Functional Departments. Administration Many different tasks are carried out by an Administrative Assistant Many different tasks are carried out by an

Functional DepartmentsFunctional Departments

AdministrationAdministration

Many different tasks are carried out by an Many different tasks are carried out by an Administrative AssistantAdministrative Assistant

MailMail

A large company will have large amounts A large company will have large amounts of mail and coming in and going out – mail of mail and coming in and going out – mail has to be dealt with efficiently and it must has to be dealt with efficiently and it must get to the right person on time get to the right person on time

Incoming Mail proceduresIncoming Mail procedures Sort mail checking for private and confidential mail which Sort mail checking for private and confidential mail which

is not opened and delivered to the person in the addressis not opened and delivered to the person in the address Open envelopes with a letter opener to ensure contents Open envelopes with a letter opener to ensure contents

not damagednot damaged Datestamp each letter so a record is kept of when the Datestamp each letter so a record is kept of when the

mail was receivedmail was received Make copies of mail to be seen by more than one person Make copies of mail to be seen by more than one person

– or prepare a circulation slip– or prepare a circulation slip Check for enclosures – Enc will be at the bottom of a Check for enclosures – Enc will be at the bottom of a

letter with an enclosure – if missing report to supervisorletter with an enclosure – if missing report to supervisor If any cheques enclosed make a note in the remittance If any cheques enclosed make a note in the remittance

bookbook Sort mail into departments and distributeSort mail into departments and distribute

Incoming Mail EquipmentIncoming Mail Equipment

Letter opener – allows envelopes to be opened Letter opener – allows envelopes to be opened quickly without damaging the contentsquickly without damaging the contents

Date stamp to stamp letters as evidence of when Date stamp to stamp letters as evidence of when mail was receivedmail was received

Photocopier for making copies of documents to Photocopier for making copies of documents to be seen by more than one personbe seen by more than one person

Pigeon holes – to sort and distribute the mailPigeon holes – to sort and distribute the mail

Outgoing Mail proceduresOutgoing Mail procedures Visit departments to check for any mail to be Visit departments to check for any mail to be

sentsent Check the letter to make sure it is signedCheck the letter to make sure it is signed Are there enclosuresAre there enclosures Is the address correctIs the address correct Fold the letter and place in the envelope – seal itFold the letter and place in the envelope – seal it Weigh and measure each item and affix the Weigh and measure each item and affix the

correct postagecorrect postage Sort the mail into types eg first class etcSort the mail into types eg first class etc Take special mail to the post officeTake special mail to the post office

IT MailIT Mail

Organisations may receive Organisations may receive correspondence by email, text, voicemail correspondence by email, text, voicemail and so mail room staff may also have to and so mail room staff may also have to set up procedures to ensure that this is set up procedures to ensure that this is dealt with efficiently too.dealt with efficiently too.

FilingFiling

It is important that all documents are It is important that all documents are organised and easy to find – so organised and easy to find – so organisations should have a good filing organisations should have a good filing system so documents do not get lost or system so documents do not get lost or damageddamaged

Methods of filingMethods of filing

Alphabetical – surnames (usually) are put Alphabetical – surnames (usually) are put into alphabetical order or under the into alphabetical order or under the company name – easy method of filing company name – easy method of filing everyone knows the alphabet – but some everyone knows the alphabet – but some rules may need to be explained so rules may need to be explained so everyone knows the systemeveryone knows the system


Numerical – each file is given a number Numerical – each file is given a number instead of a name eg your bank account instead of a name eg your bank account number – all documents relating to that file number – all documents relating to that file is filed under that number – it avoids is filed under that number – it avoids confusion if there are more than 2 people confusion if there are more than 2 people with the same name, it is easy to expand with the same name, it is easy to expand you just add numbers to the end you just add numbers to the end


Chronological – filing in date order with the Chronological – filing in date order with the most recent first. Can be used within the most recent first. Can be used within the alphabetical, numerical and geographical alphabetical, numerical and geographical – all documents received are put into a file – all documents received are put into a file in date order – useful when date is an in date order – useful when date is an important item, may be used with another important item, may be used with another method – unlikely to be the main filing method – unlikely to be the main filing method, may need an index to help method, may need an index to help retrieve informationretrieve information


Geographical – filing by location – towns, Geographical – filing by location – towns, cities, post code etc – used when a cities, post code etc – used when a business is organised by location eg sales business is organised by location eg sales reps cover different areas of the countryreps cover different areas of the country

Electronic filingElectronic filing Nowadays most organisations store information Nowadays most organisations store information

electronically eg by using databases – files are electronically eg by using databases – files are saved to computers in appropriate folders – saved to computers in appropriate folders – most organisations will have a network of most organisations will have a network of computers to allow staff to share files – files may computers to allow staff to share files – files may have to be password protected or read only to have to be password protected or read only to ensure their safety.ensure their safety.

But some documents may need to be kept as But some documents may need to be kept as paper documents eg invoices and letters and paper documents eg invoices and letters and these may be stored in filing cabinets.these may be stored in filing cabinets.

Most organisations will have a combination of Most organisations will have a combination of electronic and manual filing systemselectronic and manual filing systems

ReprographicsReprographics This area deals with producing copies of documents by This area deals with producing copies of documents by

usingusing Printers – to print out electronic copies of filesPrinters – to print out electronic copies of files Scanners – allows paper documents to be scanned and Scanners – allows paper documents to be scanned and

saved electronicallysaved electronically Photocopier – to make multiple copies of a document – it Photocopier – to make multiple copies of a document – it

can print double sided, create booklets, enlarge, shrink can print double sided, create booklets, enlarge, shrink copies etccopies etc

Binder – binds pages together to give a professional look Binder – binds pages together to give a professional look eg catalogues, brochures, reportseg catalogues, brochures, reports

Laminator – puts a thin plastic coating on a document, Laminator – puts a thin plastic coating on a document, protects it and makes it last longerprotects it and makes it last longer

ReceptionReception

Area where everyone first enters the buildingArea where everyone first enters the building The receptionist works in reception and should The receptionist works in reception and should

be:be: Pleasant and polite with peoplePleasant and polite with people Well presented and clearly spokenWell presented and clearly spoken PatientPatient Calm and able to cope with pressureCalm and able to cope with pressure Knowledgeable about the organisationKnowledgeable about the organisation

Reception Duties and ProceduresReception Duties and Procedures

Reception will see many visitors - some Reception will see many visitors - some will have appointments, some will not – all will have appointments, some will not – all visitors should be dealt with in a visitors should be dealt with in a professional manner – reception creates professional manner – reception creates the first impression of an organisationthe first impression of an organisation


Visitor with an appointment – receptionist Visitor with an appointment – receptionist should check the appointments book – it should check the appointments book – it should have visitors name, time of should have visitors name, time of appointment, who they are visiting and the appointment, who they are visiting and the purpose of the visit – receptionist will notify purpose of the visit – receptionist will notify member of staff, will ask visitor to wait in member of staff, will ask visitor to wait in reception or give them directions to where reception or give them directions to where they should be going.they should be going.


Visitor without an appointment – many Visitor without an appointment – many people may call to try and speak with people may call to try and speak with employees – they should be treated with employees – they should be treated with respect and the receptionist should try to respect and the receptionist should try to find someone to talk to them. This may find someone to talk to them. This may not always be possible so receptionist may not always be possible so receptionist may ask if they wish to make an appointment or ask if they wish to make an appointment or ask an employee to call them.ask an employee to call them.


Register of Callers – this is a book that Register of Callers – this is a book that allows an organisation to note the names allows an organisation to note the names of visitors , who they are visiting and why of visitors , who they are visiting and why plus the date and time of the visit.plus the date and time of the visit.

Electronic diariesElectronic diaries Allows the user to key in appointments on the computer Allows the user to key in appointments on the computer

instead of wiring them in a book instead of wiring them in a book AdvantagesAdvantages Diary can be seen by other people at the same time so Diary can be seen by other people at the same time so

they know where you are if they are looking for youthey know where you are if they are looking for you Diary alerts you if you make a double bookingDiary alerts you if you make a double booking Diary can have reminders set to remind you of Diary can have reminders set to remind you of

appointments etcappointments etc Diary can be linked to files on the computer making it Diary can be linked to files on the computer making it

easier to find informationeasier to find information A receptionist may use electronic diaries in conjunction A receptionist may use electronic diaries in conjunction

with other members of staffs diaries to record new with other members of staffs diaries to record new appointments etcappointments etc

Petty CashPetty Cash

All offices need a small amount of money – All offices need a small amount of money – called petty cash to cover the cost of small items called petty cash to cover the cost of small items eg window cleaners, to buy small items of eg window cleaners, to buy small items of stationery etc. There will be a money box stationery etc. There will be a money box (usually at reception) with anything from £50 - (usually at reception) with anything from £50 - £250 depending on the size of the organisation. £250 depending on the size of the organisation. Receipts for any spending must be kept and Receipts for any spending must be kept and petty cash amounts should be checked at the petty cash amounts should be checked at the end of each day. A petty cash statement is end of each day. A petty cash statement is drawn up to record money out and money in.drawn up to record money out and money in.

PurchasingPurchasing

This department does all the buying for an This department does all the buying for an organisation – 2 main areasorganisation – 2 main areas

Raw materials to make the product or Raw materials to make the product or serviceservice

Office equipment, stationery, anything else Office equipment, stationery, anything else needed for the running of the organisationneeded for the running of the organisation

Purchasing RolePurchasing Role Departments will request that the purchasing department Departments will request that the purchasing department

buys items for them – they will fill in a requisition slip buys items for them – they will fill in a requisition slip detailing what they want purchased and how much – detailing what they want purchased and how much – purchasing will contact suppliers to find materials at the purchasing will contact suppliers to find materials at the right price and quality and order these.right price and quality and order these.

The Purchasing department is also responsible for The Purchasing department is also responsible for storing stock safely and has to keep a record of all stock storing stock safely and has to keep a record of all stock in and out – they may use a stock record card or a in and out – they may use a stock record card or a database.database.

Stock control is important because – stock is valuable Stock control is important because – stock is valuable and it needs to be controlled, goods may go out of date, and it needs to be controlled, goods may go out of date, stock should not run too low otherwise production may stock should not run too low otherwise production may have to stop, stock may be stolen and this should be have to stop, stock may be stolen and this should be noticed.noticed.

Sales DepartmentSales Department Sells the goods and services, they try to find people to buy the Sells the goods and services, they try to find people to buy the

product, they may advertise and promote the product, they may deal product, they may advertise and promote the product, they may deal with customer enquiries and take orders for goods, deal with with customer enquiries and take orders for goods, deal with customer complaints. They may decide oncustomer complaints. They may decide on

A reasonable price for the product A reasonable price for the product Create price lists and cataloguesCreate price lists and catalogues Tell people about the product by advertisingTell people about the product by advertising Create a website for selling on lineCreate a website for selling on line Promote the product through competitions and offersPromote the product through competitions and offers Carry out market research to find out what customers wantCarry out market research to find out what customers want Develop new productsDevelop new products Improve old productsImprove old products

Finance DepartmentFinance Department

Deals with all the money coming in and Deals with all the money coming in and going out of the organisation.going out of the organisation.

Records the amounts of money received Records the amounts of money received from customers and issues receipts.from customers and issues receipts.

They draw up the accounts of the They draw up the accounts of the company and show how much the company and show how much the company is worth and calculate how much company is worth and calculate how much profit the company makesprofit the company makes

FinanceFinance Methods of paymentMethods of payment Cheques – not accepted in many shops nowadays but Cheques – not accepted in many shops nowadays but

they are useful for paying for goods through the postthey are useful for paying for goods through the post Debit cards – allow you to pay for goods using chip and Debit cards – allow you to pay for goods using chip and

pin or over the telephone and internetpin or over the telephone and internet Credit cards – similar to debit cards but the money is not Credit cards – similar to debit cards but the money is not

taken out of your account, it is lent to you and you have taken out of your account, it is lent to you and you have to pay it back with interest when you receive your credit to pay it back with interest when you receive your credit card billcard bill

Paypal – is a system of online payment which allows Paypal – is a system of online payment which allows secure payment online – a buyer keys in their bank secure payment online – a buyer keys in their bank account details each time they buy something account details each time they buy something

FinanceFinance

Wages – all employees work to be paid Wages – all employees work to be paid and there are different methods of and there are different methods of calculating wages – the finance calculating wages – the finance department must ensure that they pay the department must ensure that they pay the correct amount to each employee.correct amount to each employee.

Business Documents used in Business Documents used in Purchasing, Sales and FinancePurchasing, Sales and Finance

Letter of enquiry – purchasing sends a letter to various companies asking Letter of enquiry – purchasing sends a letter to various companies asking for details about particular products – it will ask if they stock the product, for details about particular products – it will ask if they stock the product, how much it costs and how long it will take to be deliveredhow much it costs and how long it will take to be delivered

Quote, price list or catalogue – a sales department will respond to a letter of Quote, price list or catalogue – a sales department will respond to a letter of enquiry by sending out a quote, which will detail cost and delivery times – enquiry by sending out a quote, which will detail cost and delivery times – they might enclose a catalogue and a price listthey might enclose a catalogue and a price list

Order form – if the purchasing department is satisfied with the quote they Order form – if the purchasing department is satisfied with the quote they will send an order form requesting the goods they wantwill send an order form requesting the goods they want

Delivery Note – included with the delivery of the product once purchased – it Delivery Note – included with the delivery of the product once purchased – it should be checked against the items delivered to make sure they are all should be checked against the items delivered to make sure they are all therethere

Invoice – “the bill” detailing the amount due and when this amount is due Invoice – “the bill” detailing the amount due and when this amount is due Credit Note – sent if goods have been returned to a company eg if they are Credit Note – sent if goods have been returned to a company eg if they are

damaged or unsuitable – it details how much the amount on the invoice will damaged or unsuitable – it details how much the amount on the invoice will be reduced by.be reduced by.

ReceiptsReceipts

Human ResourcesHuman Resources Deals with the people – the employees of the organisation Deals with the people – the employees of the organisation Recruitment to ensure the best candidate is picked for the job – Recruitment to ensure the best candidate is picked for the job –

makes use ofmakes use of Job descriptions – lists all the duties involved in the jobJob descriptions – lists all the duties involved in the job Person specification – the qualities and experience required by the Person specification – the qualities and experience required by the

candidatecandidate Advertising the job in the right placeAdvertising the job in the right place Reviewing application forms and CVsReviewing application forms and CVs Testing staff eg numeracy tests if the job requires working with Testing staff eg numeracy tests if the job requires working with

numbersnumbers Interviewing staffInterviewing staff References - requesting references from former employers of References - requesting references from former employers of

candiatescandiates

Human ResourcesHuman Resources

Training – induction training involves showing Training – induction training involves showing new members of staff around the organisation to new members of staff around the organisation to enable them to settle in to work quickly. On the enable them to settle in to work quickly. On the job training is training whilst you work, with an job training is training whilst you work, with an experienced member of staff teaching you how experienced member of staff teaching you how to do the job. Off the job training – where you to do the job. Off the job training – where you may go to college or a training centre to learn may go to college or a training centre to learn new skills.new skills.

Employees will fill in a training request form and Employees will fill in a training request form and hand in to HR who will then book the course for hand in to HR who will then book the course for them if it has been approved.them if it has been approved.

Human ResourcesHuman Resources

Staff Rota – this ensures there will always be Staff Rota – this ensures there will always be enough employees at the workplace to do the enough employees at the workplace to do the work when needed – details to staff the times work when needed – details to staff the times they are expected to work from week to week.they are expected to work from week to week.

Holiday Rota – employees must be able to take Holiday Rota – employees must be able to take holidays – but there must always be staff holidays – but there must always be staff available to work on any given day. Employees available to work on any given day. Employees can’t have their holidays all at the same time – can’t have their holidays all at the same time – so a holiday rota ensures that their holidays are so a holiday rota ensures that their holidays are spread over the year.spread over the year.