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, P&L 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 CV’s 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. 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 Activities of the Purchasing Department (2)

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 ID’s 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