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Unit 1b

Unit 1b






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    Unit 1b Unit 1b Presentation Transcript

    • 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 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.
    • 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