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Functions of Departments

Functions of Departments. Administration Services Department. Administration Services Department. This department supports/assists departments within the whole organisation. Main Tasks - Reception.

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Functions of Departments

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  1. Functions of Departments Administration Services Department

  2. Administration Services Department This department supports/assists departments within the whole organisation.

  3. Main Tasks - Reception The Reception is found at the front of the organisation. Its main function is to welcome and direct visitors to other departments within the organisation.

  4. Main Tasks - Mail Dealing with incoming and outgoing mail in the organisation.

  5. Main Tasks - Filing Storing and retrieving information for the organisation. The filing system may be manual or computerised.

  6. Main Tasks - Reprographics Reprographics copies documents for the organisation as required.

  7. Main Tasks – Word Processing The word processing service creates, edits and saves documents for the organisation eg letters, reports, memos.

  8. Main Tasks – Stationery/Stock Stationery is held in the organisation’s stock room. Stock will be issued to departments as they require it and records will be kept.

  9. Job Titles & Tasks Administration Manager • Supervising the running of the Admin Dept Receptionist • Dealing with visitors to the organisation Switchboard Operator • Operating the phone lines – internally & externally

  10. Job Titles & Tasks Reprographics Assistant • Photocopying/reproducing copies of documents Mail Room Assistant • Dealing with incoming/outgoing mail. Filing Clerk • Filing documents and retrieving files

  11. Job Titles & Tasks Administration Assistant • Keying in routine documents • Proofreading documents • Photocopying documents • Answering telephone/directing calls • Opening & distributing mail • Transmitting emails & faxes

  12. Effective Admin Services You can identify effective administration services by: • The use of standardised forms. • Appropriate use of Information & Communications Technology eg storing customer records on a computer database rather than on paper. • Using the most suitable channels of communication eg email with attachments where appropriate instead of posting • Clearly stated procedures on how the organisation should be run eg a procedures manual on health and safety • Centralisation of services eg reprographics.

  13. Effective Admin Services means… • accuracy, quality, uniformity and speed within the organisation. • staff can be moved from one department to another easily, as they will be familiar with the documents and procedures used throughout the whole organisation.

  14. Now do Tasks 8 & 9 in your booklet.

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