UNIT 1 A&BREVISION

PURCHASES

Job Titles Chief Buyer Quality Manager Warehouse Supervisor Stock Controller Quality Controller Buyer

Purchasing Includes:

Collecting and processing purchase requisitions from departments

Obtaining quotations, catalogues and price lists from suppliers

Agreeing with purchase prices and conditions with suppliers

Receiving and checking deliveries Keeping stock records Checking invoices and authorising

payments for goods

HUMAN RESOURCES

Job Titles Recruitment Manager Training Manager Health & Safety Officer Employee Relations Manager Training Officer

Human Resources Includes:

Advertising vacancies Preparing job descriptions and job specifications Issuing and collecting job applications Arranging and conducting interviews Preparing employee contracts Keeping employee records Assisting with staff appraisal Organising training courses if needed Dealing with health & Safety (accident reports

ect)

FINANCE

Job Titles

Chief Accountant Financial Accountant Management Accountant Credit Controller Invoice Supervisor Wages Assistant

Finance Includes: Checking invoices, credit notes and statements

from suppliers of goods/services Preparing invoices, credit notes and statements for

delivery to customers Preparing cheques for suppliers Banking cash and cheques from customers Preparing budgets and final accounts Calculating wages and preparing payslips Completing tax returns Analysing financial information for management

and shareholders

SALES & MARKETING

Job Titles

Marketing Manager Area Sales Manager Market Research Manager Advertising Manager Sales Representative Telesales Assistant

Sales & Marketing Includes:

Identifying potential new customers and products

Dealing with enquiries from customers Collecting and processing orders from

customers Preparing and conducting consumer surveys Analysing market research questionnaires Preparing publicity, organising exhibitions

ADMINISTRATION

Job Titles

Office Manager Administration Supervisor Secretary Computer Operator Receptionists Reprographics Assistant Mailroom Assistant Filing Clerk Office Junior

Administration Includes:

Word Processing Desktop publishing Incoming, Outgoings and Internet Mail Secretarial Services Receptional and Switchboards Reprographics Manual and Computerised Databases Office Supplies Email and Faxes Petty Cash and Financial Records (spreadsheets)

Organisation Pyramid Board of Directors

Chief Executive

Senior Managers

Managers

Junior Managers

Supervisors

Assistants

Span Of Control

Span of Control means the number of people who report to a manager

Manager Manager

Employees Employees

Narrow Span of Control Wide Span of Control

Team Work in Organisations

Everyone has a common goal Everyone is committed to realising goal Team planning and tactics discussed Members pull together Members help each other Win or lose as a team Team greater than sum of their parts

Organisational Structures

Organisations either have a tall or flat structure

Tall Structure Flat Structure

Tall Structures Many Levels of management Managers will have narrow spans of control Management posts usually specialised

Benefits

• Easier for managers to supervise staff

• More promotion opportunities

Costs

• Slow decision making• Workers may have little freedom or responsibility

Flat Structures

Few levels of management Managers have wider spans of control

Benefits

•Employees have more authority and responsibility

• Decision making is quicker

Costs

• Employees have greater workload

• Employees may need training for multi-tasking

Chain of Command

Chain of command is the way instructions are passed down

from one level of post to another within an organisation

Recruitment Manager

Board of Directors

Managing Director

Sales and Marketing Director

Finance Director

Purchasing Director

Personnel Director

Sales Manager

Marketing Manager

AccountantPurchasing Manager

Training Manager

Line and Lateral Relationships

A line relationship exists between a manager and the employees immediately below them, illustrated by vertical lines in an organisation chart

A lateral relationship exists between employees on the same level and report to the same line manager

Organisation Change

Growth Downsizing Delayering

Outsourcing

Growth

What Happens? Sales of goods/services increases More staff employed to meet increased

sales

Effect of Org. chart More staff on various levels New departments New specialists

Downsizing

What happens? Staff ‘laid-off’ Wages (labour costs) are reduced

Effect on Org. chart Greater workload for departments Some posts will disappear Workers have more duties

Delayering

What happens? Levels of management are reduced

(move from tall to flat structures) Wider spans of control

Effect on Org. chart Flatter structure Fewer management posts Increased worker responsibilities

Outsourcing

What happens? Sub-contractors come in to do activities Sub-contractors bring their expertise

Effect on Org. chart Simpler organisation chart (fewer

departments & fewer specialist members of staff)

JENNA HOLMES