Download - SGAD Unit 1b - Pupil Notes
-
8/7/2019 SGAD Unit 1b - Pupil Notes
1/14
KNOX ACADEMY
STANDARD GRADE
ADMINISTRATION
UNIT 1b
FUNCTIONAL
DEPARTMENTS
PUPIL NOTES
-
8/7/2019 SGAD Unit 1b - Pupil Notes
2/14
Standard Grade Administration 2 Knox Academy
Contents
Functional Areas ............................................................3
Human Resources...........................................................3Job Description................................................................................... 3Person Specification ............................................................................ 3Process................................................................................................ 3Contract of Employment...................................................................... 4Duties .............................................................................................. 4-5Job Titles ............................................................................................ 5Training .............................................................................................. 6ICT in Human Resources..................................................................... 6
Sales and Marketing .......................................................6Process................................................................................................ 6Job Titles ............................................................................................ 7Duties .............................................................................................. 7-8ICT in Sales and Marketing ................................................................. 8
Purchases .......................................................................8Job Titles ......................................................................................... 8-9Process................................................................................................ 9
ICT in Purchases................................................................................. 9
Finance Department .....................................................10Financial Documents ........................................................................ 10Job Titles ..................................................................................... 10-11ICT in Finance................................................................................... 11
Computer Services .......................................................12Duties ............................................................................................... 12Job Titles .......................................................................................... 12
Administration Department..........................................13Duties ............................................................................................... 13Job Titles .......................................................................................... 13Centralised Administrative Support................................................... 14
-
8/7/2019 SGAD Unit 1b - Pupil Notes
3/14
Standard Grade Administration 3 Knox Academy
Standard Grade AdministrationUnit 1b: Functional Departments
Organisations are arranged so that related activities are carried out in theone area. These key areas of activity are called functional areas (or
departments). Functional areas commonly found in organisations are:
Human Resources Sales (and Marketing) Finance Purchases Computer Services (ICT) AdministrationEach functional area is organised with the employees at the top having moreresponsibility than those at the bottom.
Human Resources
This department is responsible for dealing with the people within the
organisation recruitment, training and development, staff welfare, andconditions of service.
Job Description
Basic information about the job, ie job title, salary,
to whom the employee is accountable anddescription of duties and responsibilities
Person Specification
Information on the type of person required, egqualifications, experience, skills and qualities, andany special requirements, eg must have a drivinglicence
When recruiting staff, the department follows this process:
Prepares a Job Description and Person Specification Job Vacancies are advertised Application forms, job descriptions, and person specifications are sent
out to applicants
Completed application forms are received
-
8/7/2019 SGAD Unit 1b - Pupil Notes
4/14
Standard Grade Administration 4 Knox Academy
Short lists of applicants are completed, interviews are held, selection ismade
Letters are sent to successful and unsuccessful applicants Applicants may be asked to provide a reference The successful applicant will be issued with a
Contract of Employment (giving details of the jobtitle, salary, working conditions etc) once they havestarted work
Contract of Employment
An employee must be given a contract one month after the date that
employment started; this is a legal right of the employee. It should containthe following information:
name of the company name of the employee date the current employment began employees pay, or how it is calculated and the intervals at which it will
be paid eg weekly or monthly
employees hours of work entitlement to holidays job title or a brief description of the work location of employment notice period required to be given by both the employee and employer
The Human Resources Department must ensure that:
employee records are kept up-to-date this may bedone manually or using a database
a record of all accidents is maintained a healthy and safe working environment is
provided
employees are kept up-to-date with healthand safety/employment legislation
-
8/7/2019 SGAD Unit 1b - Pupil Notes
5/14
Standard Grade Administration 5 Knox Academy
Job Title Main Tasks/Activities
Human ResourcesManager
reports to the Board of Directors on issuesrelating to the Human ResourcesDepartment
is responsible for overseeing, monitoringand motivating employees in the HumanResources Department
interviews applicants/carries out staffappraisal
issues warnings/dismissals/promotesemployees
Administrative Assistant word-processing letters to successful andunsuccessful applicants
file application forms updates and maintains employee records
Other job titles within this department include:
Recruitment Manager/Assistant Employee Relations Manager Health and Safety Manager/Officer/Assistant Training Manager/Officer/Assistant Trainer
Other tasks carried out within this department include:
assisting with staff appraisal undertaking job grading issuing letters of dismissal dealing with staff welfare matters organising training courses meeting with trade union representatives
Do not use any wordfrom the job title to
describe a taskperformed eg youcannot say that aManager manages
-
8/7/2019 SGAD Unit 1b - Pupil Notes
6/14
Standard Grade Administration 6 Knox Academy
Induction Training is provided for newemployees to introduce them to theorganisation, members of staff and to advisethem of health and safety regulations,workplace practices etc.
A training programme may also be inoperation for all employees to upgrade theirexpertise or retrain in a different area of work.
Training may be carried out in 2 ways:
on-the-job training training iscarried out within the workplace
off-the-job training employees may attendan external training course eg at college
ICT may be used within this department to:
maintain employee records database key-in letters to applicants/memos to
employees word processing
record employees absences/holidays spreadsheet
transfer applicants details onto computer scanner
Sales (and Marketing) Department
This department is responsible for dealing with the sale of goods producedby the organisation. It will carry out market research for (new) products andalso advertise products made by the organisation.
The Sales Department follows this process when selling goods:
It receives letters of enquiry (asking for the price/quality/delivery times) It issues quotations (providing details of price/quantity/delivery
times/discounts)
-
8/7/2019 SGAD Unit 1b - Pupil Notes
7/14
Standard Grade Administration 7 Knox Academy
It receives order forms (requesting to purchase goods) It issues an advice note It requests the Finance Department to prepare and issue an invoice If at any time goods are returned then a Credit Note (details what
goods/quantity/value were returned) is issued
Job Title Main Tasks/Activities
Sales Manager reports to the Board of Directors on issuesrelating to the Sales Department
is responsible for overseeing, monitoringand motivating of employees within theSales Department
sets sales targets/analyses sales figuresSales Supervisor deals with customer enquires/complaints
monitors/assesses the work of the SalesAssistants
reports to the Sales Manager on a regularbasis
Sales Representative visits customers and potential customers toencourage them to buy the goods
Marketing Manager identifies potential customers to encouragethem to buy the goods
Administrative Assistant word processes quotations/price lists files order forms updates customer records
Other job titles within this department include:
Area Sales Manager Telesales Assistant Advertising Assistant
When describing a task carried out by anAdministrative Assistant in a specific department you
must make reference to that department. For example,it is not enough to say the Administrative Assistant inthe Sales Department updates records you must make
reference to customer records.
-
8/7/2019 SGAD Unit 1b - Pupil Notes
8/14
Standard Grade Administration 8 Knox Academy
Other tasks carried out within this department include:
sending out information, eg quotations, price lists and catalogues, tocustomers and potential customers
collecting and processing orders from customers
preparing publicity, organising exhibitions, etc
ICT may be used within this department to:
store customer records database key in quotation/price lists word processing prepare advertising leaflets/posters word
processing
record sales figures spreadsheet
Purchases Department
This department is responsible for dealing with all purchases into anorganisation, whether raw materials, stationery or office equipment.
Job Title Main Tasks/Activities
Purchases Manager reports to the Board of Directors on issuesrelating to the Purchases Department
is responsible for overseeing, monitoringand motivating employees within thePurchases Department
Buyer negotiates contract agrees purchase price and
conditions
AdministrativeAssistants
word processes letters of enquiry completes and sends order forms files information from suppliers
catalogues, price lists
-
8/7/2019 SGAD Unit 1b - Pupil Notes
9/14
Standard Grade Administration 9 Knox Academy
Other job titles within this department include:
Quality Manager Stock Controller Warehouse Supervisor
The Purchases Department follows this processwhen buying goods:
Collects and processes purchase requisitions from departments It sends letters of enquiry It receives quotations, catalogues and price lists The best buy (dependent on price, delivery dates, discount, credit
terms, warranties etc) is selected
Order forms are completed and sent to chosen supplier A goods received note (to check that correct goods and quantity have
been received) is received with the goods
Stock records are updated An invoice (checked against goods received note, calculations checked
and passed to Finance Department for payment) is received
Finally, a statement is received If at any time goods are retuned then a credit note (details what
goods/quantity/value were returned) is received
ICT may be used within this department to:
store supplier records database key-in letters of enquiry word
processing
record issuing and receipt of stock spreadsheet
-
8/7/2019 SGAD Unit 1b - Pupil Notes
10/14
Standard Grade Administration 10 Knox Academy
Finance Department
This department is responsible for all the moneycoming into and going out of the organisation.
This includes employees salaries and wages,paying suppliers, receiving payments fromcustomers, and petty cash.
The Finance Department must consult and checkwith other departments to ensure that financialinformation is correct, for example, PurchasesDepartment (to pay suppliers). Sales Department(to request payment from customers), and Human
Resources (to calculate employees wages).
The Finance Department uses the following financial documents:
Invoice a document which provides information about goodswhich have been bought on credit (informs the buyer of the
amount owing, trade discount, VAT and any cash discount forprompt payment)
Credit Note a document which provides information about thecost and reason for goods which have been returned
Statement a document which informs the buyer of the total amountowing at the end of the month (shows amount owing at the beginning ofthe month, plus invoices, less any credit notes and payments made, andthe final balance)
Cheque a document which is used to makepayment for goods
Job Title Main Tasks/Activities
Finance Manager reports to the Board of Directors on issuesrelating to the Finance Department
is responsible foroverseeing/monitoring/motivating ofemployees within the Finance Department
prepares budgets and forecasts controls spending of departments prepares final accounts
-
8/7/2019 SGAD Unit 1b - Pupil Notes
11/14
Standard Grade Administration 11 Knox Academy
Administrative Assistant word processes letters to customers fornon-payment
prepares cheques to be sent to suppliers takes cash/cheque to the bank checks/files invoices updates financial information on
spreadsheets
Other job titles within this department include:
Financial/Management Accountant Finance Clerk Credit Controller Wages Assistant Accounts Assistant Invoice Supervisor
ICT may be used within this department to:
calculating employees wages spreadsheet
preparing budgets spreadsheet preparing final accounts accounts
software eg Sage
preparing non-payment letters wordprocessing
An advantage of using a spreadsheetis that calculations can be carriedout automatically and accurately
using formulae.
-
8/7/2019 SGAD Unit 1b - Pupil Notes
12/14
Standard Grade Administration 12 Knox Academy
Computer Services Department
This department is responsible for dealing with all ICT issues within theorganisation. Employees within this department are responsible for:
installing new software making sure that licences are up-to-date advising on the purchase of ICT hardware and software maintaining computer equipment training employees how to use hardware/software responding to ICT problems creating and issuing user identifications (IDs) and
passwords
maintains inventories of hardware/software and putssecurity marks on hardware
managing the network (LANs and WANs)
Job Title Main Tasks/Activities
Computer Services (ICT)Manager
reports to the Board of Directors on issuesrelating to the Computer Services (ICT)Department
is responsible for overseeing, monitoringand motivating employees within theComputer Services (ICT) Department
maintains the networkComputer/ICTTechnicians
is responsible for setting up computers maintains computer equipment deals with hardware/software problems
Other job titles within this department include:
Computer Analyst Computer Programmer Computer Operator Data Processing Manager Help Desk Operator
-
8/7/2019 SGAD Unit 1b - Pupil Notes
13/14
Standard Grade Administration 13 Knox Academy
Administration Department
This department is responsible for providing a range of office services andadministrative support to all other departments within the organisation,
including:
word processing letters, memos, reports,agendas, minutes, itineraries, etc
desktop publishing leaflets, booklets, flyers,advertisements, etc
maintaining databases and spreadsheets filing mail handling manual and electronic (email/fax) reception and switchboard secretarial duties phone calls, routine mail, managing diaries, taking
minutes, travel arrangements
reprographics facilities purchase of small stationery items (petty cash)
Job Title Main Tasks/Activities
Administration Manager reports to the Board of Directors on issuesrelating to the Administration Department
is responsible for overseeing, monitoringand motivating employees within theAdministration Department
Administrative Assistant word processes (letters, memos) makes travel arrangements organises manual and electronic diaries
Other job titles within this department include:
Office Manager Filing Clerk Mailroom Assistant Receptionist Reprographics Assistant
-
8/7/2019 SGAD Unit 1b - Pupil Notes
14/14
Standard Grade Administration 14 Knox Academy
Centralised Administrative Support
In many organisations there is a combination of a centralised and
departmental system in operation.
Advantages
employees will be specialists in their jobs tasks will e completed more quickly and to a higher standard other employees are able to continue with their own work noisy equipment is kept in one areaDisadvantages
there may be times when there is too much work and this has to bereturned to departments
equipment failure will cause delays a centralised location may be inconvenient for employees if it is far away
from their own department
Now you can Head for Success with Unit 1b
in Standard Grade Administration
CREDITMATERIAL