Administration Department.

Keeping records up to date is important because if other sections need past records the administration department know where it is and can get the records quick, and things can be done quicker in the whole company. This can also motivate the whole company if the communication is right and people working for the administration department understand each other work can be done quicker.

Also all paper work must be filed and kept tidy by J-Sainsbury's administration department.

J-Sainsbury's administration department has a responsibility arranging all the meetings for the manager. This involves confirming the date, time and the place of where the meeting will be held, booking the room, organizing the refreshments and making sure all the paper work is prepared.

The administration departments have the responsibility to respond to all enquiries which are made by the customers, prospective customers, from inside of the organization and even from the outside for example from suppliers or the companies bank, solicitor or even from local council and many others.

J-Sainsbury's administration departments need to answer all the enquiries promptly and accurately.

Also J-Sainsbury's administration department have other duties like purchase of all routine resources required by office staff. Things like small items of equipment, such as staplers and calculators to paper and envelopes.

J-Sainsbury's administration department contract security from special firms. The security firms give all the training. Also other security like CCTV also is the responsibility of the administration department to provide security to staff and customers.

J-Sainsbury's is an example of a centralised business.

Centralised means that specialist staffs purchase everything required by the organisation. This is good for J-Sainsbury's because this is often cheaper because they can bulk buy in greater discounts.

A high percentage of employees at head office are involved with administration.

The head office is an "office environment". There are no products for sale and customers do not "shop" at the head office.

The working environment in the supermarkets/branches is very different from the head office.

A lower percentage of staff is involved in administration in the branches

J-Sainsbury's.

Examples of administration in the branches include:

> Organising efficient work rotas.

> Keeping accurate records of staff attendance.

> Filing all documents in a secure place.

> Making sure all the maintenance checks are carried out on the equipment.

> Responding quickly to all telephone enquiries.

If the administration is not effective the business will be inefficient and will not be successful.

These are four job roles within the administration department.

Company secretary

A senior executive responsible for all the legal affairs of the company, dealing with shareholders, insurance and pension matters and Organising directors' meetings.

It manager

Managing all the It requirements of the company, including equipment maintenance and advising on future needs.

Chief security officer

Responsible for the security staff and for advising on security requirements.

PA/secretarial staff

Responsible for providing secretarial and administrative support, usually to senior managers.