Business Education Department - Standard Grade Administration
Functional Departments
Human Resources
Sales
Business
Purchases
Finance
Communication is vital
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)
Examples
• Receiving orders
• Receiving completed application forms
• Receiving catalogues
• Receiving completed clock cards
BASIC FUNCTIONS
2. PROCESSING INFORMATION (Dealing with Data)
Examples
• Processing customer orders
• Preparing a short list of applicants to interview
• Checking invoices with deliveries
• 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
Staff
Activities
Sales Department
•Sales Manager
•Sales Reps
•Customer Service Assistant
•Administration Assistants
•Market Research Staff
•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)
Examples
• Receiving orders
- Sales Department
• Receiving completed application forms
• Receiving catalogues
• Receiving completed clock cards
BASIC FUNCTIONS
2. PROCESSING INFORMATION (Dealing with Data)
Examples
• Processing customer orders
Sales Department
• Preparing a short list of applicants to interview
• Checking invoices with deliveries
• Calculating Wages
BASIC FUNCTIONS
3. TRANSMITTING INFORMATION
(sending information to another person)
Examples
Sales Department
• Send out information to customers eg price lists
• Send cheques to suppliers
• Give feedback to candidates on their interviews
• Sending orders to suppliers
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 one
Now complete tasks 1 and 2
Staff
Activities
Finance Department
•Finance Manager
•Financial Accountant
•Cost Accountant
•Accounts Assistants
•Invoice Supervisor
•Wages Assistant
•Admin Assistants
•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)
Examples
• Receiving orders
• Receiving completed application forms
• Receiving catalogues
• Receiving completed clock cards Finance Department
BASIC FUNCTIONS
2. PROCESSING INFORMATION (Dealing with Data)
Examples
• Processing customer orders
• Preparing a short list of applicants to interview
• Checking invoices with deliveries
• Calculating Wages
Finance Department
BASIC FUNCTIONS
3. TRANSMITTING INFORMATION
(sending information to another person)
Examples
• Send out information to customers eg price lists
• Send cheques to suppliers Finance Department
• Give feedback to candidates on their interviews
• Sending orders to suppliers
Staff
Activities
Purchases Department
•Purchases Manager
•Stock Controller
•Quality Controller
•Buyers
•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)
Examples
• Receiving orders
• Receiving completed application forms
• Receiving catalogues
Purchases Department
• Receiving completed clock cards
BASIC FUNCTIONS
2. PROCESSING INFORMATION (Dealing with Data)
Examples
• Processing customer orders
• Preparing a short list of applicants to interview
Purchases Department
• Checking invoices with deliveries
• 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 Purchases Department
Staff
Activities
Human Resources Department
•Human Resource Manager
•Training Officer
•Health and Safety Officer
•Careers Officer
•Administration Assistant
•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)
Examples
• Receiving orders
Human Resources Department
• Receiving completed application forms
• Receiving catalogues
• Receiving completed clock cards
BASIC FUNCTIONS
2. PROCESSING INFORMATION (Dealing with Data)
Examples
• Processing customer orders
Human Resources Department
• Preparing a short list of applicants to interview
• Checking invoices with deliveries
• 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
Human Resources Department
• Give feedback to candidates on their interviews
• Sending orders to suppliers
Large Organisations
Larger Workforce - Greater Communication
More Functional Departments
Computer
Services
Admin Support
You will discuss these Departments in your own class
Task
Department
1 Updates staff information on a database.
Human Resources
2 Places orders with suppliers.
Purchases
Finance
3 Prepares cheques to send to suppliers.
4 Visit customers.
6 Organise training courses for staff.
Sales
Finance
Human Resources
7 Receive price lists from suppliers.
Purchases
8 Carry out market research.
Sales
5 Prepare invoices.
WELL DONE
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Functions - Coltness High School