This document outlines various job roles and responsibilities within common organizational functions such as purchasing, human resources, finance, sales and marketing, administration, and management. It also discusses organizational structures, including tall vs flat structures, spans of control, and chains of command. Finally, it covers types of organizational change like growth, downsizing, delayering, and outsourcing.
4. 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
5.
6. Job Titles
Recruitment Manager
Training Manager
Health & Safety Officer
Employee Relations Manager
Training Officer
7. 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)
10. 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
16. 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)
18. 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
19. 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
21. 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
22. 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
23. Chain of Command
Chain of command is the way
instructions are passed down
from one level of post to another
within an organisation
25. 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
27. 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
28. 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
29. 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
30. 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)