Unit 1b

Functions of Departments

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Aims of the Lesson 1

1. To introduce what a functional area is

2. To discuss the main functional areas you would find in an organisation

3. In pairs discuss the different tasks that would be carried out in each department

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Functional Area

Organisations are split up into functional areas where people with the same skills are placed in the same department

Why It makes it easier to manage the

company It is easier to make decisions The company works more

effectively

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Functional Areas

Large organisations can be split up into the following functional areas: Sales and Marketing Finance Human Resources Purchases

I want you (in pairs) to list the activities each department would carry out in an organisation

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Sales and Marketing Department

Telesales (phoning people to sell)

Sending catalogues Email people offers Design adverts Attract customers Target who they are going

to sell to Design products Conduct survey Run product trials

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Finance Department

Sign cheques Money issues!! Pay employees Sort out and pay insurance Calculate profit or loss (produce

accounts) Presentations to directors on company

performance Pay suppliers

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Human Resource Department

Discipline staff Health and safety Recruitment Training staff Keep staff records Interview candidates Advertise jobs Maintain staff manuals

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PurchasesDepartment

Order catalogues Buy stock Send back faulty goods Go to supplier meetings Deal with deliveries Keep stock records

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Aims of the Lesson 2

Last Lesson To introduce what a functional area is To discuss the main functional areas you

would find in an organisation In pairs discuss the different tasks that

would be carried out in each departmentToday’s Lesson To discuss different job types Job Specification and Person Specification

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Job Titles in Departments Purchases

Purchasing Director Purchasing Manager Stock Controller Quality Controller Buyer Warehouse

Supervisor

Human Resources HR Manager HR Director Recruitment Manager Training Officer Health and Safety

Assistant Health and Safety

Manager Health and Safety

Officer Trainer

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Job Titles in Departments

Sales Sales Director Sales Manager Sales Assistant Marketing Assistant Sales Exec Sales Representative Advertising Manager Telesales

Finance Accounts Clerk Financial Accountant Accounts Assistant Credit Controller Finance Director Invoice Clerk Management Accountant Chief Accountant

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Aims of the Lesson 2

Last Lessons To introduce what a functional area is Main functional areas

Sales Finance Human Resources Purchases

Job types in each departmentToday’s Lesson Computing Services / Administration Department

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Computing Services Department

Departmental Tasks Fix computer faults Set up user accounts Courses on computers Advice on hardware

purchases Discipline/remove users Install software

Job Titles Computing services

Director Computing services

manager Data Processing

manager Data Analyst Programmer IT Support Technician Help Desk Operator

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Administration Department

Departmental Tasks Write letters and

memos Answer phones /

direct calls Keep a sign in book Keep record of staff

attendance Photocopying +

Laminating Send emails + letters

Job Titles Admin Director Admin Manager Office Manager Admin Supervisor Mailroom Assistant Receptionist Switchboard Operator

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Job Description/Person Specification

Job Description Basic information about the job, for

example, the salary, job title and description of duties and responsibilities

Person Specification Info on the type of person required,

for example, qualifications, experience, skills and qualities

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Aims of the Lesson 3

Last Lessons To introduce what a functional area is Main functional areas

Sales Finance Human Resources Purchases

Job types in each department Computing Services / Administration

DepartmentToday’s Lesson Documents in Purchases, Sales and

Finance department

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Documents in the Purchases Dept

Requisition Form This is a document that is

filled out and sent to the Buyers in the Purchasing Dept identifying what needs to be bought

Order Form After the Buyers know what

is needed and have found a suitable supplier, they will complete an Order Form

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Aims of the Lesson 4Last Lessons To introduce what a functional area is Main functional areas

Sales Finance Human Resources Purchases

Job types in each department Computing Services / Administration

Department Documents in the Purchases departmentToday’s Lesson Documents in the Sales and Finance

department

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Documents in the Sales Dept

Invoice An invoice is a receipt for something that has

been ordered It shows

the details of which items have been ordered; how much the items wanted will cost; when the items ordered should be delivered;

When an invoice is complete it is sent with the ordered goods to the customer.

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Documents in the Finance Dept

Credit Note This is a document that records any refunds

given for things bought on credit. The credit note will be sent to the Purchases

Department of the customer getting the refund. Statement

A Statement is a document that shows: what has been bought; any refunds or payments; the amount still to be paid.