CARIBBEAN EXAMINATIONS COUNCIL
SECONDARY EDUCATION CERTIFICATE
EXAMINATION
OFFICE ADMINISTRATION
Paper 02– General Proficiency
2 hours
07 January 2011 (am)
INSTRUCTIONS TO CANDIDATES
1. Number each answer in your booklet correctly.
2. Begin each answer on a new page.
3. Use the blank form(s) supplied to prepare answers where necessary.
4. Answer ALL questions in each SECTION I and any TWO questions in Section II.
DO NOT TURN THIS PAGE UNTIL YOU ARE TOLD TO DO SO
Section I
Answer ALL questions in this section.
1 (a) List THREE activities performed in the office that relate to processing information.
(3 marks)
(b) State TWO differences between a small company and a large company with respect to the:
(i) employees
(ii) structure
(c) As an employee you believe that your co-workers must promote positive relationships with each other in the workplace.
Copy the table below in your answer booklet. For EACH positive attitude listed, state ONE appropriate action by the employee and ONE appropriate action by the employer that would promote the attitude.
(8 marks)
Total 15 marks
2 (a) State THREE uses of the internet.
(3 marks)
(b) List FOUR items of information that should be included on a telephone message form.
(4 marks)
(c) Some employees at your workplace have been abusing the use of cellular telephones during working hours. As a result, policy guidelines regarding the use of cellular telephones have been developed. Ms. Eva Bain, manager, asked you to draft a memorandum TO ALL STAFF for her signature.
The memorandum is to inform staff of the plan to introduce new policies on the use of cellular telephones during working hours and should include:
- THREE ways in which cellular telephones are inappropriately used by the employees in the work place.
- ONE disadvantage of using cellular telephones during work hours.
(8 marks)
Total 15 marks
3 (a) (i) State the meaning of the term ‘indexing’ as it is used in records management.
(2 marks)
(ii) State TWO reasons for cross-referencing a name.
(2 marks)
(b) List THREE regulations that relate to access and retention of documents.
(3 marks)
(c) You are a clerk with Prime Real Estate Ltd which has recently merged with two other companies. At Prime Real Estate Ltd you used a departmental filing system. The merged company is no using a centralised filing system.
(i) Identify FOUR changes that you must make to facilitate the use of the centralised filing system.
(4 marks)
(ii) State FOUR activities that management should undertake to ensure that the change from a departmental to a centralised filing system is successful.
(4 marks)
Total 15 marks
4 (a) (i) Define the term ‘quorum’
(1 mark)
(ii) State FOUR legal requirements of an Annual General Meeting.
(4 marks)
(iii) List TWO ways in which the Chairman’s Agenda is different from the General Agenda.
(2 marks)
(b) Use the information provided in the electronic mail below to prepare an itinerary for Mr. Sant. Use the 12 or 24 hour clock in your response.
(8 marks)
Total 15 marks
SECTION II
Answer and TWO questions in this section.
5 (a) (i) State THREE responsibilities of the human resource department with regard to deployment.
(3 marks)
(ii) State THREE items of information that the human resource department must obtain from other departments to develop job descriptions.
(3 marks)
(b) It is the first time Ryce Parsons is making credit purchases. The goods are valued at $8,500.00. The terms of payment are 2 per cent net 15 days. Assume that you are working in the accounts department of the company which has granted credit facilities.
(i) Outline THREE actions that your company should take before granting credit facilities to Ryce Parsons.
v
(ii) Write THREE recommendations to deal with delinquent debtors.
(3 marks)
(iii) Ryce Parsons repays the loan within 8 days. Calculate his final payment. Show all working.
(2 marks)
(iv) Write a justification to indicate if Ryce Parsons is entitled to a discount.
(1 mark)
6 (a) (i) State THREE reasons why stock control is important to a company.
(3 marks)
(ii) Identify THREE factors that will influence a company’s decision on what items to stock.
(3 marks)
(b) Assume that you work in the accounts department of Fores Construction Company. Your duties include preparing statements of accounts. The account of Charters Equipment of 36 Hades Park, Anguilla, showed the following transactions for the month of December.
Purchase on December 12 amounted to $1,270.00
Purchase returns on December 15 were $760.10
A cheque was received on December 18 for $1,104.55
The statement number was 5732 and the bought forward balance on December 02 was $655.25. Use the form provided to prepare a statement of accounts to be sent to Charters Equipment company.
(9 marks)
Total 15 marks
7(a) State THREE duties that may be required of a clerk in the sales department when dealing with customers.
(3 marks)
(b) List THREE steps in the purchasing procedure.
(3 marks)
(c) Suppliers of office equipment will be invited to submit tenders for a photocopy machine to the company in which you are employed. The equipment must have the cutting edge technology in order to meet the needs of the marketing department.
(i) You are required to draft the request for tenders that will be sent out to suppliers. Include THREE main components.
(4 marks)
You are assisting the sales manager in evaluating the tenders received from the suppliers. You feel that a checklist will help to identify the MAJOR features of the photocopy machine.
(ii) Design a checklist that identifies FOUR features of the photocopy machine that will meet the needs of the Marketing Department.
(5 marks)
Total 15 marks
8 (a) State TWO tasks performed by a clerk in the factory office in the preparation of a shift roster.
(2 marks)
(b) State TWO uses of EACH of the following:
(i) Destination sheet
(2 marks)
(ii) Delivery note
(2 marks)
(c) You work in the Production Department of the Fashion Statement Company, 14 Chaud Place, Bridgetown, Barbados. Mr Chris Welsh, production manager, left the following note on your desk:
(i) Use the information in the note from Mr Welsh. To design a production order form from your company.
(5 marks)
(ii) Use the form you designed at (a) (1) above the Production Order No 56/2011, received by your company for less than 1000 ladies straw hats. The form must be signed by Mr. Welsh, who informed that the job must commence today.
(4 marks)
Total 15 marks
END OF TEST