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Unit 1b

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  • 1. Standard Grade Administration Functions of Departments Unit 1b
  • 2. A well organised business must have?
    • Employees who communicate well with one and other.
    • Employees who are organised.
  • 3.
    • 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?
  • 4. 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.
  • 5. The Roles of Functional Departments
    • To Collect Information
    • To Process Information
    • To Transmit Information
  • 6. 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.
  • 7. Who works in the Sales & Marketing Department?
    • Sales Manager.
    • Advertising Manager.
    • Market Research Assistant.
    • Sales Supervisor.
    • Sales and Marketing
    • Administration Assistant.
  • 8. 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.
  • 9. 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.
  • 10. Who works in the Finance Department?
    • Finance Manager.
    • Accountant.
    • Wages Clerk.
    • Credit Controller.
    • Finance Department
    • Administration Assistant.
  • 11. 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.
  • 12. What do the Purchases Department do?
    • Their main role is to purchases and store
    • stock 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.
  • 13. Who works in the Purchases Department?
    • Purchases Manager.
    • Buyer.
    • Stock Controller.
    • Warehouse Manager.
    • Purchases Administration Assistant.
  • 14. 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 .
  • 15. 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.
  • 16. Who works in the Human Resources Department?
    • Human Resources Manager.
    • Employee Relations Officer.
    • Training Manager.
    • Health & Safety Officer.
    • Human Resources Administration Assistant.
  • 17. 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.
  • 18. 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.
  • 19. Who works in the Computer Services Department?
    • Computer Services Manager.
    • IT Support Technician.
    • Programmer.
    • Computer Services Administration Assistant.
  • 20. 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.
  • 21. Who works in the Administration Department?
    • Administration Manager
    • Receptionist
    • Switchboard Operator
    • Reprographics staff
    • Mail Room staff
    • Computer Operators

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