Functional areas Tracey Murray

Job functions Most Organisations have staff who have particular responsibilities, such as those dealing with sales, creating products or services, or undertaking research and development. These tasks are often known as job functions.

Candidates need to learn that organisations are often structured into departments for these functions and that there will be a manager for each department. Candidates need to learn what these departments do and with whom they need to communicate

Being the teacher! You are required to prepare a 20 minute lesson which aims to teach what a business function is with a specific focus on a given business function. The students need to: Understand what a job function is What the given function does Who they communicate with The lesson needs to include an activity and cannot just be you talking. It may help to use a range of multimedia. You also need to provide a handout for the students to put in their folders You can use all the resources around the room and in the shared area.

Finance Deals with all aspects of the company’s monetary activities Accounting department Purchase invoices Sales invoices Monitor creditors (who the organisation owes money to) Monitor debtors (who owes the organisation money) VAT payments Manage budgets to other areas Payroll National Insurance Tax deductions Pension contributions

Finance Internal information Invoices Debtors and Creditors lists VAT returns Purchase and sales ledgers Budget information Wage records National insurance contributions Tax returns

Personnel (HR) Recruitment and selection of employees Write Job Specifications Organise interviews Write to employees Administer employee records Plan the people needs within the organisation Assist with the long-term goals of the organisation at a strategic level Suggesting training scheme to meet the needs of the organisation

Personnel (HR) Internal information Job specifications Interview lists Training records Sickness records Holiday records Disciplinary records

Marketing - Advertising Devising a strategy to make customers aware of the organisation and products Researching the market Gather information about customers and their buying habits Planning how and when to advertise Maybe some product design Advertising The physical promotion of the service or product Design posters, leaflets, radio jingles ect. Look for the best deals Organise space in newspapers and magazines Organise slots on radio, TV

Marketing - Advertising Internal information Market research information Strategic plans Advertising costs

Purchasing Responsible for buying goods Responsible for buying services Negotiate contracts with distributors Raise a purchase order Set delivery deadlines

Purchasing Internal information Purchase orders Manufacturing schedules Bulk buying deals information

Sales and Customer Service Not all organisations have both The face or voice of the organisation Good product knowledge Good understanding of the customer Usually the first contact with the customer Secure business for the organisation Expand the organisations customer base Handle enquires Offer advise Deal with complaints or compliments

Sales and Customer Service Internal information Product lists Price lists Brochures Customer questionnaires Sales targets

Manufacturing (Production Department) Only companies that make a product will have a manufacturing department Companies that turn a raw material into a product Internal Information Product plans/recipes/designs Production schedules Staff rotas Machine maintenance records Production records

Distribution – Dispatch - Warehouse Responsible for getting the product to the customers Organise transport Organise couriers Responsible for export Storing the product Stock control Delivery notes

Distribution – Dispatch - Warehouse Internal information Hazard information that will affect transportation Emergency details for alternative transport Stock lists Delivery notes

Research and development (R&D) Develop new products Improve existing products Work with customer feedback Try to estimate what the consumer wants Works closely with marketing and sales Internal information Strategic plans Product design information Customer feedback

Administration This is not really a functional area Administration is undertaken by clerical staff within functional areas Or it may be centralised The administration can have responsibility for the building, car-park or security It depends on the organisational needs of the company

EXTERNAL INFORMATION Government VAT information Tax and NI information Most organisation will receive and provide information to external organisation Government Organisations provide VAT information Tax and NI information Pension information Company turnover

EXTERNAL INFORMATION Government Legislation How to pay VAT ect. Organisations receive Legislation How to pay VAT ect.

EXTERNAL INFORMATION Trade Groupings Companies operating in the same sector come together to raise standards, set prices and develop policies Some EU trade groups CIAA – Food and drink EFPIA - Pharmaceutical  PLASA - lighting And Sound EUROMAT - Gaming & Amusement EUBINGO - European Bingo 

EXTERNAL INFORMATION Commercially provided Companies buy information Customer feedback Marketing information Research Companies can buy and sell research QUIZ – 2 teams – No shouting out