Unit 1b

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Unit 1b

  1. 1. Unit 1b Functions of Departments
  2. 2. Aims of the Lesson 1 <ul><li>To introduce what a functional area is </li></ul><ul><li>To discuss the main functional areas you would find in an organisation </li></ul><ul><li>In pairs discuss the different tasks that would be carried out in each department </li></ul>
  3. 3. Functional Area <ul><li>Organisations are split up into functional areas where people with the same skills are placed in the same department </li></ul><ul><li>Why </li></ul><ul><ul><ul><li>It makes it easier to manage the company </li></ul></ul></ul><ul><ul><ul><li>It is easier to make decisions </li></ul></ul></ul><ul><ul><ul><li>The company works more effectively </li></ul></ul></ul>
  4. 4. Functional Areas <ul><li>Large organisations can be split up into the following functional areas: </li></ul><ul><ul><li>Sales and Marketing </li></ul></ul><ul><ul><li>Finance </li></ul></ul><ul><ul><li>Human Resources </li></ul></ul><ul><ul><li>Purchases </li></ul></ul><ul><li>I want you (in pairs) to list the activities each department would carry out in an organisation </li></ul>
  5. 5. Sales and Marketing Department <ul><li>Telesales (phoning people to sell) </li></ul><ul><li>Sending catalogues </li></ul><ul><li>Email people offers </li></ul><ul><li>Design adverts </li></ul><ul><li>Attract customers </li></ul><ul><li>Target who they are going to sell to </li></ul><ul><li>Design products </li></ul><ul><li>Conduct survey </li></ul><ul><li>Run product trials </li></ul>
  6. 6. Finance Department <ul><li>Sign cheques </li></ul><ul><li>Money issues!! </li></ul><ul><li>Pay employees </li></ul><ul><li>Sort out and pay insurance </li></ul><ul><li>Calculate profit or loss (produce accounts) </li></ul><ul><li>Presentations to directors on company performance </li></ul><ul><li>Pay suppliers </li></ul>
  7. 7. Human Resource Department <ul><li>Discipline staff </li></ul><ul><li>Health and safety </li></ul><ul><li>Recruitment </li></ul><ul><li>Training staff </li></ul><ul><li>Keep staff records </li></ul><ul><li>Interview candidates </li></ul><ul><li>Advertise jobs </li></ul><ul><li>Maintain staff manuals </li></ul>
  8. 8. Purchases Department <ul><li>Order catalogues </li></ul><ul><li>Buy stock </li></ul><ul><li>Send back faulty goods </li></ul><ul><li>Go to supplier meetings </li></ul><ul><li>Deal with deliveries </li></ul><ul><li>Keep stock records </li></ul>
  9. 9. Aims of the Lesson 2 <ul><li>Last Lesson </li></ul><ul><li>To introduce what a functional area is </li></ul><ul><li>To discuss the main functional areas you would find in an organisation </li></ul><ul><li>In pairs discuss the different tasks that would be carried out in each department </li></ul><ul><li>Today’s Lesson </li></ul><ul><li>To discuss different job types </li></ul><ul><li>Job Specification and Person Specification </li></ul>
  10. 10. Job Titles in Departments <ul><li>Purchases </li></ul><ul><ul><li>Purchasing Director </li></ul></ul><ul><ul><li>Purchasing Manager </li></ul></ul><ul><ul><li>Stock Controller </li></ul></ul><ul><ul><li>Quality Controller </li></ul></ul><ul><ul><li>Buyer </li></ul></ul><ul><ul><li>Warehouse Supervisor </li></ul></ul><ul><li>Human Resources </li></ul><ul><ul><li>HR Manager </li></ul></ul><ul><ul><li>HR Director </li></ul></ul><ul><ul><li>Recruitment Manager </li></ul></ul><ul><ul><li>Training Officer </li></ul></ul><ul><ul><li>Health and Safety Assistant </li></ul></ul><ul><ul><li>Health and Safety Manager </li></ul></ul><ul><ul><li>Health and Safety Officer </li></ul></ul><ul><ul><li>Trainer </li></ul></ul>
  11. 11. Job Titles in Departments <ul><li>Sales </li></ul><ul><ul><li>Sales Director </li></ul></ul><ul><ul><li>Sales Manager </li></ul></ul><ul><ul><li>Sales Assistant </li></ul></ul><ul><ul><li>Marketing Assistant </li></ul></ul><ul><ul><li>Sales Exec </li></ul></ul><ul><ul><li>Sales Representative </li></ul></ul><ul><ul><li>Advertising Manager </li></ul></ul><ul><ul><li>Telesales </li></ul></ul><ul><li>Finance </li></ul><ul><ul><li>Accounts Clerk </li></ul></ul><ul><ul><li>Financial Accountant </li></ul></ul><ul><ul><li>Accounts Assistant </li></ul></ul><ul><ul><li>Credit Controller </li></ul></ul><ul><ul><li>Finance Director </li></ul></ul><ul><ul><li>Invoice Clerk </li></ul></ul><ul><ul><li>Management Accountant </li></ul></ul><ul><ul><li>Chief Accountant </li></ul></ul>
  12. 12. Aims of the Lesson 2 <ul><li>Last Lessons </li></ul><ul><li>To introduce what a functional area is </li></ul><ul><li>Main functional areas </li></ul><ul><ul><li>Sales </li></ul></ul><ul><ul><li>Finance </li></ul></ul><ul><ul><li>Human Resources </li></ul></ul><ul><ul><li>Purchases </li></ul></ul><ul><li>Job types in each department </li></ul><ul><li>Today’s Lesson </li></ul><ul><li>Computing Services / Administration Department </li></ul>
  13. 13. Computing Services Department <ul><li>Departmental Tasks </li></ul><ul><ul><li>Fix computer faults </li></ul></ul><ul><ul><li>Set up user accounts </li></ul></ul><ul><ul><li>Courses on computers </li></ul></ul><ul><ul><li>Advice on hardware purchases </li></ul></ul><ul><ul><li>Discipline/remove users </li></ul></ul><ul><ul><li>Install software </li></ul></ul><ul><li>Job Titles </li></ul><ul><ul><li>Computing services Director </li></ul></ul><ul><ul><li>Computing services manager </li></ul></ul><ul><ul><li>Data Processing manager </li></ul></ul><ul><ul><li>Data Analyst </li></ul></ul><ul><ul><li>Programmer </li></ul></ul><ul><ul><li>IT Support Technician </li></ul></ul><ul><ul><li>Help Desk Operator </li></ul></ul>
  14. 14. Administration Department <ul><li>Departmental Tasks </li></ul><ul><ul><li>Write letters and memos </li></ul></ul><ul><ul><li>Answer phones / direct calls </li></ul></ul><ul><ul><li>Keep a sign in book </li></ul></ul><ul><ul><li>Keep record of staff attendance </li></ul></ul><ul><ul><li>Photocopying + Laminating </li></ul></ul><ul><ul><li>Send emails + letters </li></ul></ul><ul><li>Job Titles </li></ul><ul><ul><li>Admin Director </li></ul></ul><ul><ul><li>Admin Manager </li></ul></ul><ul><ul><li>Office Manager </li></ul></ul><ul><ul><li>Admin Supervisor </li></ul></ul><ul><ul><li>Mailroom Assistant </li></ul></ul><ul><ul><li>Receptionist </li></ul></ul><ul><ul><li>Switchboard Operator </li></ul></ul>
  15. 15. Job Description/Person Specification <ul><li>Job Description </li></ul><ul><ul><li>Basic information about the job, for example, the salary, job title and description of duties and responsibilities </li></ul></ul><ul><li>Person Specification </li></ul><ul><ul><li>Info on the type of person required, for example, qualifications, experience, skills and qualities </li></ul></ul>
  16. 16. Aims of the Lesson 3 <ul><li>Last Lessons </li></ul><ul><li>To introduce what a functional area is </li></ul><ul><li>Main functional areas </li></ul><ul><ul><li>Sales </li></ul></ul><ul><ul><li>Finance </li></ul></ul><ul><ul><li>Human Resources </li></ul></ul><ul><ul><li>Purchases </li></ul></ul><ul><li>Job types in each department </li></ul><ul><li>Computing Services / Administration Department </li></ul><ul><li>Today’s Lesson </li></ul><ul><li>Documents in Purchases, Sales and Finance department </li></ul>
  17. 17. Documents in the Purchases Dept <ul><li>Requisition Form </li></ul><ul><ul><li>This is a document that is filled out and sent to the Buyers in the Purchasing Dept identifying what needs to be bought </li></ul></ul><ul><li>Order Form </li></ul><ul><ul><li>After the Buyers know what is needed and have found a suitable supplier, they will complete an Order Form </li></ul></ul>
  18. 18. Aims of the Lesson 4 <ul><li>Last Lessons </li></ul><ul><li>To introduce what a functional area is </li></ul><ul><li>Main functional areas </li></ul><ul><ul><li>Sales </li></ul></ul><ul><ul><li>Finance </li></ul></ul><ul><ul><li>Human Resources </li></ul></ul><ul><ul><li>Purchases </li></ul></ul><ul><li>Job types in each department </li></ul><ul><li>Computing Services / Administration Department </li></ul><ul><li>Documents in the Purchases department </li></ul><ul><li>Today’s Lesson </li></ul><ul><li>Documents in the Sales and Finance department </li></ul>
  19. 19. Documents in the Sales Dept <ul><li>Invoice </li></ul><ul><ul><li>An invoice is a receipt for something that has been ordered </li></ul></ul><ul><ul><li>It shows </li></ul></ul><ul><ul><ul><li>the details of which items have been ordered; </li></ul></ul></ul><ul><ul><ul><li>how much the items wanted will cost; </li></ul></ul></ul><ul><ul><ul><li>when the items ordered should be delivered; </li></ul></ul></ul><ul><ul><li>When an invoice is complete it is sent with the ordered goods to the customer. </li></ul></ul>
  20. 20. Documents in the Finance Dept <ul><li>Credit Note </li></ul><ul><ul><li>This is a document that records any refunds given for things bought on credit. </li></ul></ul><ul><ul><li>The credit note will be sent to the Purchases Department of the customer getting the refund. </li></ul></ul><ul><li>Statement </li></ul><ul><ul><li>A Statement is a document that shows: </li></ul></ul><ul><ul><ul><li>what has been bought; </li></ul></ul></ul><ul><ul><ul><li>any refunds or payments; </li></ul></ul></ul><ul><ul><ul><li>the amount still to be paid. </li></ul></ul></ul>

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