Functional Departments

Administration Many different tasks are carried out by an Administrative Assistant Many different tasks are carried out by an Administrative Assistant

Mail A large company will have large amounts of mail and coming in and going out – mail has to be dealt with efficiently and it must get to the right person on time A large company will have large amounts of mail and coming in and going out – mail has to be dealt with efficiently and it must get to the right person on time

Incoming Mail procedures Sort mail checking for private and confidential mail which is not opened and delivered to the person in the address Sort mail checking for private and confidential mail which is not opened and delivered to the person in the address Open envelopes with a letter opener to ensure contents not damaged Open envelopes with a letter opener to ensure contents not damaged Datestamp each letter so a record is kept of when the mail was received Datestamp each letter so a record is kept of when the mail was received Make copies of mail to be seen by more than one person – or prepare a circulation slip Make copies of mail to be seen by more than one person – or prepare a circulation slip Check for enclosures – Enc will be at the bottom of a letter with an enclosure – if missing report to supervisor Check for enclosures – Enc will be at the bottom of a letter with an enclosure – if missing report to supervisor If any cheques enclosed make a note in the remittance book If any cheques enclosed make a note in the remittance book Sort mail into departments and distribute Sort mail into departments and distribute

Incoming Mail Equipment Letter opener – allows envelopes to be opened quickly without damaging the contents Letter opener – allows envelopes to be opened quickly without damaging the contents Date stamp to stamp letters as evidence of when mail was received Date stamp to stamp letters as evidence of when mail was received Photocopier for making copies of documents to be seen by more than one person Photocopier for making copies of documents to be seen by more than one person Pigeon holes – to sort and distribute the mail Pigeon holes – to sort and distribute the mail

Outgoing Mail procedures Visit departments to check for any mail to be sent Visit departments to check for any mail to be sent Check the letter to make sure it is signed Check the letter to make sure it is signed Are there enclosures Are there enclosures Is the address correct Is the address correct Fold the letter and place in the envelope – seal it Fold the letter and place in the envelope – seal it Weigh and measure each item and affix the correct postage Weigh and measure each item and affix the correct postage Sort the mail into types eg first class etc Sort the mail into types eg first class etc Take special mail to the post office Take special mail to the post office

IT Mail Organisations may receive correspondence by , text, voic and so mail room staff may also have to set up procedures to ensure that this is dealt with efficiently too. Organisations may receive correspondence by , text, voic and so mail room staff may also have to set up procedures to ensure that this is dealt with efficiently too.

Filing It is important that all documents are organised and easy to find – so organisations should have a good filing system so documents do not get lost or damaged It is important that all documents are organised and easy to find – so organisations should have a good filing system so documents do not get lost or damaged

Methods of filing Alphabetical – surnames (usually) are put into alphabetical order or under the company name – easy method of filing everyone knows the alphabet – but some rules may need to be explained so everyone knows the system Alphabetical – surnames (usually) are put into alphabetical order or under the company name – easy method of filing everyone knows the alphabet – but some rules may need to be explained so everyone knows the system

Methods of filing Numerical – each file is given a number instead of a name eg your bank account number – all documents relating to that file is filed under that number – it avoids confusion if there are more than 2 people with the same name, it is easy to expand you just add numbers to the end Numerical – each file is given a number instead of a name eg your bank account number – all documents relating to that file is filed under that number – it avoids confusion if there are more than 2 people with the same name, it is easy to expand you just add numbers to the end

Methods of filing Chronological – filing in date order with the most recent first. Can be used within the alphabetical, numerical and geographical – all documents received are put into a file in date order – useful when date is an important item, may be used with another method – unlikely to be the main filing method, may need an index to help retrieve information Chronological – filing in date order with the most recent first. Can be used within the alphabetical, numerical and geographical – all documents received are put into a file in date order – useful when date is an important item, may be used with another method – unlikely to be the main filing method, may need an index to help retrieve information

Methods of filing Geographical – filing by location – towns, cities, post code etc – used when a business is organised by location eg sales reps cover different areas of the country Geographical – filing by location – towns, cities, post code etc – used when a business is organised by location eg sales reps cover different areas of the country

Electronic filing Nowadays most organisations store information electronically eg by using databases – files are saved to computers in appropriate folders – most organisations will have a network of computers to allow staff to share files – files may have to be password protected or read only to ensure their safety. Nowadays most organisations store information electronically eg by using databases – files are saved to computers in appropriate folders – most organisations will have a network of computers to allow staff to share files – files may have to be password protected or read only to ensure their safety. But some documents may need to be kept as paper documents eg invoices and letters and these may be stored in filing cabinets. But some documents may need to be kept as paper documents eg invoices and letters and these may be stored in filing cabinets. Most organisations will have a combination of electronic and manual filing systems Most organisations will have a combination of electronic and manual filing systems

Reprographics This area deals with producing copies of documents by using This area deals with producing copies of documents by using Printers – to print out electronic copies of files Printers – to print out electronic copies of files Scanners – allows paper documents to be scanned and saved electronically Scanners – allows paper documents to be scanned and saved electronically Photocopier – to make multiple copies of a document – it can print double sided, create booklets, enlarge, shrink copies etc Photocopier – to make multiple copies of a document – it can print double sided, create booklets, enlarge, shrink copies etc Binder – binds pages together to give a professional look eg catalogues, brochures, reports Binder – binds pages together to give a professional look eg catalogues, brochures, reports Laminator – puts a thin plastic coating on a document, protects it and makes it last longer Laminator – puts a thin plastic coating on a document, protects it and makes it last longer

Reception Area where everyone first enters the building Area where everyone first enters the building The receptionist works in reception and should be: The receptionist works in reception and should be: Pleasant and polite with people Pleasant and polite with people Well presented and clearly spoken Well presented and clearly spoken Patient Patient Calm and able to cope with pressure Calm and able to cope with pressure Knowledgeable about the organisation Knowledgeable about the organisation

Reception Duties and Procedures Reception will see many visitors - some will have appointments, some will not – all visitors should be dealt with in a professional manner – reception creates the first impression of an organisation Reception will see many visitors - some will have appointments, some will not – all visitors should be dealt with in a professional manner – reception creates the first impression of an organisation

Reception Duties and Procedures Visitor with an appointment – receptionist should check the appointments book – it should have visitors name, time of appointment, who they are visiting and the purpose of the visit – receptionist will notify member of staff, will ask visitor to wait in reception or give them directions to where they should be going. Visitor with an appointment – receptionist should check the appointments book – it should have visitors name, time of appointment, who they are visiting and the purpose of the visit – receptionist will notify member of staff, will ask visitor to wait in reception or give them directions to where they should be going.

Reception Duties and Procedures Visitor without an appointment – many people may call to try and speak with employees – they should be treated with respect and the receptionist should try to find someone to talk to them. This may not always be possible so receptionist may ask if they wish to make an appointment or ask an employee to call them. Visitor without an appointment – many people may call to try and speak with employees – they should be treated with respect and the receptionist should try to find someone to talk to them. This may not always be possible so receptionist may ask if they wish to make an appointment or ask an employee to call them.

Reception Duties and Procedures Register of Callers – this is a book that allows an organisation to note the names of visitors, who they are visiting and why plus the date and time of the visit. Register of Callers – this is a book that allows an organisation to note the names of visitors, who they are visiting and why plus the date and time of the visit.

Electronic diaries Allows the user to key in appointments on the computer instead of wiring them in a book Allows the user to key in appointments on the computer instead of wiring them in a book Advantages Advantages Diary can be seen by other people at the same time so they know where you are if they are looking for you Diary can be seen by other people at the same time so they know where you are if they are looking for you Diary alerts you if you make a double booking Diary alerts you if you make a double booking Diary can have reminders set to remind you of appointments etc Diary can have reminders set to remind you of appointments etc Diary can be linked to files on the computer making it easier to find information Diary can be linked to files on the computer making it easier to find information A receptionist may use electronic diaries in conjunction with other members of staffs diaries to record new appointments etc A receptionist may use electronic diaries in conjunction with other members of staffs diaries to record new appointments etc

Petty Cash All offices need a small amount of money – called petty cash to cover the cost of small items eg window cleaners, to buy small items of stationery etc. There will be a money box (usually at reception) with anything from £50 - £250 depending on the size of the organisation. Receipts for any spending must be kept and petty cash amounts should be checked at the end of each day. A petty cash statement is drawn up to record money out and money in. All offices need a small amount of money – called petty cash to cover the cost of small items eg window cleaners, to buy small items of stationery etc. There will be a money box (usually at reception) with anything from £50 - £250 depending on the size of the organisation. Receipts for any spending must be kept and petty cash amounts should be checked at the end of each day. A petty cash statement is drawn up to record money out and money in.

Purchasing This department does all the buying for an organisation – 2 main areas This department does all the buying for an organisation – 2 main areas Raw materials to make the product or service Raw materials to make the product or service Office equipment, stationery, anything else needed for the running of the organisation Office equipment, stationery, anything else needed for the running of the organisation

Purchasing Role Departments will request that the purchasing department buys items for them – they will fill in a requisition slip detailing what they want purchased and how much – purchasing will contact suppliers to find materials at the right price and quality and order these. Departments will request that the purchasing department buys items for them – they will fill in a requisition slip detailing what they want purchased and how much – purchasing will contact suppliers to find materials at the right price and quality and order these. The Purchasing department is also responsible for storing stock safely and has to keep a record of all stock in and out – they may use a stock record card or a database. The Purchasing department is also responsible for storing stock safely and has to keep a record of all stock in and out – they may use a stock record card or a database. Stock control is important because – stock is valuable and it needs to be controlled, goods may go out of date, stock should not run too low otherwise production may have to stop, stock may be stolen and this should be noticed. Stock control is important because – stock is valuable and it needs to be controlled, goods may go out of date, stock should not run too low otherwise production may have to stop, stock may be stolen and this should be noticed.

Sales Department Sells the goods and services, they try to find people to buy the product, they may advertise and promote the product, they may deal with customer enquiries and take orders for goods, deal with customer complaints. They may decide on Sells the goods and services, they try to find people to buy the product, they may advertise and promote the product, they may deal with customer enquiries and take orders for goods, deal with customer complaints. They may decide on A reasonable price for the product A reasonable price for the product Create price lists and catalogues Create price lists and catalogues Tell people about the product by advertising Tell people about the product by advertising Create a website for selling on line Create a website for selling on line Promote the product through competitions and offers Promote the product through competitions and offers Carry out market research to find out what customers want Carry out market research to find out what customers want Develop new products Develop new products Improve old products Improve old products

Finance Department Deals with all the money coming in and going out of the organisation. Deals with all the money coming in and going out of the organisation. Records the amounts of money received from customers and issues receipts. Records the amounts of money received from customers and issues receipts. They draw up the accounts of the company and show how much the company is worth and calculate how much profit the company makes They draw up the accounts of the company and show how much the company is worth and calculate how much profit the company makes

Finance Methods of payment Methods of payment Cheques – not accepted in many shops nowadays but they are useful for paying for goods through the post Cheques – not accepted in many shops nowadays but they are useful for paying for goods through the post Debit cards – allow you to pay for goods using chip and pin or over the telephone and internet Debit cards – allow you to pay for goods using chip and pin or over the telephone and internet Credit cards – similar to debit cards but the money is not taken out of your account, it is lent to you and you have to pay it back with interest when you receive your credit card bill Credit cards – similar to debit cards but the money is not taken out of your account, it is lent to you and you have to pay it back with interest when you receive your credit card bill Paypal – is a system of online payment which allows secure payment online – a buyer keys in their bank account details each time they buy something Paypal – is a system of online payment which allows secure payment online – a buyer keys in their bank account details each time they buy something

Finance Wages – all employees work to be paid and there are different methods of calculating wages – the finance department must ensure that they pay the correct amount to each employee. Wages – all employees work to be paid and there are different methods of calculating wages – the finance department must ensure that they pay the correct amount to each employee.

Business Documents used in Purchasing, Sales and Finance Letter of enquiry – purchasing sends a letter to various companies asking for details about particular products – it will ask if they stock the product, how much it costs and how long it will take to be delivered Letter of enquiry – purchasing sends a letter to various companies asking for details about particular products – it will ask if they stock the product, how much it costs and how long it will take to be delivered Quote, price list or catalogue – a sales department will respond to a letter of enquiry by sending out a quote, which will detail cost and delivery times – they might enclose a catalogue and a price list Quote, price list or catalogue – a sales department will respond to a letter of enquiry by sending out a quote, which will detail cost and delivery times – they might enclose a catalogue and a price list Order form – if the purchasing department is satisfied with the quote they will send an order form requesting the goods they want Order form – if the purchasing department is satisfied with the quote they will send an order form requesting the goods they want Delivery Note – included with the delivery of the product once purchased – it should be checked against the items delivered to make sure they are all there Delivery Note – included with the delivery of the product once purchased – it should be checked against the items delivered to make sure they are all there Invoice – “the bill” detailing the amount due and when this amount is due Invoice – “the bill” detailing the amount due and when this amount is due Credit Note – sent if goods have been returned to a company eg if they are damaged or unsuitable – it details how much the amount on the invoice will be reduced by. Credit Note – sent if goods have been returned to a company eg if they are damaged or unsuitable – it details how much the amount on the invoice will be reduced by. Receipts Receipts

Human Resources Deals with the people – the employees of the organisation Deals with the people – the employees of the organisation Recruitment to ensure the best candidate is picked for the job – makes use of Recruitment to ensure the best candidate is picked for the job – makes use of Job descriptions – lists all the duties involved in the job Job descriptions – lists all the duties involved in the job Person specification – the qualities and experience required by the candidate Person specification – the qualities and experience required by the candidate Advertising the job in the right place Advertising the job in the right place Reviewing application forms and CVs Reviewing application forms and CVs Testing staff eg numeracy tests if the job requires working with numbers Testing staff eg numeracy tests if the job requires working with numbers Interviewing staff Interviewing staff References - requesting references from former employers of candiates References - requesting references from former employers of candiates

Human Resources Training – induction training involves showing new members of staff around the organisation to enable them to settle in to work quickly. On the job training is training whilst you work, with an experienced member of staff teaching you how to do the job. Off the job training – where you may go to college or a training centre to learn new skills. Training – induction training involves showing new members of staff around the organisation to enable them to settle in to work quickly. On the job training is training whilst you work, with an experienced member of staff teaching you how to do the job. Off the job training – where you may go to college or a training centre to learn new skills. Employees will fill in a training request form and hand in to HR who will then book the course for them if it has been approved. Employees will fill in a training request form and hand in to HR who will then book the course for them if it has been approved.

Human Resources Staff Rota – this ensures there will always be enough employees at the workplace to do the work when needed – details to staff the times they are expected to work from week to week. Staff Rota – this ensures there will always be enough employees at the workplace to do the work when needed – details to staff the times they are expected to work from week to week. Holiday Rota – employees must be able to take holidays – but there must always be staff available to work on any given day. Employees can’t have their holidays all at the same time – so a holiday rota ensures that their holidays are spread over the year. Holiday Rota – employees must be able to take holidays – but there must always be staff available to work on any given day. Employees can’t have their holidays all at the same time – so a holiday rota ensures that their holidays are spread over the year.