Job description magazine sample. Job description magazine sample

Whether the job description is issued to the employee

The job description (hereinafter - DI) is one of the local acts of the employer, developed in relation to a separate position and approved by the head of the organization. The presence of MDI in an organization is a right and not an obligation of the employer. At the same time, it allows you to effectively distribute the powers of employees, determine the boundaries of their responsibility and establish the competence of an employee at the stage of hiring.

For more information on whether MDIs should be issued at enterprises, see the article Do job descriptions in organizations be mandatory?

The current legislation does not regulate the procedure for issuing and issuing MDIs. When preparing it, the employer can be guided by the provisions of GOST R 6.30-2003 “Unified documentation systems ...”, but ultimately independently determines the form and content of the instruction, depending on the specifics of the organization’s activities, as well as the functions of the employee.

CI can be approved as an annex to the employment contract, or as a separate document. Usually it is issued in 2 copies. After signing by the employee, one copy is handed over to him, and the other is stored in the personnel department (see the letter of Rostrud dated October 31, 2007 No. 4412-6).

The MDI, approved as an independent document, may not be handed over to the employee. However, upon his written application, the employer is obliged to give him a certified copy of the instruction within 3 business days (Article 62 of the Labor Code of the Russian Federation).

IMPORTANT! DI, drawn up as an appendix to the employment contract, must be transferred to the employee in accordance with Part 1 of Art. 67 of the Labor Code of the Russian Federation.

  Job description magazine: download sample

In order to avoid possible disputes between the employee and the employer, the fact of the transfer of MDI is recommended to be recorded. You can do this in one of the following ways:

• make an entry in the journal of issuing MDIs (especially relevant for organizations with a large number of employees);
• mark the receipt of instructions on the copy of the employer (with the signature and decryption of the employee).

The following information may be indicated in the columns of the journal for issuing CI:

• serial numbers and dates of approval of instructions;
• information on the date of hiring an employee and the details of the order on its execution;
• F. I. O. employee and the position held by him;
• date the employee received the MDI;
• signature of the employee, indicating familiarization and receipt of a copy of MD;
• information about the employee responsible for maintaining the journal of issuing the MDI.

A sample of the MDI issuance log can be downloaded here: Magazine issuing job descriptions - sample download.

Thus, as a general rule 1, a copy of the signed job description is handed over to the employee. The magazine issuing job descriptions allows you to record the time of transfer of the document, as evidenced by the personal signature of the employee in the corresponding column of the journal.

Job description journal and its sample

The job description magazine (hereinafter - DI) is drawn up in the form of a laced and numbered book. On the title page the name is indicated: “Journal of job descriptions” or “Registration book ...”, start and end dates, position and full name of the person responsible for maintaining.

The structure of the journal may include the following columns:

1. Number in order.
2. Date of receipt of the document.
3. The name and details of the document indicating the name of the position to which it relates (CI, change CI).
4. Place of storage: structural unit, in which the staff structure includes staff units by position.
5. Received: signature of an official obliged to conduct the familiarization procedure with the MD, issue a copy of it to the employee and determine a copy of the organization for storage.
6. Issued: signature of the personnel department officer responsible for maintaining the journal, which transferred the MD to the unit.

  Logging Order and Purpose

The movement of the MDI, partially reflected in the journal, may look as follows:

• approval of MDI;
• transfer of MDI to the personnel department;
• transfer to the unit;
• familiarization and extradition to the employee.

It is advisable to publish a brief guide to keeping a journal, which may be included in the MD of the specialist responsible for its maintenance.

Orders are not recorded in the journal and are not transferred to the units to approve or amend the MDI, unless they are contained in the text of the order. Familiarization with the employee MD can be recorded in a separate journal. The DI accounting journal is not intended for this, its purpose is different:

• streamlining of workflow - the ability to quickly determine the location of the MDI, the editorial office of MDI, valid on a certain date
• certification of the fact of publication of DI or introduction of amendments to it (in this capacity, it can be used as evidence in court, see the resolution of the 1st AAS dated March 11, 2012 No. 01AP-7202/11);
• facilitation of the work on the collection of MDI and compilation of an inventory, for example, for deposit into the archive during the liquidation of the organization.

So, it is advisable to keep the MDI accounting journal in order to optimize the personnel workflow and record the fact of publication and the MDI storage location for the period of their use in the work. The journal includes columns taking into account the adopted document management system in the organization.

Job descriptions magazine is often considered an optional document that does not require special attention. The development and accounting of job descriptions are issues that are given too little importance, despite the fact that job descriptions are part of the local regulatory framework of the enterprise.

From this article you will learn:

• how is development andrecord of job descriptions;
• how to arrangejob descriptor review journal;
• what is it needed forjob descriptions accounting journal.

Development and accounting of job descriptions at the enterprise

Job description refers to the documents of the regulatory framework of any organization. Although the law does not oblige the employer to issue job descriptions, this document is equally important for both the employer and the employee. The job description defines the tasks, qualification requirements, functions, rights, obligations, responsibility of the employee. This is a document intended to regulate labor relations in a company.

As a rule, the legal or personnel service is responsible for the development of job descriptions. Nevertheless, it is more efficient to entrust this to the head of the unit, who is familiar with the specifics of the work and organizational subtleties of the structural unit. The draft instruction is coordinated with legal experts, personnel specialists, and the representative body of the company’s employees, after which it is endorsed by all interested employees and the head. Then the job description remains to be approved, put into effect and familiarized with the employee.

Optimally, when all job descriptions are prepared in duplicate. The first is handed over to the employee on receipt. To fix this fact, an organization should have a journal for familiarizing with job descriptions. A variant is possible when a mark is put on the familiarization sheet, which is filed with the instructions or in the general journal of familiarization with local acts.

It would seem that this is where the process of working with the document ends. The registration of job descriptions, their accounting and storage for some reason is relegated to the background. Nevertheless, according to the Order of the Ministry of Culture of Russia dated 08.25.2010, the "administrative and operational-technical documentation", which includes the job description, must be stored "at the place of development and / or approval" for 75 years. Even if a new one is replaced, the previous job description must be kept in the organization for three years.

Thus, this part of working with regulatory documents should not be neglected. If the organization has regulated labor relations using such a convenient tool as job descriptions, then the storage of these documents should be organized at the appropriate level.

Job description logbook

Current legislation does not imply mandatory registration of job descriptions. Despite this, if the organization has an established workflow, then the release of new regulations should be registered somewhere. For these purposes, the employer has the right to develop a Job Description Register. If in the future it becomes necessary to find a particular document, the presence of such a magazine will greatly simplify the task. In addition, this journal will help in resolving individual or collective labor disputes in the event of a conflict between the employer and the employee.

The job log is developed by the employer in any form. There is no unified form of this journal; the company is entitled to develop and approve the journal’s details on its own.

Job description sample log

Registration refers to the recording of data on a document in the established form. According to GOST R51141-98, it must record the fact of its creation, departure or receipt. Similar recommendations are contained in. A record of the registration of an internal document is made on the day it is signed or approved.

The sample registration of job descriptions is a record containing all the necessary details, in full describing the fact of publication of a new job description. As a rule, a record containing the following details is considered to be a correct record reflecting the fact that a new job description was released at the enterprise.

1. Number and date of job description (CI)

The registration number of the instruction consists of a serial number within the scope of the registered document array or index and the year of issue of the instruction. For example: No. 18-DI / 2014

2. The name of the position (category) in the job description

3. The structural unit in which the job description will be applied

4. Date of approval of the MDI

5. Date of familiarization with the MDI

6. Name of employee

7. Location of copies of the document

8. Notes

This column may include the necessary information not related to the previous paragraphs. For example: the date of job reduction in the organization and the transfer of job description to the archive; mark on the number of copies issued to the employee on the basis of Art.

Sample Job Log

This sample job log is not a unified form of registration of regulatory documents. The employer develops the journal form independently, based on the specifics of the organization.

Job Overview Journal

In accordance with applicable law, the employer is obliged to familiarize the employee with local regulations related to the employee’s labor activity, before signing the labor contract ()

The procedure for familiarizing the employee with the job description “by signature” is carried out using the “Visa of familiarization”. This requisite consists of the name of the post, the personal signature of the employee, the decryption of the signature and the date. If the fact of familiarization is recorded directly in the job description, then the employee’s visa is put on the last sheet of the document, after all others. If several employees occupy the same position, then the document may have more than one visa.

Familiarization with the job description may, in addition, be noted in the familiarization sheet with local acts or directly on a copy of the employment contract. To systematize the workflow, the employer can use the job review magazine, which contains all the necessary details.

The personnel officer must give the employee a certified copy of the job description after the familiarization procedure. This will protect against unreasonable requirements in the event of a conflict, both the employee himself and his employer. The fact of transferring the copy can be entered in a separate column in the job description journal or you can simply supplement the employee’s familiarization visa on the employer's copy with a note on receipt of a certified copy.

Job Description Sample Log

Job Log

In some cases, to record the workflow processes in the organization, an additional logbook for issuing job descriptions is additionally created. As noted above, any new job description is published in multiple copies. One certified copy is issued to the employee against receipt. Accounting for job descriptions requires a note on familiarizing the employee with the instruction. In addition, you can record the issuance of a certified copy to the employee. For this, in some companies there is a corresponding magazine.

In order to avoid misunderstandings and disagreements between the employer and the employee, a note on receipt of instructions is put in the job descriptions log. It is important for the employee to have a copy of the instructions in case the employer claims to fulfill his duties. For the employer, the ability to regulate labor relations based on regulatory documents is important.

According to the law, job descriptions are normative documents of a long duration. Their storage takes place centrally in the personnel service. Despite all the obvious advantages of such storage, some companies keep the original job descriptions in the structural units or in the office.

According to the recommendations set out in the job descriptions should be formed in a separate case with a fixed shelf life. This case can be archived after replacing existing job descriptions with new ones.

Journal of the issuance of job descriptions. Sample

Job description is not a mandatory regulatory document, but it is extremely important, as it helps in the regulation of the work process. Storage and accounting of job descriptions is an extremely important element of the company's workflow.

Detailed information on how to correctly fill out the job description registry, what is taken as a job registration template, how to keep a job introduction familiarization journal, you can in the legal documentation and journal articles:

12 personnel documents to help you pass any test

The accounting book is used if the employer issues its internal local regulations directly to employees or to the head of a unit. As an approximate form, you can use the sample from the Methodological Recommendations approved by the Ministry of Labor on May 13, 2004, as well as the Methodological Recommendations on the development of state regulatory requirements for labor protection, approved by the Ministry of Labor of Russia dated December 17, 2002 No. 80.

Both of these normative acts emphasize that the proposed form of the registry is approximate, therefore it is not necessary to use these forms in this form, you can make them more convenient, at your discretion. They may look different, the main thing is that they should be in principle, and with its help it would be possible to keep track of issued rules and regulations.

How to fill

Employers determine the order of keeping the journal on their own. In this case, the main requirement is to issue documents for signature. This was stated, including in the Letter of the Ministry of Labor of September 15, 2016 No. 15-2 / OOG-3318.

The fact of issuing prescriptive documents is recorded by the person responsible for filling out the book. He needs to indicate:

date of filling;

Name and position, to whom instructions are given or with whom the briefing was given;

name of issued documents or briefing;

number of copies issued;

signature of the person who received the documents or instructed.

Instructions Instructions Briefing Journal

It should be noted that the authorized bodies in industry orders and orders approved their forms of registration books for various types of briefing. And although in general they are very similar to the federal ones, some differences still exist. Therefore, it is worthwhile to familiarize yourself with special regulatory acts so that regulatory authorities do not punish for the incorrect conduct of mandatory nomenclature.