This document provides an overview of the key functional departments in a business organization, including admin tasks of a junior admin assistant, the sales, purchases, finance, and human resources departments. It describes the main roles and activities of each department, common documents used, and important concepts. The sections aim to educate someone new to these departments on their purpose and how they operate.

1. Outcome 3Functional Departments Intermediate Administration 2 www.mrmcgowan.blogspot.com www.int2admin.blogspot.com

2. In this unit… ADMIN TASKS OF A JUNIOR ADMIN ASSISTANT THE SALES DEPARTMENT THE PURCHASES DEPARTMENT THE FINANCE DEPARTMENT THE HUMAN RESOURCES DEPARTMENT

3. ADMIN TASKS OF A JUNIOR ADMIN ASSISTANT

4. STARTER Recall your S4 Work Experience tasks and duties I’m going to round the class to share what you did and what you felt about it! 5 mins max

5. ADMIN TASKS OF A JUNIOR ADMIN ASSISTANT Mail Filing Reprographics Reception Organisation Charts

7. THE SALES DEPARTMENT

8. STARTER List the qualities you think a good salesperson needs 5 mins max

9. THE SALES DEPARTMENT Role of Sales Dept. is to sell the firm’s goods and services to customers Activities Dealing with customer complaints. Inform customers of new products/services. Processing customer orders. Creating a positive relationship with the customer. Advertising new products. Carrying out Sales Promotions to encourage new customers. Creating price lists/catalogues Carry out market research to find out customer needs and wants Develop new products

13. SALES DEPT. DOCUMENTS Letter enquiry Quote Price list Catalogue Order form Delivery Note Credit Note Invoice

14. QUICK QUESTION: What is meant by after-sales service?

15. THE CUSTOMER IS ALWAYS RIGHT! The Sales Team need to keep friendly with customers! They can do this by: Carry out market research to find out what the customer wants. Communicate regularly with the customer. Create a website which is up-dated regularly Listen to customers and alter products/services to make them better.

16. SALES DEPT. AND E-COMMERCEFEATURES OF A GOOD WEBSITE FOR CUSTOMERS Description and photos of products/services available Contact E-mail address On-line ordering system. Latest news section to inform customers Hyperlinks to relevant sites

17. Outcome 3 Booklet Answer Questions 1, 2, 4-5 20 mins max

18. HOMEWORK Complete Homework Piece 1 for:

19. THE PURCHASES DEPARTMENT

20. STARTER Write down 10 words that you associate with Purchasing 5 mins max

21. THE PURCHASES DEPARTMENT Role of Purchases Dept. is to buy in all materials for the firm. Activities Buy in raw materials for use in making products Buy in stationery for departments Storing stock in a secure environment

22. Suppliers Good suppliers Provide high quality raw materials/goods. Deliver the stock on time. Reliable! Set reasonable prices Offers trade credit. Are easily accessible. Poor Suppliers Raw materials may be of poor quality Mau fail to deliver raw materials on time Our reputation would suffer and customers could go elsewhere. Our firm could waste money

23. PURCHASE DEPT. DOCUMENTS

24. PURCHASE DEPT. DOCUMENTS Requisition Slip Letters of Enquiry Order Form Quotations

25. Outcome 3 Booklet Answer Questions 6,7,11 & 12 20 mins max

26. HOMEWORK Complete Homework Piece 2 for:

27. THE FINANCE DEPARTMENT

28. STARTER Define the following terms: Profit Debtors Creditors Assets Liabilities 10 mins max

29. THE FINANCE DEPARTMENT Role of Activities Prepare and present final accounts. Pay the bills for each Department. Pay employees’ wages

30. FINANCE DEPT. DOCUMENTS Bank Statement Trading, Profit and Loss Account Balance Sheet

31. QUICK QUESTION: Why are final accounts prepared?

32. More Finance Petty Cash Bank Reconciliation Cheques Debit/Credit Cards Paypal

33. QUICK QUESTION: What reasons can be given for cheques to ‘bounce’?

34. Outcome 3 Booklet Answer Questions 13-15 12 20 mins max

35. HOMEWORK Complete Homework Piece 3 for:

36. THE HUMAN RESOURCES DEPARTMENT

37. STARTER List the reasons why a job vacancy may come up 5 mins max

38. THE HUMAN RESOURCES DEPARTMENT Role of is HR to look after the welfare of the employees Activities Recruit and select best candidate for a new job. Organise staff training Ensure healthy and safety policy is followed

39. HR DEPT. DOCUMENTS Job Description Person Specification Application Form CV Training Request Form

40. Internal v External Recruitment Internal recruitment means that the employee already works within the organisation – receives a promotion. This is less expensive for the organisation because it is a quicker process and there is no need to spend money on induction training. External recruitment means that the successful candidate comes from out with the organisation. Although a more expensive method, there is greater opportunity for more ideas and new skills.

41. Selection Methods Interview Assessment Centre Reference

42. Training Methods On the job training Off the job training If the organisation purchases new equipment or software, then all employees will need to be trained in how to use it properly.  New employees need to be trained in how the organisation works: policies and procedures.

43. Outcome 3 Booklet Answer Questions 20 & 21 10 mins max

44. HOMEWORK Complete Homework Piece 4 for:

45. THE BIG INTERVIEW! You will now receive a recruitment pack for the position of Admin Assistant at the school. You need to create a CV You will then be invited for interview Some may be on the interview panel We will film the interview for feedback

46. Revision We will use: Directed study by the teacher Flashcards created on www.quizlet.com A revision PowerPoint exercise begun in class and completed at home Create your own personal mind maps Summarise and re-write your notes in different colours

47. You are now ready for:End of Unit Test! You will sit the test on: