Company Structure, Responsibilities & Delegation

The purpose of this document is to provide a clear and formal framework for the organisation’s structure, roles, responsibilities, and delegation of
authority. This document outlines how the company is organised, who is responsible for what tasks and decisions, and how authority and decision-making
powers are distributed throughout the organisation.

  1. Clarity of Organisational Structure: It defines the hierarchy and reporting lines within the company, including various departments, divisions, and
    positions. This helps employees understand their roles, relationships, and who they report to.

  2. Role Definition: The document specifies the responsibilities and duties of different roles within the company. It helps employees understand what is
    expected of them, what tasks they are accountable for, and how their work contributes to the overall goals of the organisation.

  3. Delegation of Authority: It establishes the extent of decision-making power and authority for different positions or individuals within the company.
    This ensures that decisions can be made at the appropriate level, empowering employees and promoting efficient operations.

  4. Coordination and Collaboration: By defining roles and responsibilities, the document facilitates coordination and collaboration among employees,
    departments, and teams. It clarifies interdependencies, improves communication channels, and reduces duplication or gaps in work.

  5. Compliance and Governance: The document supports compliance with legal and regulatory requirements by ensuring that responsibilities and
    decision-making processes are appropriately assigned and documented. It also promotes good corporate governance practices within the

  6. Succession Planning: A clear structure and delegation of responsibilities enable better succession planning. It allows for the identification and
    development of talent within the organization, ensuring continuity and smooth transitions during periods of leadership changes or promotions.
Job role
Reports to
Responsibilities & Delegated Tasks/Authority
  • Legally responsible for running the company and making sure information is sent to Companies House & HMRC on time.
  • Legally responsible for the company’s records, accounts and performance.
  • Must perform a set of 7 duties under the Companies Act 2006
  • Delegate appropriately and accordingly the general day-to-day running of the business to management.
  • Director
  • Responsible for the general running and day-today tasks of the business.
  • Strategic Planning: Developing and implementing the organisation's strategic goals and objectives, and formulating plans and policies to achieve them.
  • Financial Management: Ensuring the financial health of the organisation by managing budgets, analysing financial statements, and making decisions to optimize revenue, control costs, and improve profitability.
  • Team Leadership: Building and leading a high-performing team by hiring, training, and managing employees. Providing guidance, motivation, and support to team members and promoting a positive work culture.
  • Operations Management: Overseeing day-to-day operations to ensure efficiency, productivity, and compliance with quality standards and regulations. Identifying areas for improvement and implementing strategies to enhance operational effectiveness.
  • Business Development: Identifying opportunities for growth and expansion, developing new business initiatives, and fostering relationships with key stakeholders such as clients, partners, and suppliers.
  • Performance Monitoring: Monitoring key performance indicators (KPIs) to assess the organisation's performance and progress towards goals. Implementing measures to track and improve performance in various areas.
  • Risk Management: Identifying and mitigating potential risks and issues that may impact the organisation's operations, reputation, or financial stability. Developing and implementing risk management strategies and ensuring compliance with relevant regulations.
  • Stakeholder Communication: Serving as a primary point of contact for internal and external stakeholders, including employees, customers, investors, and regulatory authorities. Building and maintaining strong relationships, and effectively communicating the organization's vision, goals, and performance. Including being responsible for the oversight and dealings of the complaint’s procedure.
  • Decision Making: Making informed decisions based on analysis, critical thinking, and consideration of relevant factors. Balancing short-term objectives with long-term strategic goals and evaluating potential outcomes and risks.
  • Continuous Improvement: Promoting a culture of continuous improvement and innovation within the organization. Identifying opportunities for process optimization, implementing best practices, and fostering a learning environment.
  • Oversee and manage the Installers.
  • To also follow all responsibilities of an Installer when appropriate.
  • Delegate tasks to Showroom & Sales Manager as appropriate.
  • General Manger
  • Responsible for overseeing the daily operations of the showroom, managing the sales team, and ensuring that sales targets are met.
  • Be First point of call for Customers, including complaints as per procedure.
  • Develop and implement sales strategies to achieve sales targets and increase revenue.
  • Manage the showroom to ensure that it is attractive, organised, well-maintained and correctly stocked.
  • Develop and maintain relationships with customers to increase sales and customer satisfaction.
  • Monitor sales metrics and analyse sales data to identify areas for improvement.
  • Manage the sales team, including hiring, training, and performance management.
  • Conduct sales meetings, set sales goals, and motivate the sales team to achieve targets.
  • Ensure that all sales transactions are properly recorded, and that inventory is managed effectively.
  • Develop and implement marketing campaigns to promote products and drive sales.
  • Work closely with suppliers to ensure that products are available in the showroom and that pricing is competitive.
  • Prepare sales reports and present them to senior management.
  • Ensure Installer diaries and jobs are correctly maintained and carried out correctly.
  • Delegate to and monitor Sales Assistant workload.
  • Showroom & Sales Manager and General Manager
  • The Marketing & Sales Assistant will provide support to the marketing and sales teams in all aspects of their day-to-day activities.
  • Develop and execute marketing campaigns, including social media, email marketing, and advertising.
  • Conduct market research and analysis to support marketing and sales efforts.
  • Manage the company's social media presence and assist in creating engaging content.
  • Assist with the tracking and reporting of sales performance metrics and customer data.
  • Coordinate and communicate with customers, sales representatives, and vendors.
  • Provide administrative support to the marketing and sales teams, including ensuring installers diary and jobs are correct, helping with the day-to-day operations of the showroom, customer service, scheduling any meetings, organising files, and preparing any documentation.
  • Answer phone calls, emails, and other forms of customer communication.
  • General Manager
  • Responsibilities typically involve the installation, configuration, servicing and maintenance of various security systems and products.
  • Site Assessment: Conducting site assessments to evaluate security requirements and identify potential vulnerabilities. This involves surveying the premises, analysing security risks, and recommending suitable security solutions.
  • System Installation: Installing security systems such as burglar alarms, access control systems, CCTV, fire alarm systems, and other security devices. This includes mounting equipment, running cables, connecting devices, and ensuring proper integration and functionality.
  • Configuration and Programming: Configuring and programming security systems to meet specific customer requirements. This may involve setting up user access rights, defining security zones, creating alarm triggers, and customizing system settings.
  • Testing and Troubleshooting: Conducting thorough testing of installed security systems to ensure proper functionality and performance. Troubleshooting any technical issues that may arise during or after the installation process and resolving them efficiently.
  • Training and Customer Support: Providing training and instructions to customers on how to operate and maintain the installed security products. Offering technical support and troubleshooting assistance to address customer concerns and issues.
  • Documentation: Creating detailed documentation, including installation diagrams, system configurations, and user manuals. Maintaining accurate records of installations, changes, and repairs for future reference, as per current JCS procedure using specified software.
  • Compliance and Regulations: Adhering to relevant industry standards, regulations, and codes of practice while performing installations. Ensuring that all installations comply with safety guidelines and legal requirements.
  • Upgrades and Maintenance: Performing routine maintenance activities, including system upgrades, software updates, and hardware replacements. Conducting periodic inspections and testing to ensure ongoing system functionality and reliability.
  • Collaboration: Collaborating with project managers, engineers, and other team members to ensure smooth project execution. Coordinating with external contractors, electricians, or other professionals involved in the installation process.
  • Company Structure, Responsibilities & Delegation