Responsibilities of office posts

Chapter I General Provisions

1. In order to strengthen office management, clarify the internal management responsibilities of the company, and make the housekeeping work more standardized, institutionalized and standardized, this system is formulated in combination with the actual situation.

second, this system is applicable to all members of the company and strictly abides by all regulations.

third, in line with the company's reality, we should write corresponding standardization requirements according to different system contents, and strive to make all the work in the office have rules to follow and laws to follow, so as to ensure the effective development of the company's office affairs.

4. The office staff should clarify their responsibilities, simplify the handling process, and achieve the goal of weekly planning and monthly summary.

Chapter II Scope of Responsibilities

1. Office managers are directly under the leadership of the administrative personnel supervisor, and preside over the work of the office under the leadership of the immediate supervisor.

2. Be responsible for drafting and compiling relevant office rules and regulations, sorting and compiling general documents, collecting and compiling data and information, etc.

3. Be responsible for the company's document management, book management, office supplies management, meeting management, cleaning and hygiene management, etc. to ensure the orderly development of various affairs.

fourth, coordinate the administrative relations between various departments and provide corresponding services for the work of various departments.

5. be responsible for maintaining and improving the relationship between the company and grandpa, and do a good job in the reception of visitors and various cultural publicity of the company.

VI. Collect feedback information and external information from various departments, upload and issue various instructions, make timely arrangement, and be a good leader's staff.

VII. Assist other departments and complete other tasks assigned by superiors, such as printing business cards and sending and receiving faxes.

Chapter III Work Norms

1. Office work norms include gfd norms, etiquette norms, speech norms and behavior norms, and relevant regulations shall be implemented in accordance with the detailed rules of the employee code.

second, the office managers work in strict accordance with the requirements of this system.

chapter iv office affairs management

I. document management system

documents are an important part of documents, which are issued by various departments according to their own responsibilities and have executive effect and a specific version. In this system, documents refer to the internal and external documents issued by the company; And the document refers to the internal general circulation data. Archives are formed on the basis of documents, and archives are the continuation of documents. Now the documents, documents and archives are unified into document management, and the following provisions are made for the document management system.

(I) Document management system

Article 1 Key points of management

1. In order to institutionalize, standardize and make the document management work scientific, improve the speed and quality of publishing documents, and give full play to the guiding role of documents in all work.

2. The scope of document management includes: documents issued by superiors, various company system documents, external fax documents, policy guidance documents and various contract documents.

3. The system documents shall be compiled according to the uniform format of company documents, with uniform headers and footers, indicating the full name of the company and the nature of the documents; The text part indicates the title, time, issuing department, content and other information; Standardized wording and unambiguous expression.

4. number all documents according to their attributes and categories, file them regularly according to the numbers, and make corresponding written records for reference.

Article 2 System Specification

1. The office staff shall be responsible for the drafting, sending and receiving, printing, filing, borrowing and destruction of documents.

2. The company's right to submit and issue official documents is mainly concentrated in the administrative personnel department, and all departments are not allowed to send official documents up or down by themselves.

3. The internal public documents of the company shall be drafted and reviewed by the administrative personnel department, and signed by the general manager; Documents that need to be issued downward or outward by each department shall be drafted by each department, reviewed by the administrative personnel department, printed by the administrative office after the review is correct, and then sent back to the drafting department for proofreading. Only after proofreading is correct can it be officially printed, sealed and issued by the general manager.

4. All documents and faxes sent to the company shall be signed by the office and recorded accordingly.

5. Confidential documents shall be kept by the head of the administrative personnel department, and the office staff shall classify and manage general documents, regularly sort out and make relevant statements and submit them to the department head.

6. All departments can borrow general documents due to their work needs, and the borrowing procedures should be strictly fulfilled. Documents with classified level should be approved by the administrative personnel supervisor and approved by the general manager before borrowing.

7. The office manager shall register the document borrowing situation, make a good record of borrowing and return it within a time limit.

8. Sort out according to the time, content, department, name and other contents, and collect the data such as attachments, approvals and final drafts completely and file them for the record. Half a year is a little clear, and the end of the year is a big one.

9. The destruction of documents according to the filing time and the necessity of filing shall be reported to the administrative personnel supervisor for signature and approval, and shall be handled according to the document management system.

article 3 design of document management process

1. internal document management process: drafting documents → reviewing numbers → approving and issuing → printing documents → distributing documents → archiving documents

2. external document management process: external receipt → document sorting → document archiving → repaying → document archiving → document destruction

3. lending process: filing an application. Handling formalities → approval → borrowing → repaying → document archiving → document destruction

(II) Document management system

The first management point

1. In order to ensure the smooth development, processing and management of documents, ensure the safety and integrity of the company's internal materials, promote and improve the efficiency of organizational management, and give full play to the guiding role of documents in all work.

2. The scope of document management includes: general documents (notices, announcements, proposals, meeting minutes, summary compilation), documents issued by the Administration and Personnel Department (study materials, various briefings), publicity materials, various charts that should be archived, and other important documents and materials related to the company.

3. Except for notices, general documents have no fixed format, but they must be marked with headers and footers, and the text content can be adjusted according to the specific content of the documents.

4. number documents according to their nature, file documents regularly, and keep paper documents and electronic documents updated synchronously.

article 2 system specification

1. according to the actual needs of the company and the arrangement of the superior, draft and prepare internal public documents, and post them for public learning.

2. according to the scope of document management, the document issued by the administrative personnel department shall be filled in the document issuing book as required, and all the original documents shall be classified and filed by the administrative personnel department for future reference.

3. Learning documents issued by the administrative office should be accompanied by a learning schedule; Readers should study hard and sign notes.

4. Sort and file in descending order of time and content, adhere to the combination of usual filing and year-end filing, and list the sorting list according to the number.

5. Arrange and destroy documents according to their timeliness and preservation value; It must be approved by the superior before it can be destroyed.

6. The person in charge of the office is the first responsible person. If the document is found to be lost, the office staff must find out the reason and truthfully report it to the competent department. If the reason is not found, the office will be responsible for it.

7. Those who violate the above regulations will be punished according to relevant regulations.

article 3 process design

drafting documents → filling in the dispatch book (when necessary) → posting → archiving → updating the catalogue (paper files and electronic files) → borrowing → repaying → approving → destroying

(3) file management system

article 1 management points

1. In order to maintain the authenticity and accessibility of files,

2. scope of file management: all kinds of licenses, documents, documents and other information that should be archived.

3. according to the document arrangement and document arrangement number, the corresponding data should be filed, arranged and noted, and stored in a special filing cabinet for safekeeping.

Article 2 System Specification

1. Documents and materials that should be filed shall be collected by the office staff, and the number of copies shall be complete, including attachments, approvals and final drafts.

2. After preliminary sorting, all the archived documents and materials will be sorted together according to the time sequence and labeled.

3. Adhere to the combination of usual filing and year-end filing, regular filing and irregular filing, and make a list by comparing with cataloging.

4. All departments need to borrow relevant files, which must be signed by the head of the administration and personnel department, and can only be borrowed after passing the examination. It is not allowed to copy, copy or lend them.

5. Archivists must abide by the confidentiality provisions and perform confidentiality procedures, especially the custody of major materials such as employees' personal information and company pictures, so as to ensure the safety and integrity of archives.

6. Receiving and handing over files must be recorded strictly according to the file management system.

the third process design

sorting out the files that need to be filed according to the file and document catalogue → sorting out → cataloguing → archiving → borrowing → repaying

II. Office supplies management system

The first management point

1. In order to strengthen the management of office supplies, standardize the procedures of office supplies management, save office expenses and improve utilization efficiency.

2. Office supplies management personnel are responsible for the handling and management of office supplies, with strict requirements on rights and responsibilities, and no unauthorized misappropriation.

3. The storage of office supplies shall be based on the principle of "daily settlement and monthly settlement, equal amount of incoming and outgoing, and year-end inventory statistics".

4, the procurement of office supplies, should be compared in many ways, to ensure cost-effective and quality, select the best, and reasonable expenses.

article 2 system specification

1. the administrative office is solely responsible for the procurement, storage and distribution of office supplies and the warehousing registration of office equipment.

2. The purchase of office supplies should follow the following procedures: all departments should report the required office supplies to the office before the 27th of each month, and the administrative office will make a purchase plan according to the demand plan of each department and the actual inventory and consumption of the items in the office supplies clearing list at the end of the month, which can only be purchased after being approved by the department head and signed by the finance department. The procurement of emergency supplies can be handled flexibly according to the actual situation, but it must be approved by the department head.

3. according to the category of the articles, register the office supplies in time, indicating the name, quantity, specification, unit price, time of entry and exit, etc., so as to ensure that the accounts are consistent with the articles.

4. The office supplies applied for by each department should be distributed in time, and the form filling records should be kept; Due to special circumstances, it is urgent to apply for registration without filling in the form, and it must be filled in in time afterwards.

5. No one may enter the office supplies management room without permission, and may not misappropriate office supplies without permission.

6. Office supplies management personnel are responsible for receiving and sending office supplies of incoming and outgoing employees.

7. The office establishes the general ledger of the company's fixed assets and conducts a summary survey once a year.

8. The administrator regularly checks the office supplies, verifies the inventory, and ensures the equal amount of incoming and outgoing.

article 3 design of management process

preparation of demand schedule for approval of purchase warehousing registration and issuance

preparation of demand plan, statistics of purchase situation, month-end liquidation and summary of outbound registration

iii. book management system

article 1 management points

1. In order to let everyone have a good borrowing environment, go through formalities quickly and standardize book management.

2. The librarian should arrive at the post on time in strict accordance with the regulations in the system, and the service is in place to ensure the orderly lending and returning process.

3. Number books according to their categories, and make a catalog card for employees to refer to.

article 2 system specification

1. each department may apply for book subscription according to actual work needs.

2. Purchase books according to the actual needs of various departments, and the office is responsible for purchasing books once or twice every quarter.

3. Sort all the books, label them with category labels and register them by number, indicating the date of purchase, author, publisher and other necessary items.

4. Borrow and return books according to the specified time; Those who fail to go through the renewal formalities on time after the expiration of the loan period and fail to return the book after being notified shall be punished in accordance with the regulations.

5. Borrowers shall take good care of the books, and shall not circle, draw lines or scribble in the books. If the books are seriously damaged or lost, they shall make corresponding compensation, and those who lose the books shall be fully compensated.

6. The librarian regularly counts books. If books are lost, find out the reasons, report them to the department head and follow the instructions.

article 3 management process design

1. purchase process: fill in the purchase form → approval → purchase → book warehousing registration

2. lending process: check the book catalog card → fill in the borrowing form → sign the book card → borrow the book → renew the book, and fill in the book borrowing form again

4. Conference management system

Article 1 management points <

2. according to the actual and specific situation of the company, determine the necessity of holding the meeting.

3. Be clear about the purpose of the meeting, arrange the time reasonably, be few but precise, and pay attention to the principle of high efficiency.

4. The person in charge of the meeting effectively controls the meeting and defines the boundaries of whether the meeting is held or not; Improve the ability and level of the meeting host to control the meeting process and ensure the actual effect of the meeting.

5. According to the regulations of the system, the meeting management shall be strict, and the participants shall attend the meeting on time and observe the meeting discipline.

6. The meeting organizer sized up the situation, made clear the main points of the meeting and made all preparations.

article 2 system specification

1. collect the meeting topics, collect the information needed at the meeting according to the selected topics, draw up the meeting time and place, and do a good job in meeting notification.

2. The meeting host is responsible for convening the meeting and maintaining the order at the scene, and the administrative commissioner is responsible for keeping the corresponding meeting records.

3. according to the speeches of the participants and related matters, the administrative Commissioner shall timely sort out the minutes or resolutions of the meeting, print and post them.

4. In chronological order, synchronize and file all written and electronic materials of meeting minutes.

5. The minutes of the meeting are confidential files of the company, and the keeper shall not disclose them without authorization. If you need to consult, you should strictly follow the provisions of the document management system.

article 3 management process design

before the meeting: determine the topic, prepare the materials needed at the meeting, and notify them → during the meeting: actively participate in and keep the meeting minutes → after the meeting: sort out the meeting minutes → post them → file them

V. Clean and hygienic management system

Article 1 management points

1. In order to create a good working environment, establish a company.

2. According to the regulations, the cleaning personnel complete all the specified items and reach the corresponding cleaning standards.

3. The office manager is the first responsible person, who manages all cleaning projects and carries out sanitation from time to time.