The document describes several departments and external organizations that interact with Xpect Gym and Leisure. The Finance Department keeps financial records, sets budgets, and balances income and expenses. The Administration Department handles administrative tasks like correspondence, filing, and reception duties. The Personnel Department manages staff records, contracts, hiring, and training. The Sales and Marketing Department is responsible for sales, advertising, marketing materials, and the company website. The IT Department maintains the computer network and database system. External organizations that interact with the company include suppliers, the government, professional bodies, and unions.

1. Xpect Gym and Leisure
Department Functions and
External Organisations

2. FINANCE Department
• Keeps records of company income and
expenditure usually in a Financial System
Database Server
• Balance Income and Expenditure
– Income eg
sales, subscriptions, fees, grants, donations
– Expenditure eg Staff salaries, office rental, stock
items, equipment &
maintenance, consumables, savings, research.

3. FINANCE Department
• Set Budgets – maximum a department can spend
per year. This is usually broken down into two
categories;
– Capital (things that still have a value the following year
even after losing value by depreciation) eg
vehicles, equipment, property
– Revenue eg consumables.
• A Manager or ‘budget holder’ usually has a maximum
budget limit per item that (s)he may authorise spending on
before someone else, usually the Finance Manager or
Managing Director countersigns – this avoids fraud.

4. FINANCE Department
• Balance Income and Expenditure
– Income eg
sales, subscriptions, fees, grants, donations
– Expenditure eg Staff salaries, office
rental, stock items, equipment &
maintenance, consumables, savings, researc
h.

5. ADMINISTRATION Department
• Perform administrative duties;
– Letters
– Filing of documents
– Reception – greeting visitors, tours
– Answering enquiries eg phone, e-mail etc.
– Order items by making out Purchase Orders
(these have a unique PO number)

6. PERSONNEL Department
• Keeps detailed records of staff eg
address, holidays, disciplinary record
• Keep a record of job contracts
• Liaise with Payroll unit with regard to Satff
salaries, holidays
• Advertise jobs, check CVs and references
• Conduct job interviews
• Staff development and training eg
CPD, setting up courses, seminars etc.

7. SALES & MARKETING Department
• SALES
– Sells of products and/or services
– Have a detailed knowledge of their products
and/or services
– Sales people follow up ‘leads’
– Can sell to general public and/or corporate
buyers who work for other companies

8. SALES & MARKETING Department
• MARKETING
– Organises advertising campaigns eg
TV, radio, newspapers and magazines.
– Produces advertising material eg
posters, pamphlets, flyers
– Oversees the web-site design, layout and
interactivity
– Influences Corporate Identity/Image eg
logo, letter headings etc

9. IT Department
• Management Information System Unit
– Designs a database structure to hold data
– Collates data in a database system (MIS)
– Extracts information from the MIS database eg in
reports
– Manipulates data to produce information
• Network Support Unit
– Administers and supports the computer network
– Provides Help Desk support
– Specifies, recommends, obtains computer equipment
for use

10. Suppliers
– List goods supplied in a catalogue (hard copy
or on-line)
– Receive orders
– Supply goods with a delivery note
– Sends invoices to customers (only after a
signed delivery note has been received to
prove that goods have arrived at the
customer)
– Make customers aware of new products

11. Government
• Makes legislation eg Data Protection
Act, Health & Safety at Work Act, Copyright
Act, Computer Misuse Act, Disability
Discrimination Act, Employment
law, Financial Services Act etc
• Tax Office –tax codes for salaries
• Pensions – State pensions

12. Professional Bodies/Unions
• Members of the same profession
• Provide codes / standards to abide by eg
BCS, Corgi, RIBA, NUT
• Defend rights of members
• Provide liability insurance