Administrative assistant - typical job description duties
An administrative assistant job description varies according to the role and organization. Use this outline as a basis to create a job description that is relevant to your own situation.
Type and word-process various documents and electronic information.
Create financial and statistical tools and reports using spreadsheets.
Manage, organise, and update relevant data using database applications.
Communicate and provide information by relevant methods internally and externally to assist and enable organizational operations and effective service to connecting groups.
Analyse and interpret financial statistics and other data and produce relevant reports.
Interpret instructions and issues arising, and then implement actions according to administrative policies and procedures.
Research and investigate information to enable strategic decision-making by others.
Arrange and participate in meetings, conferences, and project team activities.
Approve decisions, requests, expenditure and recommendations on behalf of senior people in their absence, according to agreed guidelines and policies.
Adhere to stated policies and procedures relating to health and safety, and quality management.
Adhere to procedures relating to the proper use and care of equipment and materials for which the role has responsibility.Switchboard operator/receptionist - typical job description duties
Job purpose outline (example): The primary objective of the Switchboard Operator is to answer a multi-line switchboard quickly (ideally within 3 ring cycles) and direct calls to their destination without delay. Greeting customers, answering questions, announcing calls or providing directions are secondary objectives. The key to the role is in always providing the primary objective whilst delivering the secondary objectives wherever possible but always in such a way that positively affects the customer's perception or call/visit experience. Outline duties:
Answer a high volume of calls and maintain a rapid response rate according to agreed standards.
Log information on calls received, where required and maintain detailed and accurate records.
Maintain and update continuously, by local knowledge and by local means, a log of the availability of staff likely to receive inbound calls.
File data and perform other routine clerical tasks as assigned and for other departments as needed.
Order and maintain relevant office supplies for effectiveness of personal duties.
Operate a variety of standard office machines, including a personal computer and a variety of computer software, phone, fax, calculator, shredding machine and photocopy machine.
Communicate and liaise verbally and in writing between customers/suppliers/visitors/enquirers and relevant staff, and interpret and respond clearly and effectively to spoken requests over the phone or in person, and to verbal or written instructions.
Establish and maintain effective working relationships with co-workers, supervisors and the general public.
Perform reception duties in and efficient, professional and courteous manner.
Maintain regular consistent and professional attendance, punctuality, personal appearance, and adherence to relevant health & safety procedures.
Pursue personal development of skills and knowledge necessary for the effective performance of the role.
HR (human resources) head or director - typical job description duties
Plan, develop and implement strategy for HR management and development (including recruitment and selection policy/practices, discipline, grievance, counselling, pay and conditions, contracts, training and development, succession planning, morale and motivation, culture and attitudinal development, performance appraisals and quality management issues - add others if relevant)
Establish and maintain appropriate systems for measuring necessary aspects of HR development
Monitor, measure and report on HR issues, opportunities and development plans and achievements within agreed formats and timescales
Manage and develop direct reporting staff
Manage and control departmental expenditure within agreed budgets
Liaise with other functional/departmental managers so as to understand all necessary aspects and needs of HR development, and to ensure they are fully informed of HR objectives, purposes and achievements
Maintain awareness and knowledge of contemporary HR development theory and methods and provide suitable interpretation to directors, managers and staff within the organisation
Contribute to the evaluation and development of HR strategy and performance in co-operation with the executive team
Ensure activities meet with and integrate with organisational requirements for quality management, health and safety, legal stipulations, environmental policies and general duty of care.
(If formal director) Execute the responsibilities of a company director according to lawful and ethical standards, as referenced in ... (whatever director policy and standards document you might use).
Sales and marketing director - typical job description duties
The position reports to the CEO/MD/General Manager. The purpose of the role is to plan and implement sales and marketing activities in order to meet company targets for retention growth and profitability, and to contribute, as a board member, to the executive management of the company.
Plan and implement marketing strategy, including advertising and PR.
Plan and implement sales and customer retention and development.
Plan and manage sales an marketing resources according to agreed budgets.
Contribute to formulation of policy and strategy as a board member.
Recruit, manage, train and motivate direct reporting staff according to company procedures, policy and employment law.
Maintain administration and relevant reporting and planning systems.
Manage relevant reporting of management and financial information for the sales and marketing departments.
Select and manage external agencies.
Manage R&D and NPD and new business development.
Maintain and develop corporate image and reputation, and protect and develop the company's brands via suitable PR activities and intellectual property management.
Plan and manage internal communications and awareness of corporate direction, mission, aims and activities
(If formal director) Execute the responsibilities of a company director according to lawful and ethical standards, as referenced in ... (whatever director policy and standards document you might use)
Finance director (fd) or chief financial officer (cfo) - typical job description duties
This role's responsibilities and authority level depends on what your company is and requires, and, if the role covers statutory administration and reporting, elements of the the role also depend on your country's company laws (reporting, shareholders, tax, dividends, etc).
Business and financial strategy and planning, monitoring, management and reporting, including management and development of policies, systems, processes and personnel involved.
Reporting and accounting as per regulatory an legal requirements including taxation, dividends, annual report and accounts.
Management of strategy for and liaison with stock market, business press and business analysts community.
Financial staff management, motivation, training, recruitment and selection.
Contributing to strategic planning and development as a member of executive team, and probably keeping and distributing notes and records, reports to executive and management team.
Other areas of potential responsibility: company insurance, import/export administration, licencing, contracts and agreements, legal areas and activities, corporate level negotiations (eg premises, plant, trading, acquisitions and divestments, disposals), major supplier/customer/partner relationships, regulatory bodies relationships and strategies, approvals and accreditations.
Can also include IT responsibilities, especially if there is not an IT director.
Can also include environmental responsibilities, if the environmental function/manager reports to CFO.
Can also include quality assurance responsibilities, if the QA function/manager reports to CFO.
Can also include health and safety responsibilities, if the H&S function/manager reports to CFO.
Would also include 'Company Secretary' responsibilities if there is not a separate Co Sec (eg statutory company administration responsibilities depending on relevant legal requirements).
(If formal director) Execute the responsibilities of a company director according to lawful and ethical standards, as referenced in ... (whatever director policy and standards document you might use).
Chief operating officer or operations director - typical job description duties
Plan, develop and implement strategy for operational management and development so as to meet agreed organisational performance plans within agreed budgets and timescales (covering relevant areas of operation - eg manufacturing, distribution, administration, whatever falls within remit according to organisation's structure)
Establish and maintain appropriate systems for measuring necessary aspects of operational management and development
Monitor, measure and report on operational issues, opportunities and development plans and achievements within agreed formats and timescales
Manage and develop direct reporting staff
Manage and control departmental expenditure within agreed budgets
Liaise with other functional/departmental managers so as to understand all necessary aspects and needs of operational development, and to ensure they are fully informed of operational objectives, purposes and achievements
Maintain awareness and knowledge of contemporary operational development theory and methods and provide suitable interpretation to directors, managers and staff within the organisation
Contribute to the evaluation and development of operational strategy and performance in co-optation with the executive team
Ensure activities meet with and integrate with organisational requirements for quality management, health and safety, legal stipulations, environmental policies and general duty of care.
(If formal director) Execute the responsibilities of a company director according to lawful and ethical standards, as referenced in ... (whatever director policy and standards document you might use).
