Functions of Departments Unit 1b

How are Businesses Organised Organisations are divided into functional departments such as: Sales/Marketing Finance Purchases Personnel/Human Resources Administration Computing Services

A typical Organisation Chart

Levels of Authority Manager – is in charge of the department. Makes decisions, monitors and motivates staff and attends meetings with other department managers Supervisor – is appointed to keep a controlling watch over others. Liaises with manager about work to be done and checks their work. Organises rotas. Assistant – completes routine tasks allocated to them by senior staff. Answers telephone, photocopying, entering data, completing forms, filing etc

The Sales/ Marketing Department

What does the Sales/Marketing Department Do? This department tries to sell as many of the company products as possible. They produce catalogues and leaflets, visit customers, deal with product problems/complaints and do all the advertising of the company products

Members of Staff Sales Manager Customer service assistants Sales Representatives Administration assistants Market research personnel

Sales Dept tasks JOB TYPES OF JOBS THEY DO Sales Manager Motivates and monitors sales staff Sets sales targets for salesperson Sales Dept Supervisor Checks work done by sales staff Organises shifts/holiday rotas for sales staff Responds to customer complaints Admin Assistant in the Sales Dept Send out information to customers eg price lists, catalogues, quotations Processes order forms received from customers Keys in advertising leaflets Updates customer database Market Researcher Carry out market research eg surveys Arrange publicity eg newspaper adverts, flyers etc

The Finance Department

What does the Finance Department Do? This department deals with all aspects of the business finance. They send out invoices (bills) and statements to customers. They pay bills received, deal with staff wages and do all the necessary banking.

Members of Staff – Finance Department Finance Manager Admin Assistants Invoice Supervisor Accountant

Finance Dept tasks JOB TYPES OF JOBS THEY DO Finance Manager Motivates and monitors finance staff Prepares budgets and controls spending of departments Finance Dept Supervisor Checks work done by finance staff Organises shifts/holiday rotas for finance staff Admin Assistant in the Finance Dept Word processes letters to customers for non-payment Prepares cheques to send to suppliers Calculates staff wages and arrange payment into bank accounts Takes cash/cheques to the bank Updates financial spreadsheets

The Personnel or Human Resource Department

What does the Personnel Department Do? This department deals with the staff. They will prepare Person Specifications and Job Descriptions telling applicants what jobs are about. They advertise for staff, send out application packs, interview and deal with induction and training. They also deal with the health, safety and welfare of staff.

Members of Staff – Personnel Department Human Resources Manager Health and Safety Officer Training Officer Admin Assistants

Human Resource Dept tasks JOB TYPES OF JOBS THEY DO HR Manager Motivates and monitors HR dept staff Prepare a short list of applicants to interview Decides who to hire and fire Training Officer Decides which training courses have to be run Organises induction training for new staff HR Dept Supervisor Deals with staff holiday requests and keeps all staff holiday rotas up-to-date Checks work done by assistants in HR dept Admin Assistant in the HR Dept Prepare job descriptions Collect application forms or CV’s from people applying for jobs Prepare and send application forms Keep staff database up-to-date

The Purchasing Department

What does the Purchasing Department Do? This department deals with all the buying on behalf of the organisation. Staff will find the best buys by comparing different suppliers. They look at prices, delivery dates and guarantees. They will check the deliveries of goods when they are received.

Members of Staff – Purchases Department Purchasing Manager Stock Controller Admin Assistant for Purchasing Buyers

Purchasing Dept tasks JOB TYPES OF JOBS THEY DO Purchasing Dept Manager Reports to the Board of Directors on matters related to the Purchasing Department Motivates and monitors Purchasing dept staff Buyer Negotiates contracts Agrees purchase price and conditions Purchasing Supervisor Arranges work rotas for Purchasing staff Checks work done by assistants in purchasing dept Admin Assistant in Purchasing Dept Word processes letters enquiring about products Completes and sends out order forms Files information from suppliers, eg catalogues, price lists Stores suppliers records on a supplier database

The Administration Department

What does the Administration Department Do? In some organisations, the Administration department is CENTRALISED. This means that all admin staff work in the same area instead of working in different departments. In Oban High, the Administration is done in a centralised department – the school office. This department carries out administrative tasks, eg filing, photocopying, word processing, answering the telephone, reception duties – the sort of tasks done by our office ladies.

Members of Staff – Administration Department Admin Manager Computer operators Receptionist Filing Clerk Mail Room Staff Switchboard Operator Reprographics staff

Jobs done by Admin Staff Reception work Preparing mail Filing documents Reprographics (eg photocopying) Operating Computer Operating switchboard

The Computing Services Department

What does the Computing Services Department Do? The Computing Services Department is responsible for dealing with all ICT issues within the organisation. They will respond to problems, manage the network and issue IDs and passwords to new staff.

Members of Staff – Computing Services Department Programmers Computer Services Manager Help Desk Operators Computer Technicians

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 ID’s and passwords Create and set up network space for staff/users

To Sum up we have covered… Levels – Manager, Supervisor, Assistant Sales Dept Sales jobs and duties Finance Dept Finance jobs and duties Human Resources HR jobs and duties Purchasing Dept Purchasing jobs and duties Administration Admin jobs and duties Computing Services/IT Dept IT jobs and duties Click on the link to go back to the slide if you need to revise any of the above!!!