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 End of part oneone

Now complete tasks 1 and 2Now 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 WagesFinance 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 OrganisationsLarge Organisations

Larger Workforce - Greater CommunicationLarger Workforce - Greater Communication

More Functional DepartmentsMore Functional Departments

Computer Computer ServicesServices

Admin SupportAdmin Support

You will discuss these Departments in your own You will discuss these Departments in your own classclass

TaskTask DepartmeDepartmentnt

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 Human ResourcesResourcesPurchasesPurchases

FinanceFinance

SalesSalesFinanceFinance

Human ResourcesHuman Resources

PurchasesPurchases

SalesSales

WELL DONEWELL DONE