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Standard Grade Administration - Functions of Departments

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Standard Grade Administration - Functions of Departments

  1. 1. Introduction to Business Organisations Key Functions of Departments within an Organisation Standard Grade Administration
  2. 2. HOW ARE BUSINESSES ORGANISED? <ul><li>Organisations are divided into 4 key areas or departments such as: </li></ul><ul><li>These are known as functional areas </li></ul>Employees working in each of these departments have specific jobs to do. Each department is responsible for a different area of the business. Finance Sales Purchases Personne l
  3. 3. Purchases Department The purchases department is involved in BUYING – Raw Materials, Goods for Resale and Equipment <ul><li>If an organisation makes its own products there may also be an Operations (or Production) Department. </li></ul><ul><li>What do staff do in the purchases/operations department? </li></ul><ul><li>Collect & process purchase requests from other departments </li></ul><ul><li>Obtain catalogues & price lists from suppliers </li></ul><ul><li>Place orders with suppliers and arrange delivery dates </li></ul><ul><li>Keep records of orders placed </li></ul><ul><li>Receive and check deliveries of goods against orders </li></ul><ul><li>Keep accurate stock records </li></ul>
  4. 4. Key Members of Staff in the Purchases Department: <ul><li>Checks the quality of the goods being made and sold </li></ul>Quality Controller <ul><li>Collects purchase requests from departments </li></ul><ul><li>Key in letters to suppliers </li></ul>Admin Assistant <ul><li>Keeps accurate stock records </li></ul><ul><li>Will re-order stock when necessary </li></ul>Stock Controller <ul><li>Responsible for the main purchasing decisions </li></ul>Chief Buyer <ul><li>In charge of the department, supervises staff </li></ul><ul><li>Reports to the Managing Director </li></ul>Purchases Manager Main Duties Job Title
  5. 5. Human Resources Department The Human Resources department deals with the people side of the business. It is sometimes referred to as the ‘Personnel’ department. <ul><li>What do staff do in the Human Resources department? </li></ul><ul><li>Deal with RECRUITMENT – prepare job descriptions, person specifications, advertise job vacancies, collect job application forms from people looking for work, interview and select employees </li></ul><ul><li>Prepare CONTRACTS OF EMPLOYMENT, and keep employee records up to date </li></ul><ul><li>Deal with staff holidays, absenteeism, discipline matters, staff welfare and staff training </li></ul><ul><li>Make sure that the organisation is following the law – minimum wage act, sex discrimination act etc </li></ul><ul><li>Ensures the health and safety of employees </li></ul>
  6. 6. Key Members of Staff in the Human Resources Department: <ul><li>Keeps records of accident reports and records </li></ul>Health and Safety Officer/Assistant <ul><li>Maintains and updates the staff records/database </li></ul><ul><li>Keys in letters to successful/unsuccessful job applicants </li></ul>Admin Assistant <ul><li>Organises training courses – Induction training, On the job and off the job training </li></ul>Training Officer <ul><li>Advertising job vacancies </li></ul><ul><li>Sending out application forms to applicants </li></ul>Recruitment Assistant <ul><li>In charge of the department, supervises staff </li></ul><ul><li>Reports to the Managing Director </li></ul><ul><li>Undertakes job grading, staff appraisal etc </li></ul>Human Resources Manager Main Duties Job Title
  7. 7. Finance Department <ul><li>The Finance department deals with the MONEY side of the business </li></ul><ul><li>What do staff do in the Finance department? </li></ul><ul><li>Check invoices, credit notes and statements received from suppliers </li></ul><ul><li>Prepare cheques to be sent to suppliers </li></ul><ul><li>Prepare invoices to be sent to customers </li></ul><ul><li>Prepare and analyse the Final Accounts (Trading and Profit & Loss Account and Balance Sheet) </li></ul><ul><li>Calculate wages and prepare payslips for employees </li></ul><ul><li>Complete tax returns </li></ul>INVOICE – the bill that is sent to a customer who has bought goods on credit. It shows the customer the amount of money they owe CREDIT NOTE – When a customer returns (faulty) goods, they receive a credit note showing the value of the goods returned and why they were returned STATEMENT – Informs the customer of the balance on their account plus any transactions that have taken place during the month
  8. 8. Key Members of Staff in the Finance Department: <ul><li>Calculates wages and prepares payslips </li></ul>Wages/Payroll Assistant <ul><li>Prepares invoices, credit notes etc to be sent to customers </li></ul>Admin Assistant <ul><li>Banks cash and cheques received from customers </li></ul>Accounts Assistant <ul><li>Prepares budgets (estimates of future income and expenditure) </li></ul>Management Accountant <ul><li>Prepares and analyses the Final Accounts </li></ul>Financial Accountant <ul><li>In charge of the department, supervises staff </li></ul><ul><li>Reports to the Managing Director </li></ul>Finance Manager Main Duties Job Title
  9. 9. Sales & Marketing Department <ul><li>What do staff do in the Sales & Marketing department? </li></ul><ul><li>Respond to customer enquiries, eg letters, faxes, telephone calls </li></ul><ul><li>Send out information to customers – price lists, catalogues, quotations, order forms etc </li></ul><ul><li>Visit customers in their offices to make sales </li></ul><ul><li>Deal with customer orders and complaints </li></ul><ul><li>Carry out market research (a way of finding out what people want) </li></ul><ul><li>Prepare advertising/promotional material </li></ul>The main role of the Sales department is to deal with customer orders . The marketing function is to find out what customers want – products, prices etc and advertise the products.
  10. 10. Key Members of Staff in the Sales/Marketing Department: <ul><li>Prepares sales lists, sends out catalogues to customers </li></ul>Admin Assistant <ul><li>Deals with customer enquiries </li></ul><ul><li>Deals with customer complaints </li></ul>Customer Service Assistant <ul><li>Prepares advertising campaigns and publicity material </li></ul>Marketing Assistant <ul><li>Prepares and conducts consumer surveys, questionnaires etc </li></ul>Market Research Assistant <ul><li>Visits customers to make sales </li></ul>Sales Representative <ul><li>In charge of the department, supervises staff </li></ul><ul><li>Reports to the Managing Director </li></ul>Sales Manager Main Duties Job Title
  11. 11. Computer Services Department <ul><li>What is the purpose of the computing services department? </li></ul><ul><li>Install new software </li></ul><ul><li>Maintain computer equipment </li></ul><ul><li>Deal with training staff how to use new software/equipment </li></ul><ul><li>Create & Issue user ID’s and passwords </li></ul><ul><li>Staff involved in the Computer Services Department include: </li></ul><ul><li>Computer Programmers </li></ul><ul><li>Help Desk Operators </li></ul><ul><li>Computer technicians </li></ul>
  12. 12. Administrative Support An Administrative Support department provides the following type of support to the WHOLE organisation: Administration Support Department Keyboarding, sending/receiving emails/faxes, filing etc Reprographics Mail Handling Reception Duties Petty Cash and the purchase of small items
  13. 13. Centralised Administrative Support Departments – the advantages  Departmental tasks are not being interrupted by photocopying etc. Tasks such as filing, photocopying etc can be carried out by specialist admin staff allowing departmental staff to continue with their work  Noisy equipment such as photocopiers can all be kept in the one area away from members of staff  Staff will be specially trained to carry out the tasks and they will know how to use the equipment correctly. This saves money on training other members of staff.

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