Deputy Head of Department: functions and responsibilities, qualifications, personal qualities

In this article we want to introduce one of the leading positions that is present in almost every large organization. This is the deputy head of the department. Consider the job description, duties of a specialist. And also analyze the position from the perspective of the applicant - the necessary personal and professional qualities, an approximate resume, education, work experience.

General Provisions

And we will start with the job description of the deputy head of the department. The document contains a number of fundamental general provisions. Let's analyze them:

1. Deputy Head of Department - managerial position. Specialist in the "top manager" category.
2. Citizens with higher professional education are accepted for the position (in the direction related to the activities of the employer company). Work experience specifically in the specialty - at least 3 years.
3. Both the appointment and dismissal of a deputy head of a department are the prerogative of the director of the organization or enterprise. Acceptance and dismissal is carried out according to the order signed by this official, upon the provision of the head of this department.
4. The deputy head of the department reports to the head of the department.
5. During the absence of this official at the workplace (vacation, sick leave, maternity leave, etc.), his duties shall be transferred to the employee appointed by the management in the prescribed manner. This employee temporarily assumes the duties of deputy head of department (director). He also bears full responsibility for their (duties) incomplete, improper performance or for ignoring thereof.

Basic requirements for a specialist

The deputy head of the department (department head) should know the following:

• Orders, orders, other guidelines and normative official directions with regard to their field of activity.
• Fundamentals of labor protection, economics, organization of work, personnel management.
• Labor legislation of the Russian Federation.
• The rules of the internal working schedule of the employing organization.
• Rules and norms of safety measures, fire protection, industrial sanitation.

Specialist Requirements

The job description of the deputy head of the department is not a universal document. Further requirements for the qualification of a specialist vary depending on which department or organization he works in. For example, consider the department of material and technical support.

The specific requirements for the "deputy" are as follows:

• Know the basics of organizing technical and material support, loading and unloading.
• Know the rules and procedures for receiving and sending goods, ordering suitable vehicles and containers.
• To be able to correctly draw up official documentation for the receipt and dispatch of goods, as well as their complaint in case of non-compliance with the delivery conditions, technical requirements of the employing company.
• Know current regulations, rules on the nomenclature of product supplies, standards for fuel or raw materials, inventory, appliances, materials, etc.
• Be aware of the conditions of transportation and storage of products of your company or partners.

Job description

This section of the job description of the deputy head of the department will also not be universal. Its content is unique for each of the areas of activity of companies and their divisions. We suggest that you familiarize yourself with the approximate content of the section for the same example (deputy. Department of technical and material support of the organization):

• Management of the work of the subordinate department in the calculation of the needs of the company or enterprise in raw materials (in the case of the production area).
• Providing the head of his department for approval of planning documents, projects, if necessary, the company in any materials, raw materials, products in a specific period of time (for example, for the next calendar year).
• Analysis of the movement of products, materials in the warehouses of the company.
• Correction and control of the needs of production departments of the company in material resources (including when changing the range of products).
• Drawing up an executive balance on materials for the production of the main category of goods, establishing deviations in the presence / absence of necessary materials.
• Preparation of proposals to the head of his department (technical and material support) about materials that are in warehouses without movement - if possible, their successful use, implementation.
• Direct participation in the commission for the inventory of raw materials in the company's warehouses.
• Preparation of statistical reporting on the movement and use of material resources according to already approved ways and forms.
• Taking part in the implementation of measures of economical use of raw materials, equipment, by reducing the cost of the purchase, delivery and storage thereof.
• Monitoring the activities of the enterprise’s workshops (if any) on the use, storage and accounting of material assets there.

Feedback

Another category of duties of the head of department. In our example, units of material and technical support. The duties of the head of the personnel department here, of course, will be different.

Feedback implies getting "deputy" from other structural units of the company or organization of the following:

• Production departments of the enterprise. Production plans, both for the current and for the next period of activity for calculating the need for certain material resources.
• Warehouses of the technical / material supply department. Information on the remains of material assets, their movement in the warehouse.
• Heads of technical departments of the company. The norms of consumption of materials, raw materials for the production of a specific type of manufactured products. As well as changes in the designs, production, structure, composition of goods, which require a recalculation of the need for raw materials or other material.

Specialist Rights

The rights of the deputy personnel departments, material support, cooperation, payments and transfers will be the same - regardless of the specialization of the official.

This section includes the following - rights to:

• Acquaintance with the projects of the director of the enterprise or organization that directly or indirectly relate to the work of the department.
• Submission for consideration of the management of the enterprise, company, company of a number of proposals for improving their own activities, provided for by the job description of the deputy.
• Within the limits of their competence to notify the head of their own department about the identified shortcomings, shortcomings in the work of this structural unit. And also make suggestions on their eradication, avoidance and so on.
• To carry out the necessary interaction with the leaders and their deputies of other structural units of the organization.
• Visa, sign official documentation within its competence.
• Make suggestions to encourage distinguished employees of their own unit. As well as penalties (according to the Russian Labor Code) in respect of violating labor and / or production discipline.
• Demand from the head of his structural unit, the director of the entire organization, assistance in the realization of his labor rights and the performance of official duties.

Responsibility of an official

The deputy head, department head will be responsible for decisions made, signed documents and contracts, improperly performed work or inaction.

Labor law implies the following responsibilities for this officer:

• For improper performance or non-performance of their labor duties, which are provided for by the job description of the deputy. To the extent that implies the labor legislation of the Russian Federation.
• For offenses during the implementation of his labor activity. The limits of liability are limited by the administrative, criminal and civil legislation of the Russian Federation.
• For causing material damage to the employer company. The limits of liability are regulated by the labor and civil legislation of Russia.

Deputy Summary

There are a lot of resumes from applicants for the position of deputy head of department at labor exchanges and in responses to proposals from organizations. Actually, today you do not need certain skills in compiling such documents: you can find a lot of templates, samples, examples where you can enter information about yourself, education, and career quite competently, informatively, and concisely. Many labor exchanges even offer to fill out standard resume forms.

But when looking for work as the deputy head of the department, it is important not to forget to indicate the following personal information about yourself:

• Type of employment for which you are ready: full / part-time, readiness for business trips, shift work.
• Place of residence, the possibility of moving.
• Age, marital status.
• Information about education: full name of the university or secondary vocational educational institution, faculty and specialty in which the training was carried out. Bachelor, master or specialist. Form of study - full-time, seminar, correspondence, distance. If the applicant has a red diploma or other differences in training, then it is advisable to note this (especially for young specialists).
• Information about additional education, seminars and trainings, retraining / advanced training courses. It is presented according to the following plan: the name of the educational center, the direction of preparation, the name of the course, the number of hours, and a diploma. Of course, it is important to indicate only what is relevant to the work ahead.
• Knowledge of a foreign language (category according to the international standard).
• Availability of a driver’s license (category).
• Personal qualities of the applicant.
• Experience. Whether you are looking for work in the police department (deputy, head of the police department) or in the information, trade, production environment, this item will be the most important, fundamental everywhere. The employer will pay close attention to him in the resume. After all, any leadership position requires the applicant to have work experience, moreover, successful and productive. Places of past employment are indicated in reverse chronological order - from the latter to the earlier.
• Expected pay. As a rule, experienced applicants do not write specific numbers here, limiting themselves to a modest "by agreement."

Personal qualities of a specialist

This column in the resume is not the main one for an HR specialist. However, it is important for the applicant. These or other personal qualities, types of character help to successfully work as the deputy head of the department - investigative, personnel, sales and marketing.

The general characteristics for officials are as follows:

• Stress resistance.
• High degree of responsibility.
• Punctuality.
• Operability.
• Organizational talent.
• Sociability, the ability to find an approach to different people.
• Openness to new knowledge and experience.
• Initiative.

The column "work experience"

We have already said that this section is the most important in the resume of the applicant for a leadership position. Therefore, the specialist should pay great attention to its completion. The information provided should be concise and comprehensive. The reader’s attention is focused only on important details in the career. And most importantly, the data should be extremely truthful. It is possible that the HR manager will contact the former employer of the deputy head of the personnel department in order to verify the authenticity of certain facts of the work biography.

Information about each past place of work is indicated in a similar way:

• Busy period. The time period is indicated in the same way as in the work book.
• Full name of the position.
• The full name of the organization, brief information about its activities - a bank, a metallurgical company, etc.
• Official website, email address, phone number of the person in charge who will give HR manager access to your former employer.
• Type of employment: full / part-time, shift, business trips.
• Professional skills used in the performance of their duties.
• List of achievements at this workplace.

Let's look at a small example:

• Head of the department of cooperation.
• PJSC "Purchases-Omsk".
• Field of activity: procurement, supply.
• Work period: 10/10/2010 - 08/08/2014. Total term: 3 years 9 months.
• Used professional skills: purchase of products, organization and planning of the range of procurement activities; company budget management, cost control; pre-contractual / contractual work with partners, reclamation activities; selection of suppliers, assessment of their competitiveness; search for alternative partners.
• Achievements in the workplace: optimization of production costs, reduction of enterprise costs, stable provision of material needs of the company throughout the entire career.

Deputy Head of Department - a position that is characteristic of various enterprises and organizations. Hence, the job descriptions of deputies will vary in the filling of sections. However, when looking for work, the general standards for compiling a resume, indicating information about work experience are relevant.