Functions of Departments
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Transcript Functions of Departments
Functions of
Departments
Unit 1b
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
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
Roles of Functional Departments
Collect
Process
Transmit
Departments must:
Collect Information – data received
Process Information – data is dealt with
Transmit Information – send data to many people
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.
Members of Staff
Sales Manager
Sales Representatives
Customer service
assistants
Administration
assistants
Market research
personnel
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
Activities of Marketing Staff
Carry out market research eg telesales etc
Arrange publicity eg newspaper adverts,
flyers etc
Members of Staff – Finance
Department
Finance Manager
Financial Accountant
Management
Accountant
Accounts Assistant
Invoice Supervisor
Invoice Processors
Wages Assistant
Admin Assistants
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
Members of Staff – Personnel
Department
Human
Resources/Personnel
Manager
Training Officer
Health and Safety
Officer
Careers Officer
Admin Assistants
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
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
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.
Members of Staff – Purchases
Department
Purchasing Manager
Stock Controller
Quality Controller
Buyers
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
Activities of the Purchasing
Department (2)
Receive and check deliveries of products
against delivery notes
Keep accurate stock records including reordering of stock
Check invoices received with deliveries
Attend launches of new products and
exhibitions organised by suppliers
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
A Small Organisation
Managing Director
Finance Department
Personnel Department
Purchases Department
Sales Department
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
A Large Organisation
Board of Directors
Managing Director
Computer Services
Department
Finance Department
Administration
Support Department
Purchases Department
Sales Department
Transport Department
The Large Organisation
Has 6 Functional Departments
Has more employees
A separate Computer Services Department
A separate Administrative Support
Department
Members of Staff – Computer
Services Department
Computer Services
Manager
Help Desk Operators
Computer Technicians
Programmers
Activities of Computer Services
Department
Install new software
Make sure licences are stored safely and are upto-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
Members of Staff – Administration
Support Department
Admin Manager
Receptionist
Switchboard Operator
Reprographics staff
Mail room staff
Computer operators
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