Functions of Departments

Unit 1bUnit 1b

How are Businesses Organised

• Organisations are divided into Organisations are divided into functional departments such as:functional departments such as:

• Sales/MarketingSales/Marketing• FinanceFinance• PurchasesPurchases• Personnel/Human ResourcesPersonnel/Human Resources• AdministrationAdministration• Computing ServicesComputing Services

A typical Organisation Chart

Managing Director

Finance Department

Personnel Department

Purchases Department

Sales Department

Computing Services

Admin Department

Levels of Authority

• ManagerManager – – is in charge of the department. is in charge of the department. Makes decisions, monitors and motivates staff and Makes decisions, monitors and motivates staff and attends meetings with other department managersattends meetings with other department managers

• SupervisorSupervisor – – is appointed to keep a controlling is appointed to keep a controlling watch over others. Liaises with manager about watch over others. Liaises with manager about work to be done and checks their work. Organises work to be done and checks their work. Organises rotas.rotas.

• AssistantAssistant – – completes routine tasks allocated to completes routine tasks allocated to them by senior staff. Answers telephone, them by senior staff. Answers telephone, photocopying, entering data, completing forms, photocopying, entering data, completing forms, filing etcfiling etc

The Sales/Marketing

Department

What does the Sales/Marketing Department

Do?

This department tries to sell as many This department tries to sell as many of the company products as of the company products as possible.possible.

They produce catalogues and leaflets, They produce catalogues and leaflets, visit customers, deal with product visit customers, deal with product problems/complaints and do all the problems/complaints and do all the advertising of the company advertising of the company productsproducts

Members of Staff

MarketMarket researchresearch personnelpersonnel

AdministratiAdministrationon assistantsassistants

Sales Sales RepresentativesRepresentatives

SalesSales ManagerManager

Customer Customer service service

assistantsassistants

Sales Dept tasksJOBJOB TYPES OF JOBS THEY DOTYPES OF JOBS THEY DOSales Sales ManagerManager

•Motivates and monitors sales staffMotivates and monitors sales staff•Sets sales targets for salespersonSets sales targets for salesperson

Sales Dept Sales Dept SupervisorSupervisor

•Checks work done by sales staffChecks work done by sales staff•Organises shifts/holiday rotas for sales staffOrganises shifts/holiday rotas for sales staff•Responds to customer complaintsResponds to customer complaints

Admin Admin Assistant in Assistant in the Sales the Sales DeptDept

•Send out information to customers eg price Send out information to customers eg price lists, catalogues, quotationslists, catalogues, quotations •Processes order forms received from Processes order forms received from customerscustomers•Keys in advertising leafletsKeys in advertising leaflets•Updates customer databaseUpdates customer database

MarketMarket

ResearcherResearcher

•Carry out market research eg surveysCarry out market research eg surveys•Arrange publicity eg newspaper adverts, Arrange publicity eg newspaper adverts, flyers etcflyers etc

The Finance Department

What does the Finance Department Do?

This department deals with all This department deals with all aspects of the business finance. aspects of the business finance. They send out invoices (bills) They send out invoices (bills) and statements to customers.and statements to customers.

They pay bills received, deal with They pay bills received, deal with staff wages and do all the staff wages and do all the necessary banking.necessary banking.

Members of Staff – Finance Department

Admin Assistan

ts

Finance Manager

Accountant

Invoice Superviso

r

Finance Dept tasksJOBJOB TYPES OF JOBS THEY DOTYPES OF JOBS THEY DOFinance Finance ManagerManager

•Motivates and monitors finance staffMotivates and monitors finance staff•Prepares budgets and controls spending of Prepares budgets and controls spending of departmentsdepartments

Finance Finance Dept Dept SupervisorSupervisor

•Checks work done by finance staffChecks work done by finance staff•Organises shifts/holiday rotas for finance Organises shifts/holiday rotas for finance staffstaff

Admin Admin Assistant in Assistant in the the Finance Finance DeptDept

•Word processes letters to customers for Word processes letters to customers for non-paymentnon-payment•Prepares cheques to send to suppliersPrepares cheques to send to suppliers•Calculates staff wages and arrange payment Calculates staff wages and arrange payment into bank accountsinto bank accounts•Takes cash/cheques to the bankTakes cash/cheques to the bank•Updates financial spreadsheetsUpdates financial spreadsheets

The Personnel orHuman Resource

Department

What does the Personnel Department Do?

This department deals with the This department deals with the staffstaff. . They will prepare They will prepare Person Person SpecificationsSpecifications and and Job DescriptionsJob Descriptions telling applicants what jobs are about. telling applicants what jobs are about.

They They advertiseadvertise for staff, send out for staff, send out application packsapplication packs, , interviewinterview and and deal with deal with inductioninduction and and trainingtraining. . They also deal with the They also deal with the healthhealth, , safetysafety and and welfarewelfare of staff. of staff.

Members of Staff – Personnel Department

HumanHuman

ResourcResourceses

ManageManagerr

TrainingTraining

OfficerOfficer AdminAdmin

AssistantAssistantss

Health Health and and

Safety Safety OfficerOfficer

Human Resource Dept tasksJOBJOB TYPES OF JOBS THEY DOTYPES OF JOBS THEY DOHR HR ManagerManager

•Motivates and monitors HR dept staffMotivates and monitors HR dept staff•Prepare a short list of applicants to Prepare a short list of applicants to interviewinterview•Decides who to hire and fireDecides who to hire and fire

Training Training OfficerOfficer

•Decides which training courses have to be Decides which training courses have to be runrun•Organises induction training for new staffOrganises induction training for new staff

HR DeptHR Dept

SupervisorSupervisor

•Deals with staff holiday requests and keeps Deals with staff holiday requests and keeps all staff holiday rotas up-to-dateall staff holiday rotas up-to-date•Checks work done by assistants in HR deptChecks work done by assistants in HR dept

Admin Admin Assistant in Assistant in the HR the HR DeptDept

•Prepare job descriptions Prepare job descriptions •Collect application forms or CV’s from Collect application forms or CV’s from people applying for jobspeople applying for jobs•Prepare and send application formsPrepare and send application forms•Keep staff database up-to-dateKeep staff database up-to-date

The Purchasing Department

What does the Purchasing Department Do?

This department deals with all the This department deals with all the buying on behalf of the organisation. buying on behalf of the organisation. Staff will find the best buys by Staff will find the best buys by comparing different suppliers. They comparing different suppliers. They look at prices, delivery dates and look at prices, delivery dates and guarantees.guarantees.

They will check the deliveries of goods They will check the deliveries of goods when they are received.when they are received.

Members of Staff – Purchases Department

Stock ControllerStock Controller

Admin Admin Assistant Assistant

for for PurchasiPurchasi

ngng

BuyersBuyers

PurchasinPurchasing Managerg Manager

Purchasing Dept tasksJOBJOB TYPES OF JOBS THEY DOTYPES OF JOBS THEY DOPurchasing Purchasing Dept Dept ManagerManager

•Reports to the Board of Directors on matters Reports to the Board of Directors on matters related to the Purchasing Departmentrelated to the Purchasing Department•Motivates and monitors Purchasing dept Motivates and monitors Purchasing dept staffstaff

BuyerBuyer •Negotiates contractsNegotiates contracts•Agrees purchase price and conditionsAgrees purchase price and conditions

PurchasingPurchasing

SupervisorSupervisor

•Arranges work rotas for Purchasing staffArranges work rotas for Purchasing staff•Checks work done by assistants in purchasing Checks work done by assistants in purchasing deptdept

Admin Admin Assistant in Assistant in Purchasing Purchasing DeptDept

•Word processes letters enquiring about Word processes letters enquiring about productsproducts•Completes and sends out order formsCompletes and sends out order forms•Files information from suppliers, eg Files information from suppliers, eg catalogues, price listscatalogues, price lists•Stores suppliers records on a supplier Stores suppliers records on a supplier databasedatabase

The Administration Department

What does the Administration Department Do?

In some organisations, the Administration In some organisations, the Administration department is CENTRALISED. This means that department is CENTRALISED. This means that all admin staff work in the same area instead all admin staff work in the same area instead of working in different departments. In Oban of working in different departments. In Oban High, the Administration is done in a High, the Administration is done in a centralised department – the school office.centralised department – the school office.

This department carries out administrative tasks, This department carries out administrative tasks, eg filing, photocopying, word processing, eg filing, photocopying, word processing, answering the telephone, reception duties – answering the telephone, reception duties – the sort of tasks done by our office ladies.the sort of tasks done by our office ladies.

Members of Staff – Administration Department

Admin Admin ManageManage

rr

ReceptionReceptionistist

SwitchboaSwitchboardrd

OperatorOperatorReprograpReprographicshics staffstaff

MailMail RoomRoom StaffStaff

ComputerComputer operatorsoperators

Filing ClerkFiling Clerk

Jobs done by Admin StaffReception work

Operating switchboard

Operating Computer

Reprographics (eg

photocopying)

Preparing mail

Filing documents

The Computing Services

Department

What does the Computing Services Department Do?

The Computing Services Department is The Computing Services Department is responsible for dealing with all ICT responsible for dealing with all ICT issues within the organisation. issues within the organisation.

They will respond to problems, manage They will respond to problems, manage the network and issue IDs and the network and issue IDs and passwords to new staff.passwords to new staff.

Members of Staff – Computing Services

Department

ComputerComputer Services Services ManagerManager

Help Desk Help Desk OperatorsOperators Computer Computer

TechnicianTechnicianss

ProgrammersProgrammers

Activities of Computer Services Department

• Install new softwareInstall new software• Make sure licences are stored safely and Make sure licences are stored safely and

are up-to-dateare up-to-date• Maintain Computer EquipmentMaintain Computer Equipment• Respond to problems/queriesRespond to problems/queries• Deal with staff trainingDeal with staff training• Create and issue user ID’s and passwordsCreate and issue user ID’s and passwords• Create and set up network space for Create and set up network space for

staff/usersstaff/users

To Sum up we have covered…

• Levels – Manager, SuLevels – Manager, Supervisor, Assistantpervisor, Assistant

• Sales DeptSales Dept• Sales jobs and dutiesSales jobs and duties• Finance DeptFinance Dept• Finance jobs and Finance jobs and

dutiesduties• Human ResourcesHuman Resources• HR jobs and dutiesHR jobs and duties

• Purchasing DeptPurchasing Dept• Purchasing jobs and Purchasing jobs and

duties duties • AdministrationAdministration• Admin jobs and Admin jobs and

dutiesduties• Computing Computing

Services/IT DeptServices/IT Dept• IT jobs and dutiesIT jobs and duties

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