Labor No. 37 in 1998.

But there is no administrative director (employee job description) in the TSA. It follows from this that when preparing a document for this employee, the HR specialist can rely on acts for similar posts:

• Head of the business unit;
• the head of the office;
• chief (senior) administrator;
• Head of the archival department and so on.

Job Description Plan

There is no strictly defined pattern here. However, the job description of the Deputy Director for Administrative Work must necessarily contain the following sections:

• General Provisions
• The main objectives of the activity.
• Functional responsibilities of a specialist.
• The rights of an official.
• Responsibility of the employee.

Based on this document, we invite the reader to familiarize himself with the aspects of the activities of the head of administrative work.

General provisions of the job description

We begin to analyze the structure of this section of the document:

1. Full name of the position. In our case, everything is simple: "administrative director."
2. Description of position, requirements for subordination. In our case, the specialist is subordinate to the CEO. He, in turn, may, in turn, have smaller units and their leaders.
3. The conditions for admission of the applicant to a vacant place, as well as the conditions for his dismissal, not contradicting the current Russian labor legislation. In our case, the reception and dismissal occur on the orders of the general director of the organization.
4. An indication of the employee who will temporarily act as director of the administrative part in the absence of the latter at the workplace.

Qualification requirements for the applicant for the position

Since the work of the administrative director is not directly indicated in the TSA, it is quite difficult to single out the qualification requirements on their own for the personnel officer. Most often they indicate that an employee with a higher education is required (in a specialization related to the activities of the employing company in the field of personnel management), as well as experience in managerial positions.

Necessary knowledge and guidance

This section of the job description indicates the following:

1. The list of knowledge that an official should possess. This is the Russian Labor Code, the reporting procedure (including personnel records), etc.
2. The list of normative acts by which the administrative director should be guided in his official activities. These are Russian legislation, local acts and orders of the employing organization, internal labor regulations, etc.

The main functions of the official

In this section, for the director of the administrative department, it is important to indicate the main tasks of the specialist in the workplace. The default is the following:

1. Control over the activities of structural subdivisions of the organization.
2. Work with a variety of economic and administrative documentation.
3. Search for office and production facilities for the company.
4. Providing employees of the corporation with the necessary stationery, office equipment, furniture, etc.
5. Personnel selection for vacancies in subordinate structural units.
6. Making responsible decisions to encourage distinguished subordinate employees, penalizing those who violate labor discipline.

Functional duties of an official: version No. 1

When compiling instructions for the administrative director (deputy head), the personnel officer should in this section concisely, but in detail and clearly describe the duties of a specialist. Since there are no specific recommendations in the CEN, we offer you several versions of the content of this section.

The first will look like this:

1. Keeping vacation schedule.
2. Time records.
3. Control of work discipline in the company.
4. Direct communication to the ordinary employees of the instructions of the company management.
5. Monitoring the timely execution by the departmental workers of the orders of the head.
6. Establishing contacts with partners, contractors, government agencies. Requesting documentation from them, participating in discussions, resolving issues that do not require the mandatory presence of senior corporate executives.
7. Organization of mass corporate events for workers in the company.
8. Control over ensuring the safety of the property of the employing organization.
9. The implementation of measures that contribute to the prevention and elimination of official conflicts within the company.
10. Organization of cleaning of office, industrial premises, adjacent territory.
11. Providing employees of the company with necessary office, production accessories, machinery, equipment, etc.
12. Conducting an initial briefing with newly hired employees - on safety measures, fire safety regulations, labor protection.
13. Assessing the contribution of workers to the development of the corporation, making responsible decisions on the promotion of employees.
14. Participation in the resolution of issues of violation of labor discipline, submission to the higher management of proposals for disciplinary action.

Functional duties of an official: version No. 2

Now imagine another version of the job description. Namely - the section representing the duties of the administrative director of the company:

1. General management of the administrative activities of the organization.
2. Organization and implementation of documentation for the employer company. In other words, staging workflow.
3. Preparation of the administrative budget. Monitoring waste, optimizing costs.
4. Administration of the administrative staff - the office, the secretariat, the AHO (administrative office).
5. Participation in the selection of personnel directly for administrative units.
6. Monitoring compliance with labor protection regulations, fire regulations, safety precautions.
7. Organization of the activity of internal communication structures - the rules for the interaction of departments, information systems, employees and structural units.
8. Setting up business processes and their subsequent improvement.
9. Methodological support of the company: the development of service standards, regulations, as well as monitoring their implementation.
10. Procurement management (equipment, supplies, stationery, office furniture, etc.).
11. Interaction with organizations, partners supporting the activities of the employing company, tendering.

Functional duties of an official: version No. 3

And the latest version of the duties of the administrative director:

1. Monitoring the full and timely execution by the management company, the lessor of the office premises (if relevant) of the provisions of agreements concluded with them. In particular, to ensure the life of the company.
2. Planning, guidance and monitoring of the activities of workers in the AHO, as well as contracting firms working for the benefit of the employing company (water, food, cleaning, etc.).
3. Ensuring the smooth functioning of the organization.
4. Organization of repair, restoration, restructuring of office, industrial premises (including with the involvement of contractors). Coordination of these actions with the landlord, management company, etc.
5. Organization of jobs for new workers.
6. Providing the company with new furniture, appliances, equipment, supplies.
7. Search and organization of tenders.
8. Maintenance of contracts with contractors, suppliers of necessary services.
9. Payment of bills, financing of administrative projects.
10. Workflow with contractors, partners, landlord.
11. Organization of transportation of employees, delivery of documentation.
12. Organization of jobs.

Specialist Rights

Job description is required to guarantee the specialist the performance of his official duties. The standard rights of an administrative director are as follows:

• The ability to take the necessary actions to eliminate conflict situations.
• Issue (within the limits of official competence) orders binding upon subordinate employees.
• Submit proposals to the higher management for the imposition of disciplinary sanction, the hiring of new employees, the release of workers from work duties.
• Conclude agreements with partners and contractors for the purchase of necessary equipment and materials. Conducting relevant banking operations.
• Conduct negotiations within the framework of their authority on behalf of the entire employer company.

At the request of the employer, the above list of rights of an official may be expanded.

Responsibility of an official

This section of the job description provides information on the disciplinary, criminal, administrative responsibility of the director of the AXO. The following is standard here:

• Disciplinary responsibility for violation of internal labor regulations, failure to comply with orders of a higher management, as well as duties stipulated by the job description.
• For the commission of actions (inaction), responsibility for which occurs under the Code of Administrative Offenses, Criminal Code of the Russian Federation.
• For causing material damage to both the employing company and its employees. Responsibility comes under the Civil Code of the Russian Federation.

The administrative director, like any other employee, must strictly follow the requirements of his job description. Before the beginning of the performance of work duties, the employee must familiarize himself with the contents of this document, assure him with his signature. The job description presented above reflects in general terms all aspects of the activities of the deputy director for ACh in a large company, in an enterprise.