Investigate their human resources, administration, finance and sales Essay Example for Free

Investigate their human resources, administration, finance and sales Essay Marks and Spencers have many different store departments but also have many different departments of their business, its functional areas. I am going to look at and investigate their human resources, administration, finance and sales and marketing departments to then see how each contributes to the running of Marks and Spencers. Human Resources: The human resources department aims to carry out 5 major things, these being: 1. Recruiting, keeping and dismissing employees. This is a major task for MS as they need the right type of employees for the business to operate its best, also the employees shall decide the businesses success present and future. Recruiting new employees could be hiring new people from outside the business or promoting workers already working in the business. Many businesses such as MS like recruiting from outside the business to bring new ideas and enthusiasm. MS would want to keep all their existing employees as they would risk losing experienced and trained staff, plus recruiting new workers and training them can prove to be expensive. Sometimes MS would have to dismiss or sack employees, this may be due if an employee cannot carry out their job efficiently or effectively. Also many employees are dismissed or made redundant, as their jobs no longer exist, say the fall in a particular product could lead to the dismissal of many staff. Read more:Â  Human Resource Management Essay 2. Monitoring and providing good working conditions. Working conditions includes; the cleanliness of a place, the provision of rest areas, hours of work and holidays. Working conditions have a great impact on how well a business operates and how well employees can carry out their work. They are normally a subject for negotiation between trade unions and human resources. MS have an area for staff to relax and spend their breaks in. The whole store would be regularly cleaned every day for both the workers and customers. 3. Training, developing and promoting employees. Human resources need their staff to be able to ensure that employees are able to do their jobs, they may give training at MS or through course at local colleges, planning jobs so that employees enjoy new experiences and develop new skills also promoting employees to more senior positions to give the business the skills and experience it needs. 4. Negotiating with trade unions. The human resources department of MS would have to discuss and agree pay and working conditions with trade unions or other representatives of the workforce. This process is called collective bargaining. 5. Health and safety is an important responsibility for human resources, as it requires MS to provide all employees with a secure risk free working environment. That is what the human resources function of MS had to ensure is carried out. Here are some typical job titles within an organisation such as MS. Job title Description Human resources director Deciding the overall staffing policies of Boots. Also he/she advise senior management. Setting the human resources budget. In charge of all human resource functions in Boots. Human resources manager He/she manages the human resources department and staff involved with industrial relations and trade union negotiations, also ensuring his/he staff is following the policies of Boots. Recruitment officer Responsible for the taking on of staff and section of staff, depending on their standard of work they offer to Boots and the customers of Boots. Training/staff development officer He/she are responsible for training and developing of their staff to bring or take them to a higher level. Personnel/staffing officer Keeping staff records, monitoring staff welfare. Health and safety officer He/she makes sure all aspects of health and safety are in order for staff matters. Also they monitor accident and prevention. Security officer General security, responsible for all security staff. Human resources administrative assistants Administrative work relating to the human resource function. Finance: Now I am going to look at the finance function of MS. The finance department of a business manages the money for the business. The department controls the financial transactions of a business and help managers to plan for the future. The various activities of the finance department are: 1. Recording all the financial matters of MS as they are constantly spending money or receiving it from sales. It is vital that they keep all records of all the activities in order to, calculate whether the business is being profitable, asses how much tax the business will have to pay and to help managers to make the right decisions. 2. All businesses have to prepare their accounts in order to summarise their financial affairs during a year, plcs are required to publish their results legally as they are a public company such as MS. They have to do the following; the balance sheet which states both what a businesses aims and its debts, profit and loss account- which records the profit or loss made during a lengthy period of time usually a year, the inland revenue have to confirm that MS has paid the correct amount of tax, suppliers are able to see whether business can pay its debts and finally shareholders can decide whether its worth investing in the business or not. 3. MS have to pay the wages of all their employees and it involves the finance department in a number of ways. The business has to deduct income tax and national insurance from each employees pay, it may be required to operate a pension scheme for its more elderly employees and to make sure the correct amount of wages or salaries has been given out to employees. 4. All businesses need some resources and capital to trade successfully. To purchase these resources businesses may need to raise large sums of money, known as capital, but not MS as they are already fully developed and expanding across the globe. But nevertheless a business has 2 main sources of capital; a loan raised by borrowing money from a bank or another business and retained profits, if MS has been very profitable they may be able to invest in the business and obtain resources they may need. Some typical job roles in the finance function in MS would include; Job Description Financial director Giving advice to senior managers on the overall financial policy of MS. Overseeing the budget of MS. In charge of all finance function in MS. Financial Manager Managing the finance function and staff. He/she also advises other members of staff with any financial queries. Chief Accountant He/She ensures that final preparation of accounts MS are in good and correct order. Management accountant He/She produces continuous financial information to MS. Credit Controller Advising on credit policies. Making sure money owing to MS kept in confidence. Credit control clerks Helps check accounts of new and existing customers accounts. He/She works below the Credit Controller but assist the credit controller. They also remind customers of overdue payments Chief Cashier He/She is responsible for the receipt, safe keeping accounting and banking all money received from boots. Payroll Administrator He/She is in control of ensuring that all of MS employees payroll and salary/wages section. Wages Clerks He/She helps and assists the payroll administrator, in the production of wages ands salary details. Administration: The administration department provides important support services to other departments in the business. Not all admin departments in all businesses are the same. In small businesses the admin department may take responsibility for human resources or finance, but in a large organisation such as MS it is usually most likely to be specialised. The admin department makes considerable use of computers and IT as it is required for a lot of their jobs. There are as always many activities for the administration department; they can be broken down into 5 groups: 1. Clerical services are the main role of every admin department. The department may provide clerical services to all other departments within the business. These maybe; word-processing, making telephone calls, booking accommodation for staff, sorting and delivering incoming mail and posting outgoing mail, organising meetings and keeping records of what takes place at these meetings, talking responsibly on behalf of the whole company and creating and keeping records of the company. 2. All businesses require regular cleaning MS is no exception as it is especially true as MS have cafes, which require thorough cleanliness. Admin also organises the maintenance of the building, they may decorate the inside and outside of the building if they wish. 3. Health and safety is a big issue with all businesses. It includes; providing safety clothing, warnings for workers, ensuring that there are no dangers around the workplace and providing regular medical checks for those working in risky environments. 4. Security is an increasingly important issue for all businesses, security duties would include; signing visitors in and out of premises, ensuring that unauthorised people are kept out by use of patrols or even guard dogs, protecting computer systems from hackers, patrolling to prevent shoplifting by employing guards in uniform. 5. Information technology is being more widely used by the minute, nearly all businesses use some form of IT nowadays. The admin department may use IT to; make spreadsheet for financial data, a database of customers and employees, payroll systems to calculate employees wages and salaries, e mail for communicating internal and external, web based systems, web sites for selling goods etc. Typical job roles of the administration function would be: Job Description Administration manager Managing the administration operations of MS. Administration assistant Assists with administrative tasks in particular areas. Secretary of Boots A senior executive responsible for all the legal affairs of MS. It manager Managing all IT requirements of MS, including equipment maintenance and advising on future needs. Office manager/senior administrator Responsible for ensuring the administrating operations in particular office or department. Chief security officer He/she is responsible for the security staff and advising on security requirements. Security Responsible for maintaining and monitoring security to the required standard. Reprographics supervisor (photo coping and printing) Ensuring all reprographics are done and to a high standard, as it reflects on Boots reputation from the quality of leaflets and formal letters etc. Pa / Secretarial staff These staff are mainly there to providing secretarial and administrative support to senior members of staff and Word processing operator/Data input clerk (worker) He/she type out letters and any other documents and also input data into a computer system. Maintenance of Staff He/she is responsible for routine maintenance work, which may include painting or decorating. Cleaning Staff Cleaning of general office areas, facilities and equipment Marketing and Sales: Marketing and sales involve businesses in many ways. Marketing is the process that helps all businesses to discover and meet the needs of customers. Doing market research, carrying it out in the local and wider community enables the business to discover: 1 Customer reactions to existing products 2 What new goods and services customers want 3 Whether or not new products will prove to be popular 4 The prices customers are prepared to pay for goods 5 How satisfied customers already are with the service Marks and Spencers therefore do the following; discover customer needs through market research, advise customers of products through promotion then achieve their sales. There are 2 types of research that can be carried out, Primary- gathering data for the 1st time by asking for views and opinions through questionnaires, interviews, surveys etc and Secondary research which is research that has already been done by someone else such as newspapers web site etc. The best-known marketing activity is promotion. 1 Advertising on TV, radio, internet, billboards, newspapers etc 2 Sales promotions, giving free samples like buy 1 get 1 free etc 3 Public relations, attempting to influence the publics opinions of the business and its products through sponsorship, trade fairs the press and media Businesses try to achieve their sales through a number of ways: 1 Selling products through shops 2 Personal selling such as when sales reps encourage customers to buy their products 3 Internet selling is an increasingly important sales method as it is spreading and growing bigger The typical job roles you can expect are: Typical job Title Job Role Marketing Director Responsible for over all marketing function and its aims and objectives. Sales Director He/She is responsible for the sales function. Sales Manager He/she is responsible for MS entire sales staff and achievement of sales targets usually within the UK. Export Manager This individual is responsible for agents and sales overseas. Advertising Manager In charge of advertising and publishing successful advertising campaigns. Sales Coordinator This person is responsible for giving urgent information required by sales staffs that are travelling. Sales Representatives MS sales staff who visit customers in UK and abroad. Market Researchers This team is relied upon to find out what customers want and whether or not there is a need for this new product. Order Clerks This staffs are responsible to accept and process sales orders. Telephone Sales staff Accept and process telephone orders.