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Unit 1b


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Unit 1b

  1. 1. Standard Grade Administration Functions of Departments Unit 1b
  2. 2. A well organised business must have? <ul><li>Employees who communicate well with one and other. </li></ul><ul><li>Employees who are organised. </li></ul>
  3. 3. <ul><li>Businesses are organised into FUNCTIONAL departments within an organisation. </li></ul><ul><li>The FUNCTIONAL areas are: </li></ul><ul><li>Sales </li></ul><ul><li>Finance </li></ul><ul><li>Purchases </li></ul><ul><li>Human Resources </li></ul><ul><li>Computer Services </li></ul><ul><li>Administration. </li></ul>How are Businesses Organised?
  4. 4. Why do departments need to communicate? <ul><li>In order for information to flow within the organisation. </li></ul><ul><li>Without communication a business may not be effective. </li></ul><ul><li>Communications are vital in any business. </li></ul>
  5. 5. The Roles of Functional Departments <ul><li>To Collect Information </li></ul><ul><li>To Process Information </li></ul><ul><li>To Transmit Information </li></ul>
  6. 6. What do the Sales & Marketing Department do? <ul><li>The main role is to sell what the organisation </li></ul><ul><li>makes. Specific duties include: </li></ul><ul><li>Deal with customers. </li></ul><ul><li>Undertake market research and analyse results. </li></ul><ul><li>Send out information to customers e.g. catalogues and price lists. </li></ul><ul><li>Making-up adverts. </li></ul><ul><li>Dealing with customer complaints. </li></ul><ul><li>Taking customer orders. </li></ul>
  7. 7. Who works in the Sales & Marketing Department? <ul><li>Sales Manager. </li></ul><ul><li>Advertising Manager. </li></ul><ul><li>Market Research Assistant. </li></ul><ul><li>Sales Supervisor. </li></ul><ul><li>Sales and Marketing </li></ul><ul><li>Administration Assistant. </li></ul>
  8. 8. What documents would be used in the Sales & Marketing Department? <ul><li>Purchase Order Form – this will be received when a customer sends in an order so the organisation knows what goods to send to them. </li></ul><ul><li>Quotation Form – when a customer asks for a product quote we would sent out a quotation. </li></ul>
  9. 9. What does the Finance Department do? <ul><li>The main role is to deal with the money coming </li></ul><ul><li>into and going out of the organisation. Specific </li></ul><ul><li>duties include: </li></ul><ul><li>Prepare financial accounts. </li></ul><ul><li>Pay cheques to suppliers. </li></ul><ul><li>Receive payments from customers. </li></ul><ul><li>Calculating wages. </li></ul><ul><li>Preparing invoices and credit notes. </li></ul><ul><li>Sending out monthly statements. </li></ul>
  10. 10. Who works in the Finance Department? <ul><li>Finance Manager. </li></ul><ul><li>Accountant. </li></ul><ul><li>Wages Clerk. </li></ul><ul><li>Credit Controller. </li></ul><ul><li>Finance Department </li></ul><ul><li>Administration Assistant. </li></ul>
  11. 11. What documents would be used in the Finance Department? <ul><li>Invoice: A document sent with an order to a customer to let them know how much they are due to the organisation. </li></ul><ul><li>Credit note: A document sent to a customer when they return goods back to the organisation when they are faulty. </li></ul><ul><li>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. </li></ul>
  12. 12. What do the Purchases Department do? <ul><li>Their main role is to purchases and store </li></ul><ul><li>stock for the organisation. Specific duties </li></ul><ul><li>include: </li></ul><ul><li>Storing stock in the warehouse. </li></ul><ul><li>Keeping stock records. </li></ul><ul><li>Preparing purchase orders for new stock. </li></ul><ul><li>Checking stock received against the delivery note. </li></ul>
  13. 13. Who works in the Purchases Department? <ul><li>Purchases Manager. </li></ul><ul><li>Buyer. </li></ul><ul><li>Stock Controller. </li></ul><ul><li>Warehouse Manager. </li></ul><ul><li>Purchases Administration Assistant. </li></ul>
  14. 14. What documents would be used in the Purchase Department? <ul><li>Purchase Order Form: This document is completed when the organisation wants to purchase goods from their supplier. </li></ul><ul><li>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 . </li></ul>
  15. 15. What do the Human Resources Department do? <ul><li>Their main role is to deal with all issues that </li></ul><ul><li>relate to workers or staff in an organisation. </li></ul><ul><li>Specific duties include: </li></ul><ul><li>Training staff. </li></ul><ul><li>Recruiting new staff. </li></ul><ul><li>Keeping staff records up to date. </li></ul><ul><li>Carry out job interviews. </li></ul><ul><li>Disciplining staff. </li></ul><ul><li>Keeping legislation up to date. </li></ul>
  16. 16. Who works in the Human Resources Department? <ul><li>Human Resources Manager. </li></ul><ul><li>Employee Relations Officer. </li></ul><ul><li>Training Manager. </li></ul><ul><li>Health & Safety Officer. </li></ul><ul><li>Human Resources Administration Assistant. </li></ul>
  17. 17. What documents would be used in the Human Resources Department? <ul><li>Job Description: This document describes the main tasks and duties that will be undertaken in a job. </li></ul><ul><li>Person Specification: This document describes the main qualities and characteristics. E.g. ICT Skills, confidence needed by an employee for a particular job. </li></ul>
  18. 18. What do the Computer Services Department do? <ul><li>Their main function is to deal with all the </li></ul><ul><li>organisations Information Communication </li></ul><ul><li>Technology (ICT) facilities. Specific duties include: </li></ul><ul><li>Managing the organisations computer network. </li></ul><ul><li>Repairing any software, hardware and network faults. </li></ul><ul><li>Testing computer hardware. </li></ul><ul><li>Purchasing new computer equipment. </li></ul>
  19. 19. Who works in the Computer Services Department? <ul><li>Computer Services Manager. </li></ul><ul><li>IT Support Technician. </li></ul><ul><li>Programmer. </li></ul><ul><li>Computer Services Administration Assistant. </li></ul>
  20. 20. What do the Administration Department do? <ul><li>Administration support e.g. keyboarding, filing, databases, spreadsheets etc. </li></ul><ul><li>Mail handling - both internal and external. </li></ul><ul><li>Reception duties. </li></ul><ul><li>Petty cash. </li></ul><ul><li>Making travel arrangements. </li></ul><ul><li>Purchase small items of stationery. </li></ul><ul><li>Reprographics. </li></ul>
  21. 21. Who works in the Administration Department? <ul><li>Administration Manager </li></ul><ul><li>Receptionist </li></ul><ul><li>Switchboard Operator </li></ul><ul><li>Reprographics staff </li></ul><ul><li>Mail Room staff </li></ul><ul><li>Computer Operators </li></ul>