Standard Grade Administration

Functions of Departments

Unit 1b

A well organised business must have?

Employees who communicate well with one and other.

Employees who are organised.

Businesses are organised into FUNCTIONAL departments within an organisation.

The FUNCTIONAL areas are:

Sales Finance Purchases Human Resources Computer Services Administration.

How are Businesses Organised?

Why do departments need to communicate?

In order for information to flow within the organisation.

Without communication a business may not be effective.

Communications are vital in any business.

The Roles of Functional Departments

To Collect Information

To Process Information

To Transmit Information

What do the Sales & Marketing Department do?

The main role is to sell what the organisation makes. Specific duties include:

Deal with customers. Undertake market research and analyse results. Send out information to customers e.g.

catalogues and price lists. Making-up adverts. Dealing with customer complaints. Taking customer orders.

Who works in the Sales & Marketing Department?

Sales Manager. Advertising Manager. Market Research Assistant. Sales Supervisor. Sales and Marketing

Administration Assistant.

What documents would be used in the Sales & Marketing Department?

Purchase Order Form – this will be received when a customer sends in an order so the organisation knows what goods to send to them.

Quotation Form – when a customer asks for a product quote we would sent out a quotation.

What does the Finance Department do?

The main role is to deal with the money coming into and going out of the organisation. Specific duties include:

Prepare financial accounts. Pay cheques to suppliers. Receive payments from customers. Calculating wages. Preparing invoices and credit notes. Sending out monthly statements.

Who works in the Finance Department?

Finance Manager. Accountant. Wages Clerk. Credit Controller. Finance Department

Administration Assistant.

What documents would be used in the Finance Department?

Invoice: A document sent with an order to a customer to let them know how much they are due to the organisation.

Credit note: A document sent to a customer when they return goods back to the organisation when they are faulty.

Statement of Account: A document which lists all of the goods a customer has purchased over a period of time. It will show any payments to their account and how much is still outstanding.

What do the Purchases Department do?

Their main role is to purchases and storestock for the organisation. Specific duties include:

Storing stock in the warehouse. Keeping stock records. Preparing purchase orders for new stock. Checking stock received against the delivery note.

Who works in the Purchases Department?

Purchases Manager. Buyer. Stock Controller. Warehouse Manager. Purchases Administration Assistant.

What documents would be used in the Purchase Department?

Purchase Order Form: This document is completed when the organisation wants to purchase goods from their supplier.

Delivery Note: This is sent to the organisation with their delivery of goods. The delivery note will be checked against the items received to make sure they are identical.

What do the Human Resources Department do?

Their main role is to deal with all issues that relate to workers or staff in an organisation.Specific duties include:

Training staff. Recruiting new staff. Keeping staff records up to date. Carry out job interviews. Disciplining staff. Keeping legislation up to date.

Who works in the Human Resources Department?

Human Resources Manager. Employee Relations Officer. Training Manager. Health & Safety Officer. Human Resources Administration

Assistant.

What documents would be used in the Human Resources Department?

Job Description: This document describes the main tasks and duties that will be undertaken in a job.

Person Specification: This document describes the main qualities and characteristics. E.g. ICT Skills, confidence needed by an employee for a particular job.

What do the Computer Services Department do?

Their main function is to deal with all the organisations Information Communication Technology (ICT) facilities. Specific duties

include: Managing the organisations computer

network. Repairing any software, hardware and

network faults. Testing computer hardware. Purchasing new computer equipment.

Who works in the Computer Services Department?

Computer Services Manager. IT Support Technician. Programmer. Computer Services Administration

Assistant.

What do the Administration Department do?

Administration support e.g. keyboarding, filing, databases, spreadsheets etc.

Mail handling - both internal and external. Reception duties. Petty cash. Making travel arrangements. Purchase small items of stationery. Reprographics.

Who works in the Administration Department?

Administration Manager Receptionist Switchboard Operator Reprographics staff Mail Room staff Computer Operators