Human Resources- Executive Assistant Job Description

Job Descriptions

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job descriptions

writing job descriptions and examples, job descriptions duties,
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"directors_responsibilities" directors responsibilities

Job descriptions are essential. Job descriptions are required for
recruitment so that you and the applicants can understand the role. Job
descriptions are necessary for all people in work. A job description
defines a person's role and accountability. Without a job description it
is not possible for a person to properly commit to, or be held
accountable for, a role.

As an employee you may have or be given the opportunity to take
responsibility for your job description. This is good. It allows you to
clarify expectations with your employer and your boss.

The process of writing job descriptions is actually quite easy and
straight-forward. Many people tend to start off with a list of 20-30
tasks, which is okay as a start, but this needs refining to far fewer
points, around 8-12 is the ideal.

Smaller organisations commonly require staff and managers to cover a
wider or more mixed range of responsibilities than in larger
organisations (for example, the 'office manager' role can comprise
financial, HR, stock-control, scheduling and other duties). Therefore in
smaller organisations, job descriptions might necessarily contain a
greater number of listed responsibilities, perhaps 15-16. However,
whatever the circumstances, the number of responsibilities should not
exceed this, or the job description becomes unwieldy and ineffective.

Any job description containing 20-30 tasks is actually more like a part
of an operational manual, which serves a different purpose. Job
descriptions should refer to the operational manual, or to 'agreed
procedures', rather than include the detail of the tasks in the job
description. If you include task detail in a job description you will
need to change it when the task detail changes, as it will often do.
What would you rather change, 100 job descriptions or one operational
manual?

Similarly, lengthy details of health and safety procedures should not be
included in a a job description. Instead put them into a health and
safety manual, and then simply refer to this in the job description.
Again, when your health and safety procedure changes, would you rather
change 100 job descriptions or just one health and safety manual?

A useful process for refining and writing job descriptions
responsibilities into fewer points and ('responsibilities' rather than
'individual tasks'), is to group the many individual tasks into main
responsibility areas, such as the list below (not all will be applicable
to any single role). Bold type indicates that these responsibility areas
would normally feature in most job descriptions:

Bold type indicates that these responsibility areas would normally
feature in most job descriptions:

communicating (in relation to whom, what, how - and this is applicable
to all below)

planning and organizing (of what..)

managing information or general administration support (of what..)

monitoring and reporting (of what..)

evaluating and decision-making (of what..)

financial budgeting and control (of what..)

producing things (what..)

maintaining/repairing things (what..)

quality control (for production roles normally a separate
responsibility; otherwise this is generally incorporated within other
relevant responsibilities) (of what..)

health and safety (normally the same point for all job descriptions of a
given staff grade)

using equipment and systems (what..)

creating and developing things (what..)

self-development (normally the same point for all job descriptions of a
given staff grade)

plus any responsibilities for other staff if applicable, typically:

recruiting (of direct-reporting staff)

assessing (direct-reporting staff)

training (direct-reporting staff)

managing (direct-reporting staff)

Senior roles will include more executive aspects:

developing policy

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formulation of direction and strategy    



You will find that you can cluster most of the tasks on your (initially
very long) list into a list of far fewer broad (but still specific)
responsibilities according to the above examples of typical job
description activity areas.

Obviously the level of authority affects the extent of responsibility in
the job description for determining strategy, decision-making, managing
other people, and for executive roles, deciding direction, policy, and
delivering corporate performance.

Wherever possible refer the detail of standards and process to your
'operational manual' or 'agreed procedures' or 'agreed standards' rather
than allowing the job description to become a sort of operating manual.
If your boss or employer is asking for you to detail your tasks at
length in a job description, encourage him/her/the organisation to put
this level of detail into an operational manual - it will save a lot of
time.

Writing or re-writing a job description is a good opportunity to frame
the role as you'd like it as well as reflect how it is at the moment, so
try to think outside of the normal way of thinking, and if this is
difficult seek the input of somebody who is less close to things.

 

job descriptions are important

Job descriptions improve an organisation's ability to manage people and
roles in the following ways:

clarifies employer expectations for employee

provides basis of measuring job performance

provides clear description of role for job candidates

provides a structure and discipline for company to understand and
structure all jobs and ensure necessary activities, duties and
responsibilities are covered by one job or another

provides continuity of role parameters irrespective of manager
interpretation

enables pay and grading systems to be structured fairly and logically

prevents arbitrary interpretation of role content and limit by employee
and employer and manager

essential reference tool in issues of employee/employer dispute

essential reference tool for discipline issues

provides important reference points for training and development areas

provides neutral and objective (as opposed to subjective or arbitrary)
reference points for appraisals, performance reviews and counselling

enables formulation of skill set and behaviour set requirements per role


enables organisation to structure and manage roles in a uniform way,
thus increasing efficiency and effectiveness of recruitment, training
and development, organisational structure, work flow and activities,
customer service, etc

enables factual view (as opposed to instinctual) to be taken by
employees and managers in career progression and succession planning

(The list is not exhaustive.)

Here you'll find job descriptions structure and template, and samples of
various job descriptions. Also template and sample 'person-profile',
necessary when recruiting.

Be very careful to adhere to relevant employment an discrimination law
when compiling job descriptions, job adverts and person-profiles. In the
UK this means that you must not specify a preference according to
gender, race, creed, religion, or physical ability. If you find yourself
writing a job description with a bias in any of these areas you should
ask yourself why, as none can be justified.

In the UK company directors have personal liability for the activities
of their organizations aside from their functional responsibilities, and
arguably this accountability should be included in some way in a
director's job description. Clarity is vital. People and employers need
to have a clear, mutual agreement about the expectations for the job,
and the job description is a key instrument by which this is achieved.

That said, job descriptions are not operating manuals. I repeat, keep
the descriptions of duties concise and free of detailed operating or
processing instructions. If necessary refer to these is a phrase such as
'according to company procedures', or 'according to the operating
manual/safety manual', etc. By referencing rather than including
specific operating standards or processes, the headache of updating all
the job descriptions when procedures change is avoided.

 

job description template

Job Title

Based at (Business Unit, Section - if applicable)

Position reports to (Line Manager title, location, and Functional
Manager, location if matrix management structure)

Job Purpose Summary (ideally one sentence)

Key Responsibilities and Accountabilities, (or 'Duties'. 8-15 numbered
points)

Dimensions/Territory/Scope/Scale indicators (the areas to which
responsibilities extend and the scale of responsibilities - staff,
customers, territory, products, equipment, premises, etc)

Date and other relevant internal references

For senior job descriptions it is useful to break key responsibilities
into sections covering Functional, Managerial, and Organisational areas.

The most difficult part is the Key Responsibilities and Accountabilities
section. Large organisations have generic versions for the most common
organisational roles - so don't re-invent the wheel if something
suitable already exists. If you have to create a job description from
scratch, use this method to produce the 8-15 responsibilities:

Note down in a completely random fashion all of the aspects of the job.

Think about: processes, planning, executing, monitoring, reporting,
communicating, managing
people/resources/activities/money/information/inputs/outputs/communicati
ons/time.

Next combine and develop the random collection of ideas into a set of
key responsibilities. (A junior position will not need more than 8. A
senior one might need 15.)

Rank them roughly in order of importance.

Have someone who knows or has done the job well check your list and
amend as appropriate.

Double check that everything on the list is genuinely important and
achievable.

Do not put targets into a job description. Targets are a moving output
over which you need flexible control.

Do not put 'must achieve sales target' into a job description. This is a
pure output and does not describe the job. The job description must
describe the activities required to ensure that target will be met.

Do not have as one of the key responsibilities 'And anything else that
the manager wants'. It's not fair, and no-one is ever committed to or
accountable for such a thing.

Job description example 1:

Job Description - SNP Co Ltd

Title: Sales and Marketing Executive

Reports to: Sales and Marketing Director, Newtown.

Based at: Sparkly New Products Co Ltd, Technology House, Newtown.

Job purpose:

To plan and carry out direct marketing and sales activities, so as to
maintain and develop sales of SNP's ABC machinery range to UK major
accounts and specifiers, in accordance with agreed business plans.

Key responsibilities and accountabilities:

Maintain and develop a computerised customer and prospect database.

Plan and carry out direct marketing activities (principally direct mail)
to agreed budgets, sales volumes, values, product mix and timescales.

Develop ideas and create offers for direct mail and marketing to major
accounts by main market sector and SNP's ABC products.

Respond to and follow up sales enquiries by post, telephone, and
personal visits.

Maintain and develop existing and new customers through planned
individual account support, and liaison with internal order-processing
staff.

Monitor and report on activities and provide relevant management
information.

Carry out market research, competitor and customer surveys.

Maintain and report on equipment and software suitability for direct
marketing and sales reporting purposes.

Liaise and attend meetings with other company functions necessary to
perform duties and aid business and organisational development.

Manage the external marketing agency activities of telemarketing and
research.

Attend training and to develop relevant knowledge and skills.

Scale and territory indicators:

Core product range of four ABC machines price range Ј50 to Ј250.
Target sectors: All major multiple-site organisations having more than
1,000 staff. Prospect database c.10,000 head offices of large
organisations. Customer base of c.150 large organisations. Typical
account value Ј20-50k pa. Total personal revenue accountability
potentially Ј4.5m. Territory: UK.

(date and reference)

More job description typical responsibilities are listed at the foot of
this page.

If you are recruiting to fill a role it is important to formulate a
person-profile to help with job advert wording; psychometric profiling;
shortlisting; interviewing points to assess; and final selection.

person-profile template:

Personality

Personal Situation

Specific Job Skills

Computer Skills

Literacy and Numeracy

Commercial Skills

Management Ability

An example is shown here for the role above:

sample person-profile

Person profile - Sales and Marketing Executive

Personality: Self-driven, results-oriented with a positive outlook, and
a clear focus on high quality and business profit. A natural forward
planner who critically assesses own performance. Mature, credible, and
comfortable in dealing with senior big company executives. Reliable,
tolerant, and determined. Empathic communicator, able to see things from
the other person's point of view. Well presented and businesslike.
Sufficiently mobile and flexible to travel up to a few days a month
within the UK. Keen for new experience, responsibility and
accountability. Able to get on with others and be a team-player.

Personal Situation: Must be mature and domestically secure. Able to
spend one or two nights away per month without upsetting domestic
situation. Able to commute reliably to office base. Able to work
extended hours on occasions when required. May be striving financially
but not desperate or in serious debt. Must have clean or near clean
driving licence.

Specific Job Skills: Able to communicate and motivate via written media.
Understands the principles of marketing and advertising
cost-effectiveness, including market sector targeting, product offer
development, features-benefits-solutions selling, cost per response,
cost per conversion, etc. Appreciates need for consistency within
company's branding and marketing mix, especially PR and the Internet.
Experience of managing marketing agency activities useful.

Computer skills: Must be adept in use of MS Office 2000 or later,
particularly Excel and Word, and ideally Access or similar database to
basic level, Internet and email.

Literacy and Numeracy: Able to understand profit and loss calculations
and basic business finance, eg., gross margin percentages and
calculations, depreciation, capital and revenue expenditure, cash-flow,
overheads, etc. Must be a very competent writer of business letters,
quotations and proposals.

Business and Selling Skills: Must be an excellent face-to-face and
telephone communicator. Able to demonstrate success and experience
managing major accounts customers and large contracts or even a
business, particularly achieving genuine sales development. Ideal
background would be in business support services; experience of washroom
and contract cleaning industries would be particularly helpful.
Experience of tenders would also be useful.

Management Ability: Though internal staff management is not initially
part of the job, responsibility and opportunity could grow with the
development of the business, for example the prospect of recruiting and
managing support telesales staff. Some people-management skills,
experience and natural ability will be useful.

 

tips on creating, introducing and agreeing job descriptions

There are several ways to approach the need for new or updated job
descriptions within an organization or department, and these methods can
achieve some other useful benefits too. The workshop method is
particularly effective and time-saving.

Workshop (see the sections on HYPERLINK
"http://www.businessballs.com/workshops.htm" workshops an HYPERLINK
"http://www.businessballs.com/brainstorming.htm" brainstorming ) -
people brainstorm and draft job descriptions in pairs or threes - ideas
are shared, best formats agreed and senior management is able to
participate, guide and approve. This process for creating or revising
job descriptions is also very good for creating a sense of ownership of
responsibilities and accountabilities, and for clarifying mutual
understanding and expectations.

Cascade a basic empty template down through staff, asking for each staff
member to draft what they believe is there own JD, and for each person
to provisionally agree/modify JD with their line boss. These drafts then
come back up to centre for review, adjustment and re-issue. Also
promotes useful discussion and clarification of expectations between
staff members and their line-managers.

Draft provisional generic formats at centre - then cascade through staff
via line managers for comment/agreement, between staff members and line
managers.

General points on creating or updating job descriptions:

Where you have a number of similar job functions, try to limit the main
job description types to as few as possible. Reflect job differences in
levels of authority, seniority and scale etc, in the parameters section
of the main job description.

Encourage line managers to hold their own workshop meetings to arrive at
shared best ideas and consensus.

Your trade association(s) might be able to assist with some generic job
description samples. It's also worth asking large partners/customer
organisations if they can show you their equivalent job descriptions,
where they have similar jobs.

Your local business advice centre ('Business Link' in the UK) may be
able to provide some free guidance or even some sample job descriptions.


 

directors responsibilities, corporate responsibility and job
descriptions

Arguably there are some special aspects of a company director's role
which should be reflected in job descriptions aside from normal
functional duties or job tasks. This is not least because board
directors are personally liable for corporate activities, and so issues
of ethics, morality, legality, safety, duty of care, etc., are the
responsibility of all directors, in addition to their normal functional
responsibilities.

How you incorporate these aspects into directors' job descriptions (and
logically into directors' appraisals too) is a matter of interpretation
and policy. A catch-all phrase is an option, for example: '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).

And/or with growing significance, for example: 'Uphold, safeguard and
promote the organisation's values and philosophy relating particularly
to ethics, integrity, corporate (social) responsibility, 'Fair Trade',
etc., as referenced in ... (whatever organisational values and
philosophy standards document you might use).

However, in this modern age there is an increasing need for
organisations to be more specific about what all this means for
directors.

Most if not all of the great corporate scandals of recent times can be
attributed one way or another to directors neglecting or being unaware
of their responsibilities for some of less obvious but crucial areas of
ethics, integrity, morality and organisational responsibility. When such
responsibilities are spelled out clearly, and the assessment of
directors' performance against them made properly transparent, then
organisations are far less open to risks of corporate scandal, fraud,
and other disasters.

In addition, employees and customers are growing increasingly aware and
demanding of corporations' performance in these non-financial 'humanity
and planet' areas, and the increasing visibility of corporate culture
and behaviour, through the development of modern communications and
phenomena such as blogging, grows each year.

There are few corporate secrets any longer - nearly everyone has access
to nearly everything. Soon there'll be no corporate secrets at all. It
makes sense therefore for all organisations to assess and improve their
own standing in relation to corporate responsibility, before the world
at large does it for them.

Directors' responsibilities, their relative importance and how they are
shaped, in the 'non-functional' areas (ethics, environment, people,
planet, community, etc) naturally reflect the corporate philosophy of
the organisation concerned, and this is the mechanism by which change
and improvement can be made. In other words, the organisation needs to
have a clearly stated position (from which stems the culture and
'spirit' - the philosophy - of the corporation) that clearly explains
the relative priority within organisational aims of responsibility to
staff, customers, shareholders, community, environment, etc., and also
the significance of morality and ethics within the organisational ethos.
These critical non-functional 'humanity and planet' responsibilities
stem from the philosophy at the top of the organisation, not the PR
department.

Corporate Responsibility (or whatever description you care to use) is a
challenging and fluid subject, surrounded by much debate, characterised
by various converging perspectives, notably, the 'Triple Bottom Line'
(Profit People Planet), ethics and integrity, CSR (Corporate Social
Responsibility - increasingly shortened simply to Corporate
Responsibility), sustainability, Fair Trade, etc.

Interpreting all this and creating a workable platform for it all within
an organisation is the responsibility of the CEO (or equivalent). In an
institutional not-for-profit organisation the trustees or governors
would ultimately carry the can for any serious failures. In a club it
would be the committee members. The buck always stops somewhere, and if
it's with you then check that your responsibilities and remit adequately
reflect your accountability.

In conventional profit driven corporations the accountability rests with
the directors, which is why directors' job descriptions need to spell
out these responsibilities - to whatever extent the organisation (the
CEO typically) deems appropriate.

Middle managers trying to make sense of of it all and wondering how to
apply it to their strategic planning and decision-making will find it
tricky to fill a vacuum in this area one exists, which is often the
case.

The default 'corporate philosophy' is usually profit alone, with no
genuine reference to humanitarian and planetary issues, which is
ultimately a recipe for disaster. The bigger the corporation and its
potential liabilities, then the greater the disaster when and if it
occurs. Chemicals, healthcare, transport, automotive, pharmaceuticals,
financial services, food and drink, consumer technology, and tobacco
products are obvious examples of high-liability industries, each of
which has produced at a number of massive corporate debacles in recent
years, and these won't be the last.

Directors, (and thereby managers and all other staff) need a wider and
more subtle frame of reference than profit alone, to enable and
encourage them to plan, direct, manage and act in a more inclusive and
philosophically acceptable way than simply being focused on profit or
costs.

Shareholder return (or financial performance) is vital of course, but it
must never be the sole aim.

As regards the more straightforward issues (safety, legal etc), in the
UK various bodies can help in determining the traditional director's
responsibilities. The Institute of Directors produce specific guidelines
on responsibilities of directors (www.iod.com). Other possible sources
of input from different perspectives: ACAS - Advisory, Conciliation and
Arbitration Service (www.acas.co.uk), Business Links and the Department
of Trade and Industry (www.dti.gov.uk). I mention these because they
provide a certain level of advice free. If you are new to the HR or
personnel role, check whether your organisation (or for example your
parent company) has corporate membership to IOD, CIPD, Business Link
etc., or retains the services of a specialist employment advisory
consultancy. You'll need help in interpreting a suitable response to
these new challenges, both in persuading senior people that these are
significant issues, not just a PR thing or passing trend, and also in
formulating a practicable and relevant approach to it all.

As regards corporate responsibility in a truer wider sense (people,
planet, ethics, etc), standards and terms of reference are still fluid -
it's difficult to measure the benefit of these things, therefore they
are taking a long time being accepted and adopted (like the abolition of
slavery, votes for women, etc). But that doesn't mean you cannot take
the lead and formulate your own standards. Organisations which seek to
pioneer ethical and humanitarian standards and practices will
increasingly be the suppliers and employers of choice for all
right-minded people.

Organisations which fail to address these vital questions of ethics,
humanity, social and environmental responsibility, etc., and which fail
to reflect these accountabilities within director's (and thereby all
other employees') responsibilities, are taking some big risks, whereas
the organisations which embrace and adopt these 'higher-order' values
will almost inevitably create for themselves a more sustainable future.

 

job description samples

Here are some typical job description responsibilities for other roles.
Please note that these lists of responsibilities do not constitute full
job descriptions, you need to add/refine responsibilities to reflect
your own organisation's situation, and then add the other job
description elements detailed above, ie., the 'reports to', 'based at',
'job purpose' and scale indicators.

I always recommend strongly to build your own job descriptions due to
the need to have something that properly fits your own requirements. Job
titles are terribly vague - especially roles relating to customer
service, and any role with interfaces across the organisation and/or
externally - the functions and descriptions mean different things to
different companies, and it's so easy to make wrong assumptions using
somebody else's standards. Start by thinking about what you actually
want the role to do for your organisation, not what the role might do
for other companies.

 

typical job description duties examples

imports and exports administrator/manager - typical job description
duties

The import/export manager or administrator job is potentially a vast one
covering a wide range of responsibilities. Also, import/export
manager/administrator job descriptions vary considerably according to
country, local import/export laws and procedures, and the role required
within the organization, in which the role can have emphasis on any or
all of the following aspects: sales, purchasing and buying, finance,
legal, administration. There are far too many duties here for a single
job description; pick the duties from the examples below to create a job
description that suits your own situation.

Manage the movement of products/equipment/materials in and/or out of the
country in accordance with organizational policy and procedure, and to
comply with relevant local, country and international law and process.

Manage the necessary documentation and online forms for the efficient,
cost-effective and lawful execution of all import/export activities.

Maintain and share with colleagues as appropriate, personal knowledge of
all relevant import/export law and procedures; tariffs and duties;
licences and restrictions.

Manage financial and currency processes and transactions in accordance
with policy and law, and to optimise cost-effectiveness of activities.

Communicate with export and import and related authorities, and
customers and suppliers, in all relevant territories and countries, as
necessary to ensure efficient, positive and lawful relations, support
and activities.

Anticipate, research and report on future changes in import/export laws
and in relevant local territory practices, and ensure such knowledge is
factored into the planning of the department's own strategy, resources
and procedures.

Plan and implement import/export strategy and activities consistent with
overall aims and requirements of the organization.

Manage all staff reporting to the position so as to effectively recruit,
train, evaluate, motivate, delegate and monitor their activities.

Liaise with other departments in order to establish and maintain
effective and relevant export/import activities and support in relation
to the organization's sales, purchasing, materials management,
production and overall operating functions.

Adhere to local and externally relevant health and safety laws and
policies.

Use personal judgement and initiative to develop effective and
constructive solutions to challenges and obstacles in import/export
activity and procedures.

Monitor, record, analyse and report on activities, trends, results and
recommendations relating to import/export activities.

Manage/liaise with stock control, warehousing and distribution
activities influenced by or reliant upon import/export activities.

Manage and maintain effective and lawful insurance provisions relating
to import/export activities.

Maintain personal ability in, and appropriate use of, all relevant ICT
(Information & Communications Technology) and other systems within the
import/export function.

Prepare and submit relevant administration in a timely and accurate
manner, for example: shipping schedules; letters of credit; ECGD
documents; credit control mechanisms; licences; declarations; packing,
routing, transport and safety documentation.

Investigate, plan and implement strategically effective and relevant
transport methods, which meet optimally the needs of the organization
and its suppliers and customers.

Plan and manage overseas sales through distributors and other relevant
sales outlets.

Plan and manage the effective and necessary conversion of weights,
sizes, values, and quality standards interpretations between importing
and exporting systems and territories.

Manage language and communications translation issues and activities as
necessary to enable effective relations, distribution and integration of
imported/exported material, product, equipment within the supply chain
of importer and exporter, (for example handling instructions, operating
manuals, product training, etc).

Negotiate contracts for sales/purchases and manage renew, review
contracts as required to enable effective trading, operations and
customer/supplier relations.

 

business development manager/executive/director - typical job
description duties

The 'business development' job title can mean various things. Some
organizations refer to sales and account management jobs as 'business
development', in which case refer to the account manager job description
below. The business development job description - and especially the
extent of strategic and authority responsibility - depends on whom the
role reports to, and the scale of and complexity of the 'business'
(markets, products/services, territory, etc) to be developed. This is an
example of typical responsibilities of a senior business development
role, or business development director:

Market and technology research

Formulation of strategy

Distribution channel analysis and development

New product development planning and management

Technology transfer, licensing, partnerships assessment and development

Marketing and advertising and promotion planning

Sales organisation planning and development

Import/export development

Business planning

Launch and implementation

If the business development job has direct-reporting staff then the
above would tend to be managed via others, and the role would include
people-management, recruitment, motivation, training and development
staffing responsibilities

Appropriate Administration, budgeting, monitoring, reporting,
communication and liaison.

Health and safety adherence

Self-development and continuing personal development

(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).

 

account manager/sales person- typical job description duties

The account manager or sales-person job has many variations. These are
the typical responsibilities of a modern office-based or field-based
salesperson. This list is probably too long for a normal job description
- it includes similar variations of individual responsibilities which
you can select as appropriate.

Plan and prioritise personal sales activities and customer/prospect
contact towards achieving agreed business aims, including costs and
sales - especially managing personal time and productivity.

Plan and manage personal business portfolio/territory/business according
to an agreed market development strategy.

Manage product/service mix, pricing and margins according to agreed
aims.

Maintain and develop existing and new customers through appropriate
propositions and ethical sales methods, and relevant internal liaison,
to optimise quality of service, business growth, and customer and
satisfaction.

Use customer and prospect contact activities tools and systems, and
update relevant information held in these systems.

Plan/carry out/support local marketing activities to agreed budgets and
timescales, and integrate personal sales efforts with other organized
marketing activities, eg., product launches, promotions, advertising,
exhibitions and telemarketing.

Respond to and follow up sales enquiries using appropriate methods.

Monitor and report on market and competitor activities and provide
relevant reports and information.

Record, analyse, report and administer according to systems and
requirements.

Communicate, liaise, and negotiate internally and externally using
appropriate methods to facilitate the development of profitable business
and sustainable relationships.

Attend and present at external customer meetings and internal meetings
with other company functions necessary to perform duties and aid
business development.

Attend training and to develop relevant knowledge, techniques and
skills.

Adhere to health and safety policy, and other requirements relating to
care of equipment.

 

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.

(Ack T Booth)

 

health and safety manager/director - typical job description duties

Adjust and refine these core reponsibilities for the health and safety
function to fit your organization context and the authority of the role.
These responsibilities typically reflect a director's responsibilities
and so need developing into more specific duties to form a relevant
health and safety manager's job description relevant to your own
situation.

Establish, manage and monitor standards, processes, communications,
training and systems to ensure:

Existence and awareness of a suitable and relevant health and safety
policy.

A safe workplace without risk to health.

Safe plant and machinery, and safe movement, storage and use of articles
and substances.

Adequate provision of first-aid and welfare facilities and support.

Provision of suitable and current information and supervision concerning
health and safety policies and practices.

Proper and timely assessment of risks to health and safety, and
implementation of measures and arrangements identified as necessary from
the assessments.

Provision of emergency procedures, first-aid facilities, safety signs,
relevant protective clothing and equipment, and incident reporting to
the relevant authorities.

Liaison as necessary with other organizations and relevant authorities,
and assistance and cooperation concerning audits and remedial actions.

The workplace satisfies health, safety and welfare requirements for
ventilation, temperature, lighting, sanitary, washing and rest
facilities.

Prevention and precautions against, or adequate control of, exposure to
hazardous substances, and danger from flamable, explosive, electrical,
noise, radiation and manual handling risks.

Surveillance and reporting on health and safety practices and systems.

Recruitment, selection, management and development of health and safety
direct-reporting staff.

(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).

 

shop or retail/wholesale store manager - typical job description duties

Depends on the level of commercial and managerial authority and
responsibility, but could include potentially these points:

Manage and motivate staff, recruit staff, train and develop staff,
according to company policies and employment laws, and ensure relevant
HR procedures are followed (appraisals, discipline, grievance, etc).

Plan, forecast, report on sales, costs and business performance,
according to company requirements.

Plan and implement advertising and promotional strategy and activities.

Manage cash and payment systems in accordance with company procedures
and policies, at all times with staff and customer safety as the
uppermost priority.

Plan and implement shop merchandising, layout and customer traffic flow
so as to maximise sales, customer satisfaction, appearance, image and
ergonomics for customers.

Manage selling and customer service activities and staff competence in
these areas, so as to optimise and sustain sales performance,
profitability and customer satisfaction.

Manage costs and overheads, and all factors affecting the profitable
performance of the shop.

Liaise with external agencies and authorities as necessary (advertising,
PR, recruitment, training, fire services, police, local council, health
and safety inspectors, etc).

Liaise with and utilise support from suppliers, merchandisers and other
partners as required.

Manage, maintain and report as necessary all merchandise and
non-merchandise stock.

Manage upkeep and condition of all equipment, fixtures and fabric of
shop premises.

Manage health and safety, security, and emergency systems, capabilities
and staff and customer awareness, according to company policy and
relevant law.

Seek and continuously develop knowledge and information about competitor
activity, pricing and tactics, and communicate this to relevant
departments in the Company.

Manage and maintain effectiveness of IT and other essential in-store
systems.

Attend meetings and contribute to company strategy and policy-making as
required.

Develop personal skills and capability through on-going training, as
provided by the company or elsewhere subject to Company approval.

 

organisational development manager - typical job description duties

Plan, develop and implement strategy for organisational development
(covering particular areas relevant to the organisation's structure,
market etc)

Establish and maintain appropriate systems for measuring necessary
aspects of organisational performance

Monitor, measure and report on organisational 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 of organisational development, and to ensure they
are fully informed of organisational development objectives, purposes
and achievements

Maintain awareness and knowledge of contemporary organisational
development theory and methods and provide suitable interpretation to
directors, managers and staff within the organisation

Ensure activities meet with and integrate with organisational
requirements for quality management, health and safety, legal
stipulations, environmental policies and general duty of care

 

trainer/training manager - typical job description responsibilities

Plan departmental/funcional training budgets, forecast costs and
delegate numbers as required by organisational planning and budgeting
systems.

Assess relevant training needs for staff individuals and organisation,
in consultation with departmental heads, including assessment methods
and measurement systems entailed.

Stay informed as to relevant skill and qualifications levels required by
staff for effective performance, and circulate requirements and relevant
information to the organisation as appropriate.

Produce organisational strategy and plans to meet training and
development needs, and manage training delivery, measurement and
follow-up as necessary.

Design training courses and programmes necessary to meet training needs,
or manage this activity via external provider(s).

Identify, select and manage external training and accreditation bodies,
agencies and providers necessary to deliver required training to
apprpriate standards.

Organise training venues, logistics, transport, accommodation as
required to achieve efficient training attandance and delivery.

Plan and deliver training courses personaally where necessary to augment
that provided externally or internally by others.

Arrange for the maintenance of all necessary equipment and materials
relating to the effective delivery and measurement of training.

Recruit, manage and develop direct-reporting staff (if applicable).

Ensure all training activities and materials meet with relevant
organisational and statutory policies, including health and safety,
employment and equality laws.

Monitor and report on activities, costs, performance, etc, as required.

Develop self, and maintain knowledge in relevant field at all times.

 

training and development manager- typical job description duties

Plan, develop and implement strategy for staff training and
development, establish and maintain appropriate systems for measuring
necessary aspects of staff training and development

Monitor, measure and report on staff training 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 staff training and development, and
to ensure they are fully informed of staff training and development
objectives, purposes and achievements

Maintain awareness and knowledge of contemporary staff training and
development theory and methods and provide suitable interpretation to
directors, managers and staff within the organisation

Ensure activities meet with and integrate with organisational
requirements for quality management, health and safety, legal
stipulations, environmental policies and general duty of care

 

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).

 

quality manager/director - typical job description duties

Develop and implement quality management strategy and plans, including
resource, systems, timescales, financials, to support, contribute to,
and integrate within, the organisation's annual business plan and long
term strategy.

Develop and maintain systems to establish standards relating to
activities and products.

Develop and maintain systems to measure performance against established
standards.

Monitor performance (in relevant areas) according to agreed standards
and take necessary action to communicate/advise/assist according to
performance levels.

Monitor and inform/communicate/apply standards created/maintained by
external bodies, and integrate within internal quality management
systems.

Establish and implement necessary communication strategy for the
improvement and awareness of quality issues across all departments.

Plan and manage departmental activities in accordance with agreed
budgets and timescales.

Report as necessary on changes in standards (internally and externally
initiated) and on performance against standards.

Liaise and co-operate with quality management and standards bodies (eg
BSI, Government Departments, HSE, etc) Manage staff according to company
standards (appraisals, discipline, training, development, etc).

Manage departmental performance against agreed targets and budgets, and
within policies and standards.

Liaise with customers and suppliers where necessary (where
impacting/affected by quality issues)

Contribute to executive policy and strategy.

(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).

 

purchasing/buying manager/executive - typical job description duties

The following areas of responsibility are potentially included in
purchasing/buying function. How you form these into purchasing and
buying job descriptions depends on the scope of your purchasing
department's responsibility; your purchasing department's interface with
other departments; how your purchasing roles are to operate, and the
job(s) autonomy, authority and reporting levels:

Purchasing policy and planning

Departmental staff recruitment, development, training and management

Purchasing project prioritisation and management

Managing purchasing information and systems, and purchasing services IT

Managing purchasing staff managing suppliers, relationships, SLA's
(service level agreements)

Setting (if no QA function), monitoring and managing quality and QA
systems

Effective proactive liaison with other departments as necessary to
forecast, plan to meet, and to supply demand to relevant quality

Effective proactive liaison with other departments re operating,
resourcing, services as necessary, eg IT

Negotiating and administration of purchasing contracts

Make or buy policy analysis and decisions

Rent or buy policy evaluation and decision/recommendation

Cost saving budgeting and targeting

Setting and planning how to achieve supplier accreditation and service
level management

Administration and reporting as necessary

Accounting evaluation and financial justification inc capital v revenue

Outsourcing strategy/development/management

Payment terms negotiation, optimisation and management

Stock and materials management

Warehousing, distribution, shipping management (if applicable, or
effective liaison with these functions/departments)

Packaging and transport regulatory awareness, compliance and information
communication

Health and safety compliance

International trading issues/imports/legal, awareness and management

(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 executive officer (ceo) or managing director - typical job
description duties 

Identify, develop and direct the implementation of business strategy
(depending on the situation some criteria may already exist or be
established by the organisation's chairman, owner(s)/shareholders)

Plan and direct the organisation's activities to achieve stated/agreed
targets and standards for financial and trading performance,
quality, culture and legislative adherence

Recruit, select and develop executive team members

Direct functions and performance via the executive team

Maintain and develop organisational culture, values and reputation in
its markets and with all staff, customers, suppliers, partners and
regulatory/official bodies

Report to shareholders/parent board on organisational plans and
performance

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).

 

chairman/chairperson - typical job description duties

(The chairman is appointed by and reports to the board of directors.)

Preside over board or executive committee

Supply vision and imagination at the highest level (normally working
closely with the MD or CEO)

Take chair at general meetings, within which: to ensure orderly conduct;
fair and appropriate opportunity for all to contribute; suitable time
allocation per item; determining order of agenda; directing discussion
towards consensus; clarifying and summing up actions and policies

Act as the organisation's representative in its dealings with the
outside world

Play a leading part in determining composition of board and
sub-committees, so as to achieve harmony and effectiveness

Take decisions as delegated by the board and where required chair board
meetings.

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).

 



 

writing job descriptions - summary guidelines

A good job description must be a brief concise document - not lots of
detail of how each individual task is done, which should be in an
operational manual, which can of course then be referenced by very many
different job descriptions, saving lots of time, especially when
operational details change, as they inevitably do.

A job description is in essence a list of 8-15 short sentences or points
which cover the main responsibilities of the role, not the detailed
processes.

Follow the job description structure and guidelines on this webpage -
don't get side-tracked or persuaded into writing an operational manual.
Detailed tasks belong in an operational manual, not a job description.
If your boss or organisation thinks your job description should contain
the detail of how you do your job, then encourage him/her/your
organisation to produce an operational manual instead, and explain the
logic and time-saving benefits that are shown on this page.

Use the job description structure on this webpage as a template into
which you should put your main 8-15 responsibilities.

If you need to re-write job descriptions (or your own job description)
then structure it in terms of main responsibilities - not the detail. If
you wish, or if helpful to arrive at your main responsibilities, you can
list the detail of your job tasks elsewhere, as this effectively
represents a section in an operations manual - which shows the detail of
how the job is done. You can use use the detail to indicate (to
yourself) the main responsibilities, but for the job description you
must summarise the detail into broad descriptions, for example:

All the detail concerned with, for instance 'invoicing', could be
covered by: 'manage and report on all invoicing activities using agreed
systems and processes (as defined in the operational manual).'

All the detailed process concerned with, say 'cash management', could be
included in 'manage movement, security and accounting of cash in
accordance with agreed processes and standards (as defined in the
operating manual).'

See what I mean? Try to identify the main activities by type, not the
detail.

Where appropriate refer to where the detail is held (for example the
operational manual, safety manual, or say 'agreed procedures/standards')
- do not attempt to include the detail in the job description.

It might help to see things in terms of the main types of activities
(rather than your specific task detail), as listed at the top of the
webpage and listed here again:

Bold type indicates that these responsibility areas would normally
feature in most job descriptions:

communicating (in relation to whom, what, how - and this is applicable
to all below)

planning and organizing (of what..)

managing information or general administration support (of what..)

monitoring and reporting (of what..)

evaluating and decision-making (of what..)

financial budgeting and control (of what..)

producing things (what..)

maintaining/repairing things (what..)

quality control (for production roles normally a separate
responsibility; otherwise this is generally incorporated within other
relevant responsibilities) (of what..)

health and safety (normally the same point for all job descriptions of a
given staff grade)

using equipment and systems (what..)

creating and developing things (what..)

self-development (normally the same point for all job descriptions of a
given staff grade)

plus any responsibilities for other staff if applicable, typically:

recruiting (of direct-reporting staff)

assessing (direct-reporting staff)

training (direct-reporting staff)

managing (direct-reporting staff)

Senior roles will include more executive aspects:

developing policy

duty of care and corporate responsibility

formulation of direction and strategy

You will find that you can cluster most of the tasks on your (initially
very long) list into a list of far fewer broad (but still specific)
responsibilities according to the above examples of typical job
description activity areas.

The tendency when having to create or re-write job descriptions is to
under-estimate the strategic nature of the role and responsibilities,
and to be too detailed.

If writing your own job description, especially if you perform a wide
range of responsibilities in a small company, then try to be bold in the
way you describe what you do - use the sort of terminology that is found
in senior-level job descriptions - it is likely that you could have a
similar type of strategic responsibility without realising it or being
recognised for it.

Doing this will help you and others to recognise, formalise and
acknowledge the importance of what you do, and therefore your value to
the organisation. It will also suggest several ways in which you could
grow and to develop (into) the functions involved, and also indicate
ways that the responsibilities activities can be developed, whether you
do them or not, although you may be surprised at the high level of your
own influence to drive and decide these decisions. Empowerment is often
what you make it.

 

See also:

HYPERLINK "http://www.businessballs.com/interviews.htm" interviews
tips, questions and answers - for interviewers and interviewees

HYPERLINK "http://www.businessballs.com/performanceappraisals.htm"
appraisals and 360 degree feedback

HYPERLINK "http://www.businessballs.com/payrise.htm" asking for a pay
rise/raise, salary increase - letters samples, templates, examples,
tips, techniques and advice

HYPERLINK
"http://www.businessballs.com/freematerialsinword/free_cv_sample_templat
e.doc" \t "_blank" free CV template in MSWord