OFFICE ADMINISTRATION

SCHOOL BASE ASSESSMENT (SBA)

Title of the Project:

An investigation into the functions of the Marketing Office in the Marketing Department at Grace
Kennedy, Paradise Road, Savanna-la-mar Westmoreland Jamaica

Candidate Name:

School: Petersfield High evening institution

Teacher: Miss James

Candidate#:

Centre#: 100263

Topic: Marketing

Year: 2021

Acknowledgement
It is my great desire to thank those who made it possible for the completion of this assignment.

First and foremost, I would like to thank the workers of the Grace Kennedy group for their massive

support and cooperation, also for finding the time to answer the questionnaire given. Members of

my family and friends who have been a constant support of encouragement. I would also like to

thank my office administration teacher, Miss James, for giving a basic outline in what is to be done

and going through examples. Finally, I give thanks to God for giving me strength and encourage to

press on, keeping me through the late night and finding that determination within me throughout

this exercise.

Introduction

This project is structured in such a way that it speaks directly to the reader. It takes into

consideration the information of some functions and importance of marketing department at Grace
I

I
Kennedy JA. I extend my knowledge and skills in a more suitable way in order to acquire a well-

organized project. This was done effectively by identifying the title, the aim of the project and

some function of the marketing department, correspondence letter, a methodology, questionnaire

and interview, schedule of activity, regulation policy, business form and a report etc. therefore as

you read along, you will acknowledge the most effective way of sensitizing and educating

yourselves about the marketing department. The researcher hopes that the information brought

forward will be a great importance in helping and encouraging you in this particular business area.

II
 Table of Content

Title: Pages

Acknowledgment I

Introduction II

CRITERIA 1

Title of the project 1

Aims of the Marketing Department 2

Functions of the Marketing Department 3

Correspondence 4

CRITERIA 2

Methodology 5

Questionnaire 6-7

Interview Questions 8

Schedule of Activities 9-10

Evidence of regulation and policies 11

CRITERIA 3

Report 12-17

Limitation 18
Recommendation 19

Office equipment 20

Bibliography 21

Appendix 22
CRITERIA 1
 Title of the Project

An investigation into the functions of the Marketing Office in the Marketing department at Grace

Kennedy JA, Paradise Road Savanna-la-mar, Westmoreland Jamaica.

1
 Aims of the Marketing Department

1. To find out the functions of the marketing office in the marketing department at Grace

Kennedy

2. To find out how important is the marketing department is to the organization.

3. To have a better understanding of the strategies used to promote the company’s product.
 Functions of the Marketing Department

The functions are:

2
1. Liaising with advertising entities with both internal and external to the office

2. Designing and managing market strategies

3. Organizing promotional activities

4. Publishing

5. Advertising

6. Budgeting
 Correspondence

Whitehouse District
Whitehouse PO
3
Westmoreland
Tele# [876-446-8889]
5 December 2020

Don Wehby,
Grace Kennedy/ Group
Paradise Road
Savanna-la-mar
Westmoreland
Jamaica W.I.

Dear Mr. Wehby,

Office Administration School Base Assessment Project
My Name is …………., I am a student of the Petersfield High School Evening Institution. I am
carrying out this research, which is an “investigation into the marketing department at Grace
Kennedy, Jamaica, savanna-la-mar, Westmoreland. I choose your company because it is well
known in the area and is a well-organized business.
The Caribbean Examination Council (CXC) requires a School Based Assessment project, as this is
20% of my final exam grade. To do so, I would like to conduct an interview on the marketing
office and issue questionnaire to the staff in that department in order to collect information for the
research.
All information that is received from your company will be kept confidential. You can contact me
at email ………………….for further information that is needed. Thank you for your assistance as I
look forward to a pleasing response.
Yours sincerely,

T. Vernon
Student

4
CRITERIA 2
 Methodology

In completing this research, the researcher used printed questionnaire and conducted an interview.

A questionnaire is a set of printed or written question with a choice of answer. The following

method were used:

 Questionnaire- Ten (10) questionnaire were distributed to ten (10) staff in a friendly and

accurate way, ensuring that each person received sufficient time to complete it. It was issue

on Friday January 22,2021 and was collected on Monday January 25,2021. This method

was used because the questionnaire is more time efficient because respondents can

complete the questions in their own time also more information will be obtained from the

questionnaire because respondents tend to be nervous in interview.

 Interview – This method was chosen to allow the person to speak on the importance of the

topic chosen six (6) question were asked in order to gain valuable information for this

research on January 22,2021 and collected on Monday January 25,2021.

5
 Questionnaire

1) What is the function of marketing office?

a. Publishing

b. Advertising

c. Designing and managing market strategies

d. Liaising with advertising entities both internal and external to the office

2) Why is marketing department important to the business?

a. It promotes and set mission

b. It reaches out to prospect, customer and inspector

c. It identifies customer target and improve it

d. Attract customer with product

3) Is there any customer feedback established in order to assess the productivity of the

marketing department?

a. No- not at all

b. Yes- with bad feedback

c. Yes- with good feedback

d. Sometimes in one day

4) How often does the organization does promotion?

a. Everyday

b. Every 3 month

c. Every 1 year

d. Every 5 year

6
5) Do you develop a detailed marketing budget prior to the start of each year?

_________________________________________________________________________

__________________________________________________________________

6) What is the problem faced when developing new product in the market?

a. Technical challenges

b. Lack of resource

c. Promotional challenges

d. Distribution challenges

7) What are the marketing tool used for advertising?

_________________________________________________________________________

_________.

8) Why do you have to advertise thing to get customer attention and attract to your product?

_________________________________________________________________________

_______.

9) Have you ever had any misleading information advertisement?

10) State how you deal with the situation with your

customer__________________________________________________________________

_________________________________________________________________________

_________________________________________.

7
 Interview Questions

1. What are the important of the marketing office?

2. What is the function of the marketing office?

3. What are some rules and regulation governing the department and regards to safety, staff

and heath in the marketing office?

4. Which marketing tools and platform do you use on a regular basis?

5. What are the types of equipment used in the marketing office?

6. When have you reached a marketing goal on a tight budget?

8
 Schedule of Activities
Date Activities
December 6,2020 Title was chosen for the
researcher
January 6,2021 Research adjusted the title
January 6,2021 Objectives were outlined
along with some function of
the department to study
January 13,2021 The permission letter was
written
January 13,2021 The methodology was written
January 21,2021 Questions was written and
the interview
January 22,2021 Questionnaire was then
carried out
January 27,2021 The report was written
February 3,2021 Rules and regulation were
written
February 10,2021 The researcher found some
equipment used in the
marketing department
9
Comments
Title was marked by the
teacher and was given some
adjustment
Teacher accept title and
researcher, and was told to
established aims and objective
These were then marked by
the teacher, and the researcher
was told to write the letter
Letter was marked by the
teacher and research was to
type letter and move on to
methodology
Methodology was marked by
the teacher and the teacher
and was told to move on to
the questionnaire
Questionnaire and interview
were marked by the teacher
Questionnaire was then
carried out at grace Kennedy
to the persons in the
department
Report has been marked by
the teacher and the researcher
was told to move on to rules
and regulations
Rules and regulations of
Grace Kennedy, savanna-la-
mar, Westmoreland, Jamaica
Office equipment was
observed by the teacher and
being marked
February 17,2021 The researcher has written the Bibliography was examined
bibliography by the teacher and was given
back to research to be
collected

February 17,2021 Submitted first draft The teacher had checked the
draft for correction

March 10,2021 Submitted final draft The final draft was submitted
and the teacher was pleased
with it

10
 Rules and Regulation

 Occupational safety and heath

The aim of the convention is to prevent accident and injury that is rising out of lined with or

occurring in the course of the work. It aims to do this by minimizing as a Reasonably, Practicable,

the causing of hazard inherited in the working environment.

This was told to the researcher during the interview

 staff rule

Staff should be attentive to customer and are obligated to supply information, they are:

 Visitor’s badge

 Sign log book

 Search bag by security

 Safety and health

You are required to wear protective gears to avoid injury.

Absolutely NO form of weapon is to seen on you when on the job.

Always wash your hands before handle the foods.

Use fire distinguisher, if there’s any fired in or out of the building,

11
CRITERIA 3
 Report

On December 16,2020, the researcher selected a topic relating to the Office Administration

syllabus and then an organization to conduct the study. A permission letter was sent to the

company/ manager soliciting company’s approval for the study. One-week later the request to

understudy the marketing department was approved. In order to proceed, the researcher selected the

most appropriate methods to collect the data and so in short order the researcher compiled the

questions for the interview and the questionnaire. These questions were shown to the teacher,

where she made the necessary corrections. On January 22, 2021, the researcher distributed the

questionnaire to the employees of the marketing department and conducted the interview with

manager. One week later, the researcher visited the Grace Kennedy company and collected the

completed questionnaire. The major findings in this project were that the marketing office is of

utmost importance to the organization, as this department publicize, liaising with advertising

entities both internal and external to the office and designing and managing market marketing

department. The department also promote and set missions, identify customer target and improve

it, attract customer with products and reaches out to prospect, customer and inspectors as it builds

long term relationship with the business and customers.

Some of the problems which were encountered while doing the research are as follows:
  Some employees were fearful to answer the question honestly because of the fear of

victimization from the employer

 Because of certain policies some of the information was withheld because of confidentiality

resulting in inadequate data

 Some employees had hesitated to conduct the interview because of their workload

 The timing of the interview did not coincide with the employees

One way to solve the above problems is ensuring strictest confidentiality with regarding to data
12
collection also ensuring that I’ve met the employee’s criteria with regard’s their timing.
Here are some questions that were asked and answered by the staff:

 Question 1: What the function of the marketing office?

function

100

90

80

70

60

50

40

30

20

10

Fig 1: The function of the marketing office. It can be seen that 90% of staff do publishing,

100% of the staff does advertising, 100% of staff design and manage market strategies and

80% of staff liaising with advertising entities both internal and external to the office.

14
  Question 2: why is marketing department important to the business

IMPORTANCE

100
90
80
70
60
50
40
30
20
10
0
i on to
r
e m u ct
c
i ss pe th od
m s ve pr
t in o ith
se d pr w
d an i m
er
an or nd
ot
e ct ta om
pe st
o m
os ge tc
u
pr r tar c
,p r tra
er e
at
om tom
st s
cu cu
o ify
tt nt
ou de
s in
c he
a
re

fig 2: shows why marketing department is important to the business. It is showed that

100% promote and set missions, 95% reaches out to customer, prospector and inspector, 90%

identify customer target and improve them, 100% attract customer with product.

15

16 1
 5
Question 3: Are there any customer feedback established in order to assess the productivity of the

marketing department?

customer feedback

5%

19%
NO NOT AT ALL
YES WITH GOOD FEEDBACK
YES WITH BAD FEEDBACK
50% SOMETIMES

25%

Fig 3. Shows the amount of customer feedback established in order to assess the productivity of the

marketing department. it shows that 50% answered -No not at all, 25% answered-Yes with good

feedback, 20% answered-Yes with bad feedback and 5% answered- Sometimes.

16
Question 4: how often does the organization does promotion

promotion

5% 1%

every 5 year
every 1 year
every 3 month
50% everyday
44%

Fig.1: shows how often the organization does promotion it shows: 50% every 5 year, 44% every 1

year, 5% every 3 month and 1% every day.

17
 Limitation

The researcher encountered difficulty to get all the information needed on time because the

researcher wanted to get the necessary information from specific persons and most of them was

busy, due to the fact is opens (6) days a week Sunday is excluded. The researcher has to go only on

Friday because, the researcher had to leave from school to go there. Out of (20) persons only (10)

answered.

Recommendation

The researcher recommends that upon visiting the grace Kennedy JA, the researcher realized that

the marketing clerk has a lot of mindful talent that can surely maximize production. They to be

promoted and rewarded for their respectable manner and patient to the customer. They never give

an inappropriate attitude nor inappropriate languages and they also take their work very serious,

they always do their work on time and ensure it is clean and ready to work again.as a result the

researcher recommend professional training should done more to employees and improve their

position.

18
 Office Equipment

Date Equipment purpose Suitable task

January 22,2021 Filing cabinet Used for keeping Allow for electronic
records of operational stock taking and reduce
business activities time spent to apply it
manually

January 22,2021 Facsimile Use to facilitate the It reduces the problems

transmission of of postal services
copying document

January 22,2021 computer Used to type, edit, store It reduces the time to
and send detail or prepare document
information

January 22,2021 calculator Perform arithmetic Reduce the time for

operation on numbers adding up numbers
and to add

20
 Bibliography

1. Finisterre, S, et.al Longman Office Administration foe CSEC- 2nd edition published by

Pearson education ltd 2013/2015

2. Julius Andriana retrieves from www.slidesshare.Net

3. Person interview

Date Names Job title Place

January 22,2021 Shelly-Ann Brown Marketing analyst Grace Kennedy, JA

January 22,2021 Aaliyah Binns Content writing Grace Kennedy, JA

January 22,2021 Mike Brown Graphic design Grace Kennedy, JA

January 22,2021 Romaine Reid Marketing analyst Grace Kennedy, JA

January 22,2021 Omar Myrie Graphic design Grace Kennedy, JA

January 22,2021 Novelette Gordon Product marketing Grace Kennedy, JA

manager
January 22,2021 Marsha Woolery Social media manager Grace Kennedy, JA

January 22,2021 Tatian Samuels Content writing Grace Kennedy, JA

January 22,2021 Antwaine love Brand manager Grace Kennedy, JA

January 22,2021 Andy Kerr Content writing Grace Kennedy, JA

21
 Appendix

Marketing office

22