Standard Grade Administration

Area 1: Introduction to BusinessUnit 1a: Organisation of Departments

2009 Foundation Question 16

The Organisation Chart for Linburn Motor Group is shown below.

(a) How many employees report directly to the Managing Director?

__________________________________________________________________________ KU1

(b) Mia Dow needs urgent help with a problem but Bradley Sim is attending a conference. Who should Mia go to for advice?

Mia should ______________________________________________________________

__________________________________________________________________________ PS1

(c) Which department would update the staff database within Linburn Motor Group?

__________________________________________________________________________ KU1

(d) Where would an organisation chart usually be displayed?

__________________________________________________________________________ KU1

2008 Foundation Question 2

Below is the organisation chart for Toy Town.

Area of Study 1: Administrative Support Unit 1 – Introduction to Business Organisations

(a) State one advantage of displaying an organisation chart in the reception area.

____________________________________________________________________________

____________________________________________________________________________ KU1

(b) State the name of the employee to whom Ross Burns reports.

____________________________________________________________________________ KU1

(c) Alex Smith needs help with a finance problem. Ray Higgins has the week off. What should Alex do?

Alex should ________________________________________________________________

____________________________________________________________________________ PS1

Unit 1a – Organisation of Departments Page 2

Area of Study 1: Administrative Support Unit 1 – Introduction to Business Organisations

2007 Foundation Question 2

Below is the Organisation Chart for Sigma Screen Printer plc.

(a) How many staff report directly to Evelyn Coull, Manager?

____________________________________________________________________________ KU1

(b) Neil Parslow needs help with an urgent sales problem. Jim Hufton is attending a conference. Who should Neil go to for advice?

Neil should ________________________________________________________________

____________________________________________________________________________ PS1

(c) Name one other piece of information which could be shown on an organisation chart.

____________________________________________________________________________ KU1

(d) An organisation chart is useful for visitors. Who else could find an organisation chart useful?

____________________________________________________________________________ KU1

Unit 1a – Organisation of Departments Page 3

Area of Study 1: Administrative Support Unit 1 – Introduction to Business Organisations

2006 Foundation Question 11

(a) State the name of the employee who is directly responsible for the Finance Assistant.

____________________________________________________________________________ KU1

(b) How many employees are responsible to the Sales & Marketing Manager?

____________________________________________________________________________ KU1

(c) Anna March needs urgent help with a problem, but Fraser Thompson is attending a training course. How can this problem be solved?

Anna March should ________________________________________________________

____________________________________________________________________________

____________________________________________________________________________ PS1

(d) State one more piece of information which could have been included in the above organisation chart.

____________________________________________________________________________ KU1

(e) State one advantage of an organisation chart to a new employee.

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________ KU1

Unit 1a – Organisation of Departments Page 4

Area of Study 1: Administrative Support Unit 1 – Introduction to Business Organisations

2005 Foundation Question 8

Below is the organisation chart for Burnston plc.

Melissa FitzgeraldManager

Vincent ClarkHuman Resources

Supervisor

Hiu Nam WongAccountant

Wendy HamiltonBuyer

Carol McLeanSales Supervisor

Ross StuartAdministration

Assistant

Greg SinclairAdministration

Assistant

Chloe PearceAdministration

Assistant

Jack GrahamAdministration

Assistant

(a) Who is in charge of the Human Resources Section?

____________________________________________________________________________ KU1

(b) To whom is Chloe Pearce directly responsible?

____________________________________________________________________________ KU1

(c) Greg Sinclair needs help with a financial task. Hiu Nam Wong is not in the office.

Greg Sinclair should _______________________________________________________

____________________________________________________________________________ PS1

(d) Name one other piece of information which could be shown on this organisation chart.

____________________________________________________________________________ KU1

(e) Give an example of a ‘line relationship’ from the above diagram and explain what is meant by the term.

Example: _________________________________________________________________

A line relationship is ______________________________________________________

___________________________________________________________________________

___________________________________________________________________________ KU2

2004 Foundation Question 5

The organisation chart below is for Yorkhall Office Supplies.

Unit 1a – Organisation of Departments Page 5

Area of Study 1: Administrative Support Unit 1 – Introduction to Business Organisations

Heather WiseManaging Director

Kirsty LambHuman Resources Manager

Robert GregorFinance Manager

Marie HassanPurchases and Sales Manager

Sarah OwenRecruitment

Officer

Richard McIntoshHealth &

Safety Officer

Helen ColeAccountant

David GrahamePurchases Supervisor

Carima AliSales

Supervisor

Paul Gallagher

Administration Assistant

Tina HillmanAdministratio

n Assistant

Liam OswaldAdministratio

n Assistant

Marion Clarke

Administration Assistant

Ray ColmanAdministratio

n Assistant

(a) Who is in charge of the Finance Department?

____________________________________________________________________________ KU1

(b) Name one person who reports to the Human Resources Manager.

____________________________________________________________________________ KU1

(d) Ray Colman needs help with a sales problem. Carima Ali is off sick. To whom should he go to for advice?

Ray Colman should ____________________________________________________________

____________________________________________________________________________ PS1

Unit 1a – Organisation of Departments Page 6

Area of Study 1: Administrative Support Unit 1 – Introduction to Business Organisations

2003 Foundation Question 9

Below is the organisation chart of Kayak Interiors plc.

KAYAK INTERIORS PLC

CHIEF EXECUTIVETom Patterson

FINANCE MANAGERKevin McColl

PURCHASING MANAGER

Fiona Bell

SALES MANAGERJack Badger

PERSONNEL MANAGER

Sam Stein

ACCOUNTS SUPERVISOR

Rita Gomez

CHIEF BUYERAndras Schiff

SALES SUPERVISORSasha Savundra

RECRUITMENT AND TRAINING

OFFICERHugh Morton

ADMINISTRATIVE ASSISTANTSSam MckelvieJean Dinsmore

ADMINISTRATIVE ASSISTANT

Peter Gallacher

ADMINISTRATIVE ASSISTANTSFran McGhee

Susan Thomson

ADMINISTRATIVE ASSISTANTTina Vettese

(a) State the Job Title of the person with overall responsibility for the firm.

_____________________________________________________________________________ KU1

(b) Peter Gallacher needs help with an urgent order, but Andras Schiff is unavailable. What should Peter do?

Peter Gallacher should __________________________________________________________

_____________________________________________________________________________ PS1

(c) How many staff report directly to the Chief Executive, Tom Patterson?

____________________________________________________________________________ KU1

(d) Fiona Bell would like Sam McKelvie of the Finance Department to carry out some work for her. Whom should Fiona approach to arrange this?

Fiona should _________________________________________________________________

____________________________________________________________________________ PS1

Unit 1a – Organisation of Departments Page 7

Area of Study 1: Administrative Support Unit 1 – Introduction to Business Organisations

2009 General Question 3

(a) Describe 2 uses of an organisation chart for employees.

1 _________________________________________________________________

___________________________________________________________________

2 _________________________________________________________________

___________________________________________________________________ KU2

(b) Name the term which means “the way in which instructions are passed down”.

___________________________________________________________________ KU1

(c) Identify one advantage and one disadvantage of a flat management structure.

Advantage _________________________________________________________

___________________________________________________________________

___________________________________________________________________

Disadvantage _______________________________________________________

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___________________________________________________________________ KU2

2008 General Question 16

(a) Using the above organisation chart, identify 2 promoted members of staff who have the same level of responsibility.

____________________________________________________________________________

Unit 1a – Organisation of Departments Page 8

Area of Study 1: Administrative Support Unit 1 – Introduction to Business Organisations

____________________________________________________________________________ KU1

(b) Using this organisation chart, give an example of 2 members of staff who have a line relationship.

____________________________________________________________________________

____________________________________________________________________________ KU1

(c) What is meant by the term “span of control”?

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____________________________________________________________________________ KU1

2007 General Question 4

(a) Describe one advantage of a tall organisational structure.

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____________________________________________________________________________ KU1

(b) Describe one disadvantage of a tall organisational structure.

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____________________________________________________________________________ KU1

(c) Explain what is meant by the term lateral relationship.

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____________________________________________________________________________ KU1

(d) Describe one disadvantage of using an organisation chart.

____________________________________________________________________________

____________________________________________________________________________ KU1

2006 General Question 1

Interior Design Ltd is located in Edinburgh and supplies soft furnishings to the whole of the UK.

(b) Explain the following terms.

Unit 1a – Organisation of Departments Page 9

Area of Study 1: Administrative Support Unit 1 – Introduction to Business Organisations

(i) Chain of Command ____________________________________________________

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_______________________________________________________________________

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(ii) Level of Responsibility ________________________________________________

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_______________________________________________________________________

_______________________________________________________________________ KU2

Unit 1a – Organisation of Departments Page 10

Area of Study 1: Administrative Support Unit 1 – Introduction to Business Organisations

2005 General Question 14

Phyllis MacLeod, an Administration Assistant within BH Enterprises, has prepared an organisation chart to be displayed in the reception area.

Explain one advantage to an employee and one advantage to a visitor of preparing an organisation chart.

You should give a different advantage for each.

Advantage to an employee

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

Advantage to a visitor

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________KU2

Unit 1a – Organisation of Departments Page 11

Area of Study 1: Administrative Support Unit 1 – Introduction to Business Organisations

2004 General Question 12

(a) Explain clearly 2 advantages of a flat organisational structure.

1 ___________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

2 ___________________________________________________________________________

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_____________________________________________________________________________KU2

(b) Explain clearly 2 disadvantages of a flat organisational structure.

1 ___________________________________________________________________________

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_____________________________________________________________________________

_____________________________________________________________________________

2 ___________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________KU2

Unit 1a – Organisation of Departments Page 12

Area of Study 1: Administrative Support Unit 1 – Introduction to Business Organisations

2003 General Question 5

The organisation chart of Ballantyne Computers is shown on the next page.

(a) What business term describes the relationship between Peta Bee and Andrew Parslow?

____________________________________________________________________________ KU1

(c) Suggest 2 ways in which the organisation chart of Ballantyne Computers may be helpful to a new employee.

1 __________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

2 __________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________ KU2 (d) Explain what is meant by the “chain of command”.

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________ KU1

Unit 1a – Organisation of Departments Page 13

Area of Study 1: Administrative Support Unit 1 – Introduction to Business Organisations

BALLANTYNE COMPUTERS

Managing DirectorPhilip Harland

Admin Services Sales and Marketing Purchases Finance ServicesManager Manager Manager Manager

Rosie Norris Bob Wischnia Peta Bee Andrew Parslow

ICT Admin Sales Marketing Purchases Accounts WagesSupervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor

Claudia Malley Clare Thomson Steve Smythe Oliver Roberts Emma Litterick Rob Spedding Ian Benskin

IT Support Admin Sales Sales Marketing Buyer Stock Accounts WagesTechnician Assistant Rep Rep Assistant Controller Assistant ClerkJill Jefcoate John Halstead Greg Garrod Tony Howley Marty Haines Luke CunliffeFrank Thompson Tracey Vaughan Jack Daniels

Unit 1a – Organisation of Departments Page 14

Area of Study 1: Administrative Support Unit 1 – Introduction to Business Organisations

2009 Credit Question 1

(b) Suggest 2 possible benefits to an organisation of delayering.

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________KU2

2008 Credit Question 1

(a) The following is a section of the organisation chart of The Escada Corporation

Identify 2 types of relationship shown, giving examples from the chart to support your answer.

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____________________________________________________________________________

____________________________________________________________________________

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____________________________________________________________________________Unit 1a – Organisation of Departments Page 15

Area of Study 1: Administrative Support Unit 1 – Introduction to Business Organisations

____________________________________________________________________________

____________________________________________________________________________ KU4

2007 Credit Question 9

Below is the Organisation Chart of Carduelis plc.

CARDUELIS PLCBOARD OF DIRECTORS

GENERAL MANAGER

MANAGER HUMAN

RESOURCES

MANAGERFINANCE

MANAGERPURCHASES

MANAGERSALES &

MARKETING

Assistant ManagerTraining & Development

Assistant ManagerHealth & Safety

Assistant Manager

Assistant Manager

Assistant Manager

Assistant Manager

Admin Assistant

Admin Assistant

Admin Assistant

Admin Assistant

Admin Assistant

Admin Assistant

At a recent Board Meeting, the Directors decided to centralise the administrative support function and to relocate the 6 admin assistants. The Directors appoint Hollie Shaw as the Administration Manager and Grant Mason as her Assistant Manager. Grant will be responsible for the admin assistants in the new department.

(a) Draw only that part of the organisation chart that will illustrate the administrative support function. PS3

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

(b) What effects will this restructuring have on the promoted members of staff?

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________Unit 1a – Organisation of Departments Page 16

Area of Study 1: Administrative Support Unit 1 – Introduction to Business Organisations

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________KU3

(c) Explain the advantages and disadvantages to other departments as a

result of centralising the administrative support function.

____________________________________________________________________________

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____________________________________________________________________________

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____________________________________________________________________________

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____________________________________________________________________________

____________________________________________________________________________

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____________________________________________________________________________ KU5

Credit 2005 Question 3

(a) Microtech Ltd specialises in the manufacture of laptop computers. There has been a recent fall in demand for its products worldwide.

As a result, staff wages are too high in relation to sales.

Recommend 2 ways in which Microtech Ltd could be re-organised to solve this problem. Justify your answers.

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

Unit 1a – Organisation of Departments Page 17

Area of Study 1: Administrative Support Unit 1 – Introduction to Business Organisations

_____________________________________________________________________________

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_____________________________________________________________________________ PS4

2004 Credit Question 2

(b) Describe 2 effects that restructuring may have on an organisation.

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_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________KU2

(c) Justify the use of an organisation chart to a firm following restructuring.

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_____________________________________________________________________________KU2

2003 Credit Question 3a

Explain the benefits to an organisation of having a centralised filing system.

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_________________________________________________________________________________

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_________________________________________________________________________________

_________________________________________________________________________________KU4

Unit 1a – Organisation of Departments Page 18

Area of Study 1: Administrative Support Unit 1 – Introduction to Business Organisations

2003 Credit Question 6

(a) Maddie Morrison is General Manager of Ideal Software Ltd. The firm has recently experienced the following problems.

(i) Communication has become difficult between different levels of staff.

(ii) A number of staff have complained that their jobs are boring due to lack of variety.

Suggest and justify how a change of structure within the organisation could solve these problems. PS4

Unit 1a – Organisation of Departments Page 19