OUTCOME 3 FUNCTIONS OF DEPARTMENTS A well run

OUTCOME 3 FUNCTIONS OF DEPARTMENTS

A well run business must have: employees who are organised employees who communicate with each other. Organisations are divided into functional departments such as: Sales Purchases Finance Personnel/Human Resources.

In order for information to flow within the organisation. Without communication a business may not be effective. Communications are vital in a business.

Departments must: Collect Information data received. Process Information data is dealt with. Transmit Information send data to many people.

The role of the Sales Department: Responsible for selling the goods/services on behalf of the organisation Deals with customers enquiries Processes orders Handles complaints Back to Questions

Sales Manager Sales Representatives Customer service assistants Administration assistants Market research personnel

Respond to customer enquiries eg letters, faxes, telephone calls. Send out information to customers eg price lists, catalogues, quotations. Visit customers. Process customer orders. Deal with customer complaints. Liaises with finance to ensure invoices are sent Back to Questions out to customers

Carry out market research eg telesales etc. Arrange publicity eg newspaper adverts, flyers etc.

What does the Purchases Department do? The role of the Purchases department: Responsible for buying materials and equipment needed by the organisation Responsible for the proper storage and issue of these items Back to Questions

Purchasing Manager Stock Controller Quality Controller Buyers

Obtain catalogues and price lists from suppliers. Deal with purchase requests from other departments. Agree purchase prices and credit terms with suppliers. Place orders with suppliers. Keep records of purchases and deliveries. Back to Questions

Receive and check deliveries of products against delivery notes. Keep accurate stock records including re-ordering of stock. Check invoices received from suppliers. Attend launches of new products and exhibitions organised by suppliers.

What does the Finance Department do? The role of the Finance Department: Deals with the money matters of the organisation Such as money received from customers And money paid out to suppliers And payment of employee wages Back to Questions

Finance Manager Financial Accountant Management Accountant Accounts Assistant Invoice Supervisor Invoice Processors Wages Assistant Administration Assistants

Check invoices and statements received from suppliers. Prepare cheques to be sent to suppliers. Prepare invoices, credit notes and statements to be sent to customers. Pay in cash and cheques received from customers. Calculate wages. Prepare accounts - Trading, Profit & Loss Accounts, Balance Sheet. Back to Questions

What does the Human Resources Department do? The role of the Human Resources department: Deals with all matters relating to the employees Responsible for recruitment and selection Calculating wages Training staff General staff welfare Back to Questions

Human Resources/ Personnel Manager Training Officer Health and Safety Officer Careers Officer Administration Assistants

Advertise jobs when they become available. Prepare job descriptions and person specifications. Prepare a short list of applicants for interview. Organise/assist with staff appraisal Back to Questions

Interview applicants for jobs. Organise/deliver training courses Prepare contracts of employment for employees. Keep records of staff details. Keep records of staff holidays and sickness.

Keep records of any accidents Deal with disciplinary procedures Make sure the organisation works within government legislation Make sure that the organisation looks after the health and safety of its staff

Requisition • Internal request for goods to be bought or issued from stock Letter of Enquiry • Sent by the seller to the buyer Quotation • Sent by seller giving buyer details of cost of goods/services which they enquired about Delivery Note • Buyer can check order with delivery note • Sent with the goods being delivered • Copy is signed and returned as proof of Back to Questions delivery

Order • Sent by the seller to the buyer Invoice • • Sent buy the seller to the buyer Gives details of what was bought including price Credit Note • • Sent by the seller to the buyer Acknowledges the receipt of returned goods Statement • Back to Questions Sent by the seller (usually at the end of the month) • Advises the buyer how much they owe and how much they have paid that month

Letter of Enquiry Quotation Order Delivery Note Invoice Credit Note Statement

Application Form • Issued by an employer to potential candidates who are interested in applying for a particular job • Issued by Human Resources Department to job Job applicant to give the duties and responsibilities of the Description job • This is prepared for a job to list the qualities and Person Specification skills needed by the person to enable them to do the job effectively • Issued by the employer to the employee when Contract of they start a new job listing the terms and Employment conditions of employment Staff rota • Back to Questions Details dates and hours to be worked by staff

QUESTIONS Answer the following questions on the worksheet provided. Use the forward arrow to take you to the first question. Use the help button to take you to the required slide.

QUESTION 1 Define the role of the following departments a) Purchases b) Sales c) Finance d) Human Resources

QUESTION 2 Describe 2 activities carried out in each of the departments below: a) Sales b) Purchases

QUESTION 3 Describe 2 activities carried out in each of the departments below: a) Finance b) Human Resources

QUESTION 4 Describe the use of each of the following business documents: a) Quotation b) Invoice

QUESTION 5 Describe the use of each of the following business documents: a) Cheque b) Credit Note

QUESTION 6 Describe the use of each of the following business documents: a) Delivery Note b) Statement

QUESTION 7 Describe the use of each of the documents shown below, used during the process of recruiting and selecting staff: a) Job Description b) Person Specification c) Application Form

QUESTION 8 Describe the use of the following documents: a) Contract of Employment b) Staff Rota

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