Personnel Administration Manual

ACM Ship Management

Assistant to the General Manager &

Personnel Administrative Assistant Manual

Doc-To-Help Standard Manual

Contents

Introduction 3

General Overview 3

Daily Responsibilities 4

Vessel Position Reports 4

Fax Machine 4

Distribution of Correspondence 5

Sending Documents to Ships 5

Weekly Responsibilities 6

Officer Position Reports 4

Weekend Crew Changes 5

Officer Vacation Schedules …………………………………………………………………. 7

General Duties 8

Vessel Accidents 8

Mail Room 8

Bulletin Board 8

Voice Mail – General Manager 8

Voice Mail - Crew Coordinator……………………………………………………………..…9

Summary of Days Worked 9

Archiving Personnel Files 9

AMEX & Diners Club Expense Report 9

General Filing 9

Publications 10

Off Hire Reports 10

Service Awards ………………………………………………………………………………10

Seniority Lists ………………………………………………………………………………..10

Publication Distribution …………………………………………………………………..…11

Employee Appraisal Reports 12

Warning Notices 13

In-House Social Events 14

Outside Social Events………………………………………………………………………...14

Other Duties…………………………………………………………………………………..14

Officer Training Courses……………………………………………………………………..14

Certificate Upgrades………………………………………………………………………….15

Introduction

General Overview

Briefly, assisting the General Manager and Personnel Department are two separate functions.

______is the General Manager of ______. The General Manager reports directly to the Vice-President, ______Group and is responsible to him for the overall administration of the ______Division and the application of Company policies, procedures, both ashore and throughout the owned and managed fleet. Your duties for the General Manager are first priority and will vary daily.

On the Personnel end, the Administrative Assistant is responsible for maintaining the personnel filing system, ranging from crew changes, union negotiations, vacation schedules, seniority lists, and training files. The Assistant will provide administrative support to the Personnel Department as required.

NAME / TITLE / EXT.
General Manager
Your Name / Assistant
Supervisor – Human Resources
Assistant Personnel Supervisor
Crew Coordinator
Director Safety & Environment
Claims Administrator

Daily Responsibilities

Vessel Position Reports

Each day ______will fax the vessel position report for the fleet directly to the Assistant in Personnel and Technical Services. The printout sent to the Personnel Department should be filed in the binder named “Morning Reports and Crew Changes”. Copy this report to the Personnel Group, the General Manager, Director of Health & Safety, Health & Safety Coordinator, Purchasing, and the Receptionist (8 copies). You will also make 10 double-sided copies and place on file-island every morning.

______from Commercial will email a copy of the Tanker Report.

Place the GM’s copies on the clipboard hanging on the back wall of his office.

Fax Machine

You are responsible for distributing the faxes that come off the main fax machine by your desk to the appropriate people. You are also responsible for changing the toner and keeping the paper stocked up.

Weekly Responsibilities

Officer Position Reports

Every Friday, the HR Supervisor will give you the crew changes for all officers of the ACM Fleet. Changes are made to the last spreadsheet (filed in K:\______\______\.xls….etc) and resave to a new file.

Updated position report distribution:

· Send via email as an attachment to all vessels – master and chief engineer

· Send via email to ______

· Send to public folder Personnel “Officer Position Report”

· Print 10 copies for distribution – Personnel Supervisor distributes.

· E-mail to ______

· E-mail to ______@ ______

Send email with link notifying that updated reports have been posted in public folder to:

· All Users – ______

General Duties

Vessel Accidents

You are responsible for the set-up of new Vessel Accident Files & maintenance of the corresponding database. See Vessel Accident Binder for instruction and details.

Mail Room

It is the Assistant’s responsibility to give the Receptionist a weekly order of any required office supplies for the General Manager and Personnel Group.

Bulletin Board

Items should be posted on the bulletin board for an appropriate period of time, based on the document. All postings, when removed, are filed in the general filing system, in the “Bulletin Board” file.

Voice Mail – General Manager

IN OFFICE:

“You have reached the voice mail of ______, General Manager, ______. ______is in the office today, but is currently unavailable to take your call. Please leave a message after the tone or press zero to speak with someone else in the office. Thank you.”

OUT OF OFFICE:

“You have reached the voice mail of ______, General Manager, ______. ______is away from the office today, returning date. Please leave a message after the tone or press zero to speak with someone else in the office. Thank you.”