Functions of Departments

1
Functions of Departments

• Unit 1b

2
How are Businesses Organised

• A well run business must have
• employees who are organised
• employees who communicate with each other
• Organisations are divided into functional
  departments such as
• Sales
• Finance
• Purchases
• Personnel/Human Resources

3
Why Must Departments Communicate

• In order for information to flow within the
  organisation
• Without communication a business is not effective
• Communications are vital in a business

4
Roles of Functional Departments

• Departments must
• Collect Information data received
• Process Information data is dealt with
• Transmit Information send data to many people

5
What does the Sales Department Do

• Deals with customer orders
• May also include the marketing department
• Makes sure customers know about products
• Try and persuade customers to buy goods.

6
Members of Staff

• Sales Manager
• Sales Representatives
• Customer service assistants
• Administration assistants
• Market research personnel

7
Activities of Sales Staff

• Respond to customer enquires eg letters, faxes,
  telephone calls.
• Send out information to customers eg price lists,
  catalogues, quotations.
• Visit customers
• Process customer orders
• Deal with customer complaints

8
Activities of Marketing Staff

• Carry out market research eg telesales etc
• Arrange publicity eg newspaper adverts, flyers etc

9
Members of Staff Finance Department

• Finance Manager
• Financial Accountant
• Management Accountant
• Accounts Assistant
• Invoice Supervisor
• Invoice Processors
• Wages Assistant
• Admin Assistants

10
Activities of Finance Department

• Check invoices and statements received from
  suppliers
• Prepare checks to be sent to suppliers
• Prepare invoices, credit notes and statements to
  be sent to customers
• Pay in cash and cheques received from customers
• Calculate wages
• Prepare final accounts Trading, PL Accounts,
  Balance Sheet

11
Members of Staff Personnel Department

• Human Resources/Personnel Manager
• Training Officer
• Health and Safety Officer
• Careers Officer
• Admin Assistants

12
Activities of Personnel Department

• Advertise jobs when they become available
• Prepare job descriptions
• Prepare and send application forms
• Collect application forms or CVs from people
  applying for jobs
• Prepare a short list of applicants to interview

13
Activities of Personnel Dept cont

• Interview applicants for jobs
• Give feedback to candidates on their interviews
• Prepare contracts of employment for new employees
• Keep records of employee details
• Keep records of staff holidays and sickness

14
Activities of Personnel Dept cont

• Keep records of any accidents
• Deal with disciplinary procedures
• Make sure organisation works within government
  legislation
• Make sure that the organisation looks after the
  health and safety of its staff.

15
Members of Staff Purchases Department

• Purchasing Manager
• Stock Controller
• Quality Controller
• Buyers

16
Activities of the Purchasing Department

• Obtain catalogues and price lists from suppliers
• Deal with purchase requests from other department
• Agree purchase prices and credit terms with
  suppliers
• Place orders with suppliers
• Keep records of purchases and deliveries

17
Activities of the Purchasing Department (2)

• Receive and check deliveries of products against
  delivery notes
• Keep accurate stock records including re-ordering
  of stock
• Check invoices received with deliveries
• Attend launches of new products and exhibitions
  organised by suppliers

18
When Are More Functional Departments Needed

• When organisations grow in size
• When communicating easily becomes a problem
• The larger the organisation becomes the more
  people are employed this could lead to more
  functional departments being created

19
A Small Organisation
20
A Small Organisation

• 4 functional departments and a small workforce
• No Computer Cervices Department support
  provided from within or bought in
• No Administration Support Department this would
  be provided by employees within the department

21
A Large Organisation
22
The Large Organisation

• Has 6 Functional Departments
• Has more employees
• A separate Computer Services Department
• A separate Administrative Support Department

23
Members of Staff Computer Services Department

• Computer Services Manager
• Help Desk Operators
• Computer Technicians
• Programmers

24
Activities of Computer Services Department

• Install new software
• Make sure licences are stored safely and are
  up-to-date
• Maintain Computer Equipment
• Respond to problems/queries
• Deal with staff training
• Create and issue user IDs and passwords
• Create and set up network space for staff/users

25
Members of Staff Administration Support
Department

• Admin Manager
• Receptionist
• Switchboard Operator
• Reprographics staff
• Mail room staff
• Computer operators

26
Activities of Administration Support Department

• Admin support eg Keyboarding, filing, databases
  etc
• Mail handling both Internal and external
• Reception duties
• Petty Cash
• Purchase small items of stationery