Unit 1b - Key Functions of Departments

Unit 1b

Functions of Departments

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Learning Learning OutcomesOutcomes Functional Areas of an Organis

ation The Personnel Department The Sales/Marketing Departme

nt

The Finance Department

The Purchases Department

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How is Caledonian Health & Fitness ORGANISED?

Caledonian Health & Fitness is divided into 5 key areas or departments:

PERSONNEL (also referred to as Human Resource Management (HRM))

SALES AND MARKETING

PURCHASES

FINANCE

ADMINISTRATION

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What is a Functional Area?

These 5 departments are known as FUNCTIONAL areas within a business.

Within each FUNCTION there are staff with specialist skills and areas of expertise.

Staff may have a specific qualification to do the job.

For example:– Mrs McKenna has a degree in Accountancy. She is

able to use her skill and expertise to run the Finance Department efficiently.

– Mrs MacDonald has a Marketing degree. She has expert knowledge on how to market products and services.

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Activities

Complete the following tasks in your activities booklet:– Question 11: What is a Functional

area?– Question 12: Identify the main

functions of an organisation– Question 13: Why is it important to

specialise in one area?– Question 14: Which area would you

most like to work in?

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Hello my name is Bill Wallace and I am the Personnel Manager at Caledonian Health & Fitness.

I went to University and gained a degree in Business Education and specialised in Personnel

Management. I love working with other people which is why I became interested in finding out more

about what the Personnel Function of an organisation is all about!

Let me tell you more about the role of the Personnel Department!

The Personnel DepartmentThe Personnel Department

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The Personnel Department

The key duties carried out by the Personnel Department are:

• Recruiting the best of the best!

• Providing all employees with training

• Looking after Employee Welfare

• Maintaining Employee Records

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Recruitment

Prepare a JOB DESCRIPTION which clearly states what the job involves eg. List of duties; rate of pay; number of hours to work etc

Prepare a PERSON SPECIFICATION which clearly states what type of person is required eg. Certain skills and qualities

Advertise the vacancy – important to use the most effective method eg. TV; local radio; newspaper etc

Collect application forms, references etc

Arrange and perform interviews

Choose the best person for the job

Recruitment Manager

Recruitment Assistant

TASKSWHO IS

RESPONSIBLE FOR CARRYING OUT THESE TASKS?

This is what Mr Ray Cruit is responsible for at Caledonian

Leisure and Fitness

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Training

Identify the training needs of each employee

Provide training courses either in the workplace or at an external venue

Make sure that employees’ skills are always upgraded – this is to make sure that they are completing their jobs to the best possible standard and to help keep them motivated

Training Manager

Training Officer

Trainer

TASKSWHO IS

RESPONSIBLE FOR CARRYING OUT THESE TASKS?

This is what Miss T Raynor is responsible

for doing at Caledonian Leisure

and Fitness

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Employee Welfare

Keep a record of all accidents and injuries which have happened in the workplace

Make sure that all employees work within a healthy and safe environment

Make sure all employees are aware of company policies eg. Fire drill; use of equipment etc

Deal with any disputes – if employees feel they are being treated unfairly for example

Employee Relations Manager

Employee Relations Representative

Health & Safety Manager

Health & Safety Officer

Health & Safety Assistant

TASKS WHO IS RESPONSIBLE FOR

CARRYING OUT THESE TASKS?

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Maintaining Employee Records

It is important that every employee has signed a contract stating that they agree to work in the business

Conduct staff appraisals (for example as Personnel Manager I am responsible for giving Mr Ray Cruit and Miss T Raynor an appraisal which means assessing how well they are performing, what their targets for the year ahead are, discuss any issues, perhaps discuss a bonus etc

Make sure records are updated eg. Training courses still needed to attend; change of personal circumstances etc

Personnel Director

Personnel Manager

Personnel Officer

TASKS WHO IS RESPONSIBLE FOR

CARRYING OUT THESE TASKS?

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Activities

Complete the following tasks in your activities booklet:– Question 15: the role of the Personnel

Department– Question 16: identify the task with the

job title– Question 17: the importance of training– Question 18: definition of key terms– Question 19: create a Job Description and a

Person Specification

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The Sales/Marketing Department

Hello my name is Alison MacDonald and I am the Sales/Marketing Manager at Caledonian Health &

Fitness.

I specialise in finding out new and exciting ways to talk to our customers and make sure that old, new

and potential customers are made aware of what we have to offer.

Let me tell you more about the exciting and challenging role of the Sales/Marketing Department!

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The Sales/Marketing Department The SALES Department focuses on dealing with

customer ORDERS. Dealing with orders is important and should be done quickly so that customers are not disappointed.

The MARKETING Department ensures people know about the products. eg• Advertising, making up questionnaires, telephoning

• Promotions

• Exhibitions

In most organisations the Sales and Marketing Departments are treated as since their roles are so closely related.

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THE SALES DEPARTMENTTASKS WHO IS

RESPONSIBLE FOR CARRYING OUT THESE TASKS?

Visit customers to make sure that they are satisfied with their product/service

Deal with customer complaints

Collect and process orders from customers

Deal with enquiries regarding customer orders or information on the product/service itself

Sales ManagerSales Manager Area Sales ManagerArea Sales Manager Sales ExecutiveSales Executive Sales RepresentativeSales Representative

This is what Mr V Smart is responsible

for at Caledonian Leisure and Fitness

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THE MARKETING DEPARTMENTTASKS WHO IS

RESPONSIBLE FOR CARRYING OUT THESE TASKS?

Identify potential customers

Encourage existing and old customers to continue giving their custom

Carry out market research eg. Surveys; questionnaires etc to find out exactly what people want

Identify potential competitors

Marketing ManagerMarketing Manager Market Research ManagerMarket Research Manager Market Research AnalystMarket Research Analyst Promotions ManagerPromotions Manager Marketing AssistantMarketing Assistant

This is what Mrs R Ambleon is

responsible for at Caledonian Leisure

and Fitness

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Activities Complete the

following tasks in your activities booklet:

– Question 20: Create an Organisation Chart

– Question 21: Responsibilities of the Sales Department

– Question 22: Identify the task with the job title

– Question 23: Role of the Sales/Marketing Department

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The Finance Department

Hello my name is Louise McKenna and I am the Finance Manager at Caledonian Health & Fitness.

I am responsible for ensuring that the business performs well financially. It is a very demanding job as I have to make sure that the business has enough

money to pay for all its bills!

Do you know what else I am responsible for? Lets find out in the next few slides!

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The Finance Department The FINANCE Department focuses on how well the

organisation is performing financially – i.e does it have enough money to operate?

The Finance Department are responsible for the following:

Paying all the bills (suppliers etc)

Paying staff wages

They pay for goods bought by sending them CHEQUES

Reporting to senior management on business’ progress eg Trading, Profit & Loss Account; Balance Sheet

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THE FINANCE DEPARTMENTTASKS WHO IS

RESPONSIBLE FOR CARRYING OUT THESE TASKS?

Prepares budgets for each department

Prepares the Final Accounts to inform management of how well the business is doing

Calculates wages Prepares cheques to

be sent to suppliers

Finance ManagerFinance Manager Financial AccountantFinancial Accountant Wages AssistantWages Assistant Accounts AssistantAccounts Assistant

This is what Mrs L McKenna is

responsible for at Caledonian Leisure

and Fitness

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WHY MUST THE FINANCE DEPARTMENT COMMUNICATE WITH OTHERS IN THE

ORGANISATION?

• FINANCE talk to SALES (make sure that they have enough money to carry out their sales techniques)

• FINANCE talk to PURCHASES (make sure that all the money has been paid to suppliers for goods – make sure that all bills are paid in full)

• FINANCE talk to MANAGERS (report on how well the business is doing)

• FINANCE talk to EMPLOYEES (prepare pay packets)

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Activities Complete the

following tasks in your activities booklet:

– Question 24: Communication between Finance and other Departments

– Question 25: Create an Organisation Chart

– Question 26: Definition of key terms

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The Purchases Department

Hello my name is Joan Montrose and I am the Purchases Manager at Caledonian Health & Fitness.

I am responsible for buying in all the equipment and resources that are needed to run Caledonian Health

& Fitness.

I love my job because I am responsible for doing all the “shopping” and finding the best bargains. As

you are about to learn, it is very important that I find the best supplier for the business otherwise we

could lose an awful lot of money!

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THE PURCHASES DEPARTMENT

There are 3 types of items which need to

be purchased at Caledonian Health &

Fitness :

• RAW MATERIALS (to make into products)

• GOODS (to sell to the public and to use inside the firm)

• EQUIPMENT (to enable people to do their jobs properly)

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THE PURCHASES DEPARTMENT

TASKS WHO IS RESPONSIBLE FOR

CARRYING OUT THESE TASKS?

log all stock coming in to the stock room and going out of the stock room

check to see that all goods are of a high quality

find the best supplier to buy from by looking at a range of catalogues and price lists to compare

Purchasing ManagerPurchasing Manager Stock ControllerStock Controller Quality ControllerQuality Controller BuyerBuyer

This is what Miss J Montrose is responsible

for at Caledonian Leisure and Fitness

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Activities Complete the

following tasks in your activities booklet:

– Question 27: Importance of Quality

– Question 28: Is Quality really important?

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STEPS TAKEN WHEN BUYING GOODS FROM A SUPPLIER

1) Collect catalogue/price lists from various suppliers

2) Agree a good price and good terms with supplier eg. Buy in bulk and receive a discount

3) Place an order with the supplier

4) Keep detailed records of the goods purchased

5) Check your goods when they come – are they exactly what you asked for? Does it match your order?

6) Check the goods into the stock room (this is the responsibility of the stock controller)

7) Check the bill (INVOICE) when it arrives

8) Pay the supplier – and make sure the invoice is paid on time!

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Activities

Complete the following tasks in your activities booklet:

– Question 29: Purchasing

– Question 30: Match the terms