sgad unit 1b - pupil notes

8/7/2019 SGAD Unit 1b - Pupil Notes

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KNOX ACADEMY

STANDARD GRADE

ADMINISTRATION

UNIT 1b

FUNCTIONAL

DEPARTMENTS

PUPIL NOTES


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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


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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


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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


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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


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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)


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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


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


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.


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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


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.


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


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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


store supplier records database key-in letters of enquiry word

processing

record issuing and receipt of stock spreadsheet


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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


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


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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


Financial/Management Accountant Finance Clerk Credit Controller Wages Assistant Accounts Assistant Invoice Supervisor


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.


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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)


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


Computer Analyst Computer Programmer Computer Operator Data Processing Manager Help Desk Operator


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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)


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


Office Manager Filing Clerk Mailroom Assistant Receptionist Reprographics Assistant


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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

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