Business Education Department - Standard Grade Administration

Functional Departments Sales Purchases Finance Human Resources Communication is vital Business

Functional Departments Have different roles People have specific jobs to do within each HOWEVER ALL HAVE 3 BASIC FUNCTIONS

BASIC FUNCTIONS 1.COLLECTING INFORMATION (Receiving Data) Receiving orders Receiving completed application forms Receiving catalogues Receiving completed clock cards Examples

2. PROCESSING INFORMATION (Dealing with Data ) BASIC FUNCTIONS Processing customer orders Checking invoices with deliveries Examples Preparing a short list of applicants to interview Calculating Wages

BASIC FUNCTIONS 3.TRANSMITTING INFORMATION (sending information to another person) Examples Send out information to customers eg price lists Send cheques to suppliers Give feedback to candidates on their interviews Sending orders to suppliers

Decide which functions the following tasks are Mail being delivered into the organisation Collecting Sending out blank application forms to job applicants Transmitting Updating the payroll spreadsheet Processing

Sales Department Staff Sales Manager Sales Reps Customer Service Assistant Administration Assistants Market Research Staff Activities Process customer orders Visit customers - reps Send out price lists to customers Carry out market research Arrange advertising

BASIC FUNCTIONS 1.COLLECTING INFORMATION (Receiving Data) Receiving orders Receiving completed application forms Receiving catalogues Receiving completed clock cards Examples - Sales Department

2. PROCESSING INFORMATION (Dealing with Data ) BASIC FUNCTIONS Processing customer orders Checking invoices with deliveries Examples Preparing a short list of applicants to interview Calculating Wages Sales Department

BASIC FUNCTIONS 3.TRANSMITTING INFORMATION (sending information to another person) Examples Send out information to customers eg price lists Send cheques to suppliers Give feedback to candidates on their interviews Sending orders to suppliers Sales Department

Time for Revision  A well run business must have employees who are organised and can communicate with each other.  Key departments are called functional departments - Sales, Purchases, Finance and Human Resources.  People in these departments have specific jobs.  For information to flow all departments must communicate with each other.  All departments have 3 basic functions - collecting, processing and transmitting.  The role of each department is different.  The main role of the Sales Department is dealing with customer orders.

End of part one Now complete tasks 1 and 2

Finance Department Staff Finance Manager Financial Accountant Cost Accountant Accounts Assistants Invoice Supervisor Wages Assistant Admin Assistants Activities Check invoices received Prepare cheques to be sent Calculate wages Prepare invoices, credit notes Prepare final accounts Pay in cash to the bank

BASIC FUNCTIONS 1.COLLECTING INFORMATION (Receiving Data) Receiving orders Receiving completed application forms Receiving catalogues Receiving completed clock cards Examples Finance Department

2. PROCESSING INFORMATION (Dealing with Data ) BASIC FUNCTIONS Processing customer orders Checking invoices with deliveries Examples Preparing a short list of applicants to interview Calculating Wages Finance Department

BASIC FUNCTIONS 3.TRANSMITTING INFORMATION (sending information to another person) Examples Send out information to customers eg price lists Send cheques to suppliers Give feedback to candidates on their interviews Sending orders to suppliers Finance Department

Purchases Department Staff Purchases Manager Stock Controller Quality Controller Buyers Activities Place orders with suppliers Keep accurate stock records Attend launches of new products Check invoices with deliveries Deal with purchase requests from other departments

BASIC FUNCTIONS 1.COLLECTING INFORMATION (Receiving Data) Receiving orders Receiving completed application forms Receiving catalogues Receiving completed clock cards Examples Purchases Department

2. PROCESSING INFORMATION (Dealing with Data ) BASIC FUNCTIONS Processing customer orders Checking invoices with deliveries Examples Preparing a short list of applicants to interview Calculating Wages Purchases Department

BASIC FUNCTIONS 3.TRANSMITTING INFORMATION (sending information to another person) Examples Send out information to customers eg price lists Send cheques to suppliers Give feedback to candidates on their interviews Sending orders to suppliers Purchases Department

Human Resources Department Staff Human Resource Manager Training Officer Health and Safety Officer Careers Officer Administration Assistant Activities Advertise jobs, interview Send job descriptions Interview applicants for jobs Prepare contracts of employment Keep records of employee details Keep records of any accidents Arrange training courses Legislation - Health and safety, Employment Law

BASIC FUNCTIONS 1.COLLECTING INFORMATION (Receiving Data) Receiving orders Receiving completed application forms Receiving catalogues Receiving completed clock cards Examples Human Resources Department

2. PROCESSING INFORMATION (Dealing with Data ) BASIC FUNCTIONS Processing customer orders Checking invoices with deliveries Examples Preparing a short list of applicants to interview Calculating Wages Human Resources Department

BASIC FUNCTIONS 3.TRANSMITTING INFORMATION (sending information to another person) Examples Send out information to customers eg price lists Send cheques to suppliers Give feedback to candidates on their interviews Sending orders to suppliers Human Resources Department

Large Organisations Larger Workforce - Greater Communication More Functional Departments Computer Services Admin Support You will discuss these Departments in your own class

Task Department 1 Updates staff information on a database. 2 Places orders with suppliers. 3 Prepares cheques to send to suppliers. 4 Visit customers. 5 Prepare invoices. 6 Organise training courses for staff. 7 Receive price lists from suppliers. 8 Carry out market research. Human Resources Purchases Finance Sales Finance Purchases Sales

WELL DONE