The functions and functions of the secretarial department

First, the basic functions of the secretarial department What is the function, what is the function? This is often confused with the problem. The function mentioned here refers to the sum of the capabilities and functions of the subject, which is determined by the inherent quality of the thing and its structural composition. In short, function is the performance and function of something. For example, the basic function of the government is to defend the country and manage the country. Or the administrative functions of the government mainly include: security functions, management functions, and service functions. When an organization is established and emerged, its function is basically determined, and it is generally not subject to change by people's subjective will. For example, the secretarial department is usually not the executive executive. If the leader insists on using it as an administrative executive, it must change its internal composition and change its internal structure. In essence, it is an institution that exercises the powers of the government. It is no longer a secretarial institution in the original sense.
Functions and functions are both connected and different. The function usually refers to the duties and tasks required by the leader and the superior to be required and delivered to the institution according to their needs and the function of an institution. Both function and function contain what we usually mean by "action." However, the function contains innate objectivity. People cannot arbitrarily exaggerate the functions of an institution. For example, the secretary department has administrative functions, which is not accurate. The functions contain external leadership, and the superiors can give certain functions to the lower levels. However, the function permission of the superior itself cannot be exceeded at most. The concept of the function is smaller than the function and cannot exceed the scope of the function. For example, it is obviously inaccurate to require the secretarial department to play the role of defending the motherland.
The basic functions of the secretarial department are "service" and "assist"
l. The basic function of the secretarial department is “service”, which has been specified in the spirit of successive national secretaries symposium since 1985. It can also be seen from the history that since the ancient leaders set up the secretarial department, it is because the leaders’ affairs are complicated and the government is heavy, and there must be a large or small institution, which is to serve more or less secretaries. To share some of the supporting and transactional work, in order to carry out its leadership tasks. The "three services" of the secretarial department repeatedly emphasized by the Party Central Committee - the fundamental guiding ideology for serving the leaders, serving the various departments and serving the people, is also based on the function of the secretarial department and reflects this function.
People usually say that the secretarial profession is a service profession, the secretarial department is a service department, and the secretary is a service personnel, that is, from the perspective of its function.
2. The professional function of the secretarial department is the “auxiliary function” of “assisted leadership”. This is what is commonly referred to as the role of the assistant. As mentioned earlier, the basic function of the secretarial department is "service", which is good. However, service-words are a broadly socialized term that is extremely broad in scope. It can be said that almost no industry has anything to do with service. Comrade Xiaoping said that "leadership is service." We say that teachers serve students, doctors serve patients, and cooks serve people who eat. All the professional departments in the society directly and indirectly serve others and serve the people. However, all walks of life have their own unique and unique service characteristics. Teachers teach people to serve the people, doctors save people by serving the sick, and the cooks serve the people by cooking food. The secretarial department is to serve the people by doing good leadership and assisting the leadership. Therefore, it can also be said directly that the function of the secretarial department is to assist the “auxiliary” function of the leader. The secretary is an auxiliary service person who plays an assistant role to the leader. The secretarial department should play the role of assisting the leader in carrying out the leadership work. Since the role of assistants still has a wide meaning, many other departments are also the assistants of the leaders. Many other staff members are also assistants to the leaders. General Secretary xx said at the National Secretary-General Symposium in 1990 that the secretarial department is the leader of the left and right hands. This is more clear than talking about the assistant in general. There are many assistants in the leadership, and the "right-handed" department is the only one.
"Left and right hand" is a visualized language. It has two meanings: First, the secretary department is at the core of the leadership, and it has the characteristics of "closeness". Some people call it "nuclear". This position can be said. It is the unique position of the secretarial department. People say that the secretarial department is in the pivotal position of the leading organs, and it is the bridge that leads the contacts with the outside. It all has similar meanings. The second is the importance of it. If the leader does not have the right arm and the right arm, it will be inconspicuous, and the affairs will be riddled. It can be said that even a notice cannot be sent out, and a phone call will not be able to come in. Obviously, it is impossible to make decisions and implement decisions correctly.
There are two major aspects of the auxiliary functions of the secretarial department in the two aspects of the auxiliary function of the secretarial department. One is to play the role of a service assistant; the other is to play the role of an intellectual assistant.
1. Assist the leader in handling various matters, specifically to do things, do things, run meetings, etc., in order to ensure the normal operation of the leadership and leadership work, free the leaders from the cumbersome daily affairs, and concentrate on the overall situation. The purpose of grasping big things is called the role of affairs assistant. To be a good assistant to the leadership is the original intention of the leadership to set up the secretarial department. The transactional work is also the basic work of the secretarial department every day, the largest workload, and the first function of the secretarial department. We set up branches of the secretarial department to train and improve the quality of the work of secretarial staff. We must first consider the basic functions.
Of course, the "three offices" of "doing things, running books, and running meetings" also contain a large amount of intellectual service content. "Three offices" are all brains and can only be done with wisdom. But they are, after all, stylized daily work. In addition, before we put the work in the paper, we did not despise the secretary's letter work, but said that although the text is the most traditional secretarial work, as the group's modern secretarial organization, the most people, the biggest job The amount is still working. It is the confidential secretary of the senior leadership and the private secretary of the private sector. Most of the time is also working. Only a few special "scholar-type" secretaries are mainly writing articles. As for the meeting, it is because of the characteristics of China's meetings, which are characterized by many, large and long. It has become a very important type of leadership activities and leadership methods. The elimination of the sea is still in the foreseeable future. It must rely on a group of secretaries to organize the meeting and improve the quality of the meeting. To play the effect of the meeting.
2. Supporting the correct decision-making of the leadership and the role of the intellectual assistant is another aspect of the auxiliary function of the secretarial department. It is also emphasized by the leaders at all levels at this stage. As we all know, decision-making is the concentrated expression of leadership's leadership function and one of the most important functions of leadership. In the history of our country, there have been many major strategic decision-making mistakes such as the "Great Leap Forward" and the "Cultural Revolution", causing huge losses to the country and the people, fully demonstrating that the mistake of decision-making is the biggest mistake. We paid a lot of tuition fees to understand the need to implement scientific decision-making democratic decision-making. The correct decision of the leader is inseparable from the correct information support, and it is inseparable from the role of the secretarial department as an intellectual assistant. The so-called staff role, in its essence, is also the role of intellectual assistants based on information processing. Leaders must rely on the support of a large number of accurate information in order to make correct decisions. In layman's terms, they must rely on the intellectual support of the staff and the external brain. Otherwise, any other brilliant leader must have an area that he does not understand. But we must understand that the chiefs of the leaders of the leaders are not mainly relying on the secretarial department, nor on a certain secretarial individual. The secretary is not an expert in various professional fields, such as foreign trade, justice, soil, architecture, etc., and the general party and government secretary is probably not very proficient. The staff structure of the secretarial department is also heavily equipped with a secretary or a partial secretary. Therefore, the secretary department is not likely to serve as the staff of the leading agency, but just an information processing factory. The secretarial department is not the source of information for the leadership, but the intermediary for information and leadership. Even if it can do a good job in information processing, it has played a large role as a staff. In the same way, the secretary personally should also closely grasp the boundaries of intellectual assistance. Some leaders call the secretary his "high participation". It may be a very special situation, or the letter of individual leaders is open; other scholars write articles requesting The secretary is the leader of the "hacker", like Wei Zhengyu, Tang Taizong Li Shimin, who played the role of a staff member. In fact, Wei Zheng is a full-time doctor, and later a Taishi, is one of several senior leaders who have entered the core of leadership. Senior Secretary or Director of the Office in the present sense. Some scholars have asked the secretary to be a hacker, and it is clearly a letter that goes beyond the function of the secretary. The correct statement can only be "the staff reminder", which is already a very high demand.
The secretarial department plays the role of an intellectual assistant, and the main way to assist the leadership in making correct decisions is to play the role of information processing. Therefore, it is important that information work is more interesting in the work of the secretarial department.
Second, the basic functions of the secretarial department The functions of the secretarial department, that is, the leadership or superiors, according to the objective needs of the leadership work, and the subjective factors of the secretarial department, the role and responsibility of the secretarial department. Functions and functions are sometimes cross-correlated. For example, the secretarial department has the functions or functions of the service and the staff, and it is more consistent and non-contradictory. But the scope of the meaning of the function should obviously be smaller than the function, and greater than the specific tasks. Some comrades equate their functions with the completion of their work tasks. Therefore, it is concluded that the secretarial department has dozens of functions, such as writing, organizing, petitioning, and archiving, etc., which is too cumbersome and specific, on the matter, lacking the necessary rational rise. . In the reform and opening up, the functions of the typical secretarial department have both a wider expansion and a reduction. The following are only the basic functions, according to their similarities, as follows:
Logistic support function
1. The function of logistics support is one of the basic functions of the secretarial department of any leading organ. Various types of secretarial departments, other functions may sometimes be less emphasized, such as some unit texts and paperwork may be few, some units have no subordinates and therefore supervise the inspection work; but any unit as long as it is an entity, has leadership There are employees, and daily work is running every day. This kind of "sports" must constantly consume energy and materials. Leaders and employees also consume a lot of energy and materials every day. There must be logistical work to support them constantly. Try to estimate that a leader of hundreds of people consumes material and energy every day, such as housing equipment, office supplies, vehicle gasoline, water and electricity, eating and drinking, and sleeping. These jobs are usually part of the work of the secretarial department and are governed by the Secretary-General. For example, the agency bureaus, administrative departments, communication departments, real estate departments, maintenance departments, general affairs offices, food groups, affiliated hospitals and employee clubs of various cities in various cities generally belong to the scope of the work of the big secretary. At the National Secretary-General's Symposium at the end of 1994, the central leading comrades explicitly requested the secretarial department to ensure the daily operation of the organization and clarify the significance of the logistics work.
2. The function of logistics support is a series of tasks that consume the most people, energy and money in the work of the secretarial department. The general administrative department has a wide range of contents, mainly including financial management, material equipment management, real estate management, capital construction management, medical care management, environmental management, vehicle management, property rights management, industrial management of employees, and employee life management. Transportation and public security management of large units, as well as welfare matters for employees and their families, and management of cultural life. These work, like individual screws, ensure the normal movement of the machine, and no one can do it. In some of these areas, the agency often needs to elaborate sub-technical functions or departmental specialties, such as affiliated hospitals, a group of food groups, etc.; the finance department is usually led by a leadership division, and the secretary-general assists in specific jurisdiction.
3. The logistics work is a series of scientifically strong work. The secretarial department should play the role of logistics support. First, we must understand the important and glorious significance of the logistics work from the perspective of the revolutionary division of labor. The education staff firmly establish the "three." The service idea of ​​"service"; the second is to strengthen logistics reform, rationalize relations, change mechanisms, improve management level, implement socialization of part of logistics work, and ensure the efficiency of logistics work; third, we must strive to create a red and specialized, Proficient in scientific management, master the logistics team of modern advanced skills; Fourth, it is necessary to enrich the logistics service means and necessary equipment and facilities.
Handling the functions of the instrument
l. The function of handling documents is the traditional function of the secretarial department. An important reason for the use of secretaries by ancient leaders is to assist leaders in handling paperwork. As the leaders’ administrative affairs have become more and more complicated, the number of documents of political institutions at all levels has increased, and the professionalism of handling documents has become stronger and stronger. It has been handled by non-official officials, and gradually led the leaders of various levels. A secretarial agency specializing in clerical matters. For example, the Yushi Dafu Temple in the Qin Dynasty specializes in “the palm of the world” and “the book under the main column”; the officials of the Hanlin Academy in the Tang Dynasty “according to the agreement of the Quartet and drafting the system”; the Cabinet of the Ming Dynasty The book section drafts official documents, and sets up mortuaries to write official documents. As for modern society, due to the proliferation of various institutional units, the requirements for writing documents are more stringent and standardized, which makes the handling of documents a regular and basic work of the secretarial department of the organization.
2. The functions of handling documents can be divided into four series of work:
Drafting and writing official documents and other applicable documents. Any entity has more or less certain writing tasks, such as asking questions, reporting situations, making plans, etc. In the past, people called the secretary "shower" and "pen", which means this.
The processing of documents also includes two aspects of receiving and issuing documents. The instrument can only be effective if it is processed.
The archival work, that is, the documents that have been checked and valued, are archived by the secretarial department or other business departments, and finally handed over to the archives department for custody. Archives work is the last part of the paper and is the scope of the big secretary.
Information work, originally mainly the processing of various documents and materials, due to its status role is getting stronger and stronger, will be introduced later.
The secretarial bureaus, departments and departments set up under the General Offices at all levels in China are actually the offices for handling documents. The party and the state have special regulations on the handling of documents.
The term “function information” of information processing is widely used, but it has been a thing since the 1980s. However, information work has become the main task of the secretarial department. The secretarial information is the main channel for leaders to grasp the external situation and understand the objective society. The central government requires the secretarial department to play a good role in the staff of the leadership, mainly relying on the combination of secretarial information work and investigation and research to provide leaders with the basis for scientific decision-making. The secretary’s role as a staff member also mainly refers to the role of providing information. However, the secretary and secretarial departments are not information sources themselves, but only “processing factories”. Therefore, the information processing is then provided to the leaders, and the secretarial department assists the leaders in making correct decisions.
1. Information is something that humans have not yet fully realized, and there is no recognized scientific definition. It is difficult to make definitions in a broad sense. The first scientist who extended the concept of information to humans, animals and machinery, Wiener believes that "Information is the name of the content that people exchange with the outside world in the process of adapting to the outside world and counteracting this adaptation to the outside world." This is not very easy to understand. Japanese scholars have simplified it into a sentence: "Information is the message of the situation between the subject of life and the external object." The above statement has three main points:
Information refers to the representation of the characteristics of objective things in the objective world and their changes;
Information is the reproduction of the state of an objective thing after passing it;
Information is a useful knowledge for the recipient.
In other words, information refers to messages with new content and new knowledge. Information is a statement about the state of motion of things. Information includes natural information and social information, such as stars flashing, wind and rain, machine roaring, beast arrogance, are all kinds of information. The scope of the information handled by the secretary is obviously much narrower, and we define it as “secretary information”. In this way, the use of the term secretary information helps to clarify the scope and focus of the information provided by the secretary to the leader: that is, information that must be mastered by the general secretarial department to provide assistance and services for leadership decision-making is secretary information. It is the specific scope of the secretary's information.
Some leading comrades ask the secretarial department to provide the information "the more the better," and some secretarial departments also require subordinates to provide more information and more praise. This is actually an unscientific method, which will make a large amount of information impossible to process and apply. It causes information pollution, labor and people to hurt money, which is a misunderstanding of information work.
2. The information work of the secretarial department can be divided into different aspects such as collecting information, screening information, researching information, transmitting information, storing information, and feedback information. From a horizontal perspective, it is mainly information work and investigation and research, which are important tasks of the secretarial department.
For the secretarial department, informatics is a very important subject. How to process information, how to provide information on the road, how to streamline general information, how to deal with worry information, and how to develop information are all issues to be solved.
Integrated coordination function
1. Integration is a feature of the secretarial department. Some people say that the secretarial department is the only department with “integrated rights”. The secretarial department is close to the leadership, the status is relatively detached, and this comprehensive right, so that the secretarial department can play a comprehensive functional role. Coordination is the act of concerted action and unified behavior. Leaders must minimize the contradictions within and outside the scope, work steps as consistent as possible, improve the relationship between organizations, work, and individuals to make them harmonious, and must master the art of comprehensive coordination. Due to the aforementioned closeness, detachment and integration of the secretarial department, the secretarial department has become the best department to assist the leadership in coordinating work.
The secretarial department plays a comprehensive and coordinated function, which is very important in terms of promoting scientific management, reducing internal friction, achieving goals, or improving the image of the public club.
2. Comprehensive coordination work. Throughout many aspects of the secretary's work, it is not possible to set up a special department to do it, which is different from many other functions. For example, information, confidentiality, archives, documents, etc. can be set up in other departments to deal with it; and coordination exists in the work of all secretaries. There is coordination in the papers, and there will be a lot of coordination before, during and after the meeting. It is to deal with a specific internal contradiction. For example, distributing fans among various departments, arranging people to clean, and also coordinating In order to reduce the resistance and complete the task smoothly.
Coordination is generally the responsibility of the leadership, the secretarial department is in the position of doing auxiliary work, assisting leadership and coordination. However, for the coordination of non-policy affairs within the purely internal organs, as mentioned before, the Secretary-General and the Director of the Office should be bold and responsible, and it is also a service method to reduce the burden of leadership.
The function of supervising and inspecting and supervising inspections is a kind of leadership behavior. Scientific leaders cannot do without supervision and inspection. Leadership supervision is the "first driving force" for decision-making. In history, although the secretarial organization sometimes assumes the form of “inspection of the dedication”, “sweeping the inspection” and “urging the supervision”, but in most times and circumstances, the secretarial department is not the supervisory department, nor is it very The heavy supervision task is more limited to the reminder of the instrument. After the 1980s, due to the needs of the situation, the central government once again emphasized that the secretarial department should assist the leadership in supervising the work, and gave the secretarial department a new function, so that supervision and inspection became a long-term task of the assistant department of the secretarial department. Doctrine, decentralism, localism, and localism have a decisive role in maintaining the smooth flow of government orders and the implementation of decision-making. According to the instructions of the central leading comrades, if there is only decision-making, deployment, and no supervision, it is called the task only completed "half". This is called in the secretarial work to establish a "half" consciousness and become a special new term.
After more than ten years of development, the secretarial supervision work has accumulated a certain amount of experience. The central government has formulated regulations on supervision and inspection work, and the offices of the leading bodies at all levels have established supervision departments. In the new era, the secretarial department must step up supervision and maintain the healthy implementation of the party's and the country's major policies.
"No matter what the department" function is in various leading organs, there are many jobs that cannot be assigned to the management of a functional department. There will also be some comprehensive and important tasks that cannot be assigned to which department to complete. Leaders usually put this type of work. The task is delivered to the secretarial department, which often allows the secretarial department to function as a “division of the department”.
The "No matter the Ministry" function is extensive and difficult to define clearly. There are basically two major categories: one is conventional, and it refers to the daily work or temporary tasks encountered in the organization without other functional departments. For example, in the past few years, all units issued public debts, the propaganda department only publicized, and the financial department only managed finance, but there must always be a department to assist the leadership of the overall manager, the natural non-secretary department. The other refers to major new situations and new problems encountered in the official duties of the executive authorities. The leaders are often handed over to the secretarial department to represent or assist him in the investigation and handling. This is also true in reality, especially the high-level secretary-general and office. Director of the Office, often engaged in special work of such authorization.
The "No matter the Ministry" function has produced a limited and infinite extension of the secretarial work. The limited is that it cannot exceed the authority of the authority of this organ and the leader of this level; infinity means that the specific affairs are various, may happen at any time, and may even pass. The original workload. The secretary should have a correct understanding and mental preparation, and regard the role of the department as a part of the matter, in order to be able to complete these tasks in a prepared and active manner.
3. How the secretarial department plays its functional role requires further scientific and explicit definition of the basic functions of the secretarial department. With the advancement of the times, the development of the cause, and the changes in the quality of the leaders, the basic functions of the secretarial department have not changed, but the functional tasks have both broadened and reduced. To be scientific and reasonable in the process of widening and reducing this is an important issue that has not yet attracted sufficient attention from relevant parties. The functions of the secretarial department should be clearly centralized, ensure the operation of the organization, and ensure the leadership focus, mainly for leadership decision-making and implementation of decision-making services. Others should be reduced, and the continuous extension will bring about the result of “powerlessness”.
The internal structure of the secretarial department needs to be further scientific and reasonable, and rationalize the relationship between upper and lower, vertical and horizontal, right and left, and inside and outside. Improve the internal staff structure, in order to play the overall function, in order to achieve "l+1>2" in the case of long-term people and fewer things, do a good job.
Improving the quality of secretarial staff is the basis for the role of the secretarial department. There are two main issues that need to be addressed: First, the secretarial team from the workers and peasants to the scholarly and empirical, partial political bias is necessary, but the practical skills Training is also an issue that should not be slowed down. Without good professionalism and good professional skills, it will be difficult to adapt to the needs of modern leaders. For example, a secretary who does not understand the economy, does not speak a foreign language, and cannot operate modern office and communication equipment will undoubtedly have difficulty in fully utilizing the role of staff assistant. On the other hand, it is the modernization of the concept of secretary, and it is also the focus of secretarial training and education. Especially in civil and private secretaries, efficiency and efficiency are one thing. It is a top priority for the life of private enterprises. There is no high degree of efficiency and efficiency. It is not qualified to have a modern secretary to do things and work slowly. There is also the problem of the modern secretary’s law of thinking, which is also worth studying.
Strengthen the construction of the relevant rules and regulations of the secretarial work and the secretarial department, such as the qualification and promotion of the secretary, the working methods and discipline of the secretary, the standardization and stylization of many aspects of the secretarial work, the secretary's syllabus, etc., some of which are already in progress. However, it is still arduous to make it perfect. It requires an institution in the country to specifically consider this issue.