OFFICE

ADMINISTRATION

MULTIPLE CHOICE
QUESTIONS
WITH ANSWER

REVISED EDITION
1. In an office where large quantities of (A) Let Mr. Bain keep his appointment
printed materials have to be cut to size it as scheduled, since the employer
would be MOST useful to have access to a made his appointment.
(B) Cancel Mr. Green’s appointment
(A) sharp-edged knife with an explanation and issue him
(B) large pair of scissors with a new appointment date
(C) guillotine (C) Inform your employer and let him
(D) letter opener decide whom to see first.
(D) Direct Mr. Green to your
2. Which of the following documents should employer’s assistant, since he will
be given to a junior officer on the first day be busy seeing Mr. Bain.
of work?
7. For which of the following forms of
1. Job letter business organisation should Messrs be
11. Job description used in the address?
111. Job manual
1V. Job specification (A) Partnership
(B) Corporation
(A) 1,11 and 111 only (C) Sole trader
(B) 11 and 111 only (D) Limited company
(C) 1,111 and 1V only
(D) 11 and 1V only 8. A business letter which begins with the
salutation “Dear Sirs” should end with the
3. Your regular lunch hour is from 1200 complimentary close
hours to 1300 hours, but you have an
appointment between 1300 hours and 1400 (A) Yours sincerely
hours today. You should request (B) Your affectionately
(C) Yours faithfully
(A) a friend who has lunch from 1300 (D) Faithfully yours
hours to 1400 hours to switch lunch
hours with you 9. The surface of the paper to be used for
(B) the Personnel Manager to change making copies on an ink stencil duplicator
your working hours must be
(C) the Supervisor to permit a change
in your working hours (A) waxed
(D) a friend to explain your absence if (B) absorbent
anyone asks for you (C) greasy
(D) smooth
4. To determine if a reference book has
information on a specific topic, one should Item 10 refers to the following message:
consult the
PLYMAN
(A) foreword MIAMI
(B) title page
(C) bibliography HOLD ORDER 567529 12TH INST
(D) index REVISED ORDER FOLLOWS STOP
ADVISE IF ITEM AVAILABLE FOR
5. Before placing a call, a person who wants IMMEDIATE DELIVERY
to know the cost of a long-distance STANBUL
telephone call should ask the operator for
a/an 10. You have been asked at 1600 hours to send
the message above by telegram. Which of
(A) transfer charge call the following actions would be the MOST
(B) A.D.C. call appropriate?
(C) Person-person call
(D) Alarm call (A) Send immediately by full rate.
(B) Send immediately by ‘night letter’
6. Assume that you are employed as a rate
receptionist. Your employer made an (C) Wait until morning and send by full
appointment by telephone with Mr. Bain, rate.
but did not mention it to you, nor did he (D) Give the messenger for action on
enter it on his appointment for the same his way to work in the morning.
time with Mr. Green. Both callers arrived
together. What should you do in this
situation? 11. The Main purpose of a franking machine is

1
 to 16. The Caribbean Pen Markers Company
should be indexed on files as
(A) print attractive designs on letter
heads (A) Caribbean Pen Markers Company
(B) collate pages (The)
(C) strip papers into small pieces (B) The Caribbean Pen Markers
(D) print the amount of postage on Company
envelopes (C) Pan Markers Caribbean Company
(The)
12. Where a basic monthly rate for telephone (D) Company, The Caribbean Pen
calls exists, the rate charged for local calls, Markers
will be the same
17. On receipts of an incoming letter, the mail
(A) at any time day or night clerk’s first action should be to
(B) during the day only
(C) at night time only (A) hand it to the supervisor
(D) during normal office hours (B) route it correctly
(C) code it
13. A cheque which has been sent to your firm (D) date-stamp it
is made payable to another firm. What
action should be taken? 18. Which of the following documents should
a salesman use to dispatch goods to a
1. Forward the cheque to the firm to customer?
which it is made payable
11. Change the name of the cheque, (A) Invoice
initial it, and notify the sender. (B) Purchase requisition
111. Make a note of the error in the (C) Purchase order
Remittance Book (D) Voucher
1V. Return the cheque to the sender.
19. The filing system in your office is to be
(A) 1 and 111 only changed from the alphabetical system to
(B) 11 only the numerical system. How would this
(C) 11 and 111 only change affect the filing system?
(D) 111 and 1V only
(A) There would be less confusion
14. Which of the following steps are necessary, from similar names on file
and in what sequence, when sending (B) It would be cheaper
valuables by post? (C) Expansion of files would be easier.
(D) The filing clerk would remember
1. Place valuables in a large brown numbers easily
envelope.
11. Send the valuables by registered 20. An employee’s gross earnings totalled
mail. $182.80. His statutory deductions totalled
111. Wrap and secure the valuables with $22.00 and voluntary $9.80. How much
adhesive tape was his net pay?
1V. Initial the seal on the package
(A) $173,00
(A) 11 and 1V only (B) $160.80
(B) 1,11,111 and 1V (C) $151.00
(C) 11,111 and 1V only (D) $214.60
(D) 1,111 and 11 only
21. You work in a small office in which there
15. Which of the following names can be used is no filing system. You have been asked
to refer to the reception area? to arrange all the documents in a common
system and store them. What action would
1. Lobby you take?
11. Information desk
111. Service entrance (A) Place on an open shelf in easy
1V. Enquiries desk reach of the staff
(B) Place in boxes and leave them with
(A) 1 and 11 only the storekeeper
(B) 11,111 and 1V only (C) Classify and store them in boxes in
(C) 1,11 and 111 only a special room
(D) 1,11 and 1V only (D) Classify and store them in cabinets

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22. Which of the following are MOST likely to his appointment the next day.
be kept in departmental files? (C) Offer to make a new appointment
for the customer when he returns
1. Personal records from overseas.
11. Dead files (D) Suggest that the customer explains
111. Customers files his situation to the sales manager
1V. Specialised documents and let him decide what to do

(A) 1 only 27. The MAIN reason for sending adequate

(B) 1,11 and 111 only notice of an Annual General Meeting is so
(C) 1,111 and 1V only that members would
(D) 11,111 and 1V only
(A) have suffi
23. Which of the following are desirable
attributes of an office messenger?

1. Reliability
11. Punctuality (B)
111. Smart looks (C) JM
1V. Willingness

(A) 1 and 11 only

(B) 1 and 1V only
(C) 11 and 111 only
(D) 1,11 and 1V only

24. When additional money is paid to an

employee for more work completed in less
hours than specified, the amount is
calculated at

(A) flat rate

(B) bonus rate
(C) overtime rate
(D) double-time rate

25. Assume that you are employed as a

Receptionists and an executive tell you at
the beginning of the day that he will be
unable to keep a 3:00 p.m. appointment
with a client in his office. What action
MUST you take?

(A) Write the client, apologize and ask

him to suggest an alternative date
(B) When the client arrives, apologize
and offer him another appointment.
(C) When the client arrives apologize
and suggest that he might wish to
see someone else
(D) Telephone the client, apologize and (D) cient time to review the relevant
suggest the time for a new documents
appointment. (E) have sufficient time to arrange their
schedule
26. An important customer has told the (F) be able to send notification of
receptionist that he will be unable to keep absence
an appointment with the sales manager on (G) know that the meeting is properly
the following day as he will be out of the constituted
island. He asks to see the sales manager
now. What should the receptionist do? 28. A client cannot keep an appointment with a
lawyer. What appropriate action should be
(A) Check the sales manager’s taken?
appointments for the day and
discuss the matter with him (A) Call the secretary and explain the
(B) Ask the customer to try and keep situation, then write a follow-up
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 letter confirming the cancellation. 11. Minutes of last meeting
(B) Do not show up for the 111. Matters arising from the minutes
appointment, but call the secretary 1V. Space allocations and equipment
on the following day.
(C) Call the secretary and try to get a (A) 11,111,1V, 1
new appointment on another name. (B) 11,1V, 1,111
(D) Forget about the appointment and (C) 1V, 1,11,111
do not show up. (D) 1V, 11,111,1

29. Which of the following items of 34. You are travelling to a country which is
information MUST be included in a notice one hour ahead of your time. If your plane
of a meeting? departs at 12.00 noon and your flight takes
one hour and fifteen minutes, at what time
1. Name of the organisation would you arrive at your destination?
11. Date and time of meeting
111. Name of the secretary (A) 1415 hours
1V. Venue of the meeting (B) 1215 hours
(C) 1315 hours
(A) 1 and 11 only (D) 0215 hours
(B) 1,11 and 111 only
(C) 1,11 and 1V only 35. Which of the following statements applies
(D) 1,11,111 and 1V to a contract of employment?

30. A quorum is constituted of the (A) It is binding on the employee only

(B) It is binding on the employer only
(A) minimum number of members to (C) It is not binding on the employee or the
be present for a meeting to be employer
called to order (D) It is binding on both the employee and
(B) specific executive members who the employer.
must be present for a meeting to be
conducted 36. Which of the following actions MUST the
(C) executive members of the secretary take when preparing the agenda
committee present at the meeting for a meeting?
(D) number of members present at a 1. Consult with persons who attended
meeting the last meeting
31. Which of the following is NOT a function 11. Consult with the Chairman of the
of the Human Resource office? meeting
111. Refer to the agenda of the last
(A) Preparing cheques for training meeting.
specialists 1V. Refer to the minutes of the last
(B) Evaluating training programmes meeting
(C) Arranging for employee induction
(D) Preparing staff records (A) 11 and 1V only
(B) 1,11 and 1V only
32. Which of the following is the correct (C) 11,111 and 1V only
sequence of procedures to be followed (D) 1,11,111 and 1V
after a meeting
37. In the Caribbean, which of the following
1. Approval of minutes by Chairman can USUALLY be obtained through a
11. Circulation of the minutes to travel agency?
relevant persons
111. Preparation of draft copy of the 1. Purchase of airline tickets
minutes 11. Hotel reservations
1V Follow-up action by the Secretary 111. Visas for visits to foreign countries
on relevant matters 1V. Purchase of foreign currency

(A) 111 and 1,11 and 1V (A) 1 only

(B) 1,111,1V and 11 (B) 1 and 11 only
(C) 111,1,1V and 11 (C) 1,11 and 111 only
(D) 1V, 111,1 and 11 (D) 1,11,111 and 1V

33. In what order should the following items 38. Assume that it is your second month at
on an agenda be arranged? work as a clerk in a small organization.
You feel that some improvements can be
1. Any other business made in the filing system. Your immediate

4
 supervisor is the secretary and the head of written
the organization is the general manager. (D) is mailed after the date on which it
What should you do? is written

(A) Discuss your idea with the 43. The production department of a large firm
secretary is starting a new line of goods. Which of
(B) Make the changes you feel are the following documents would be needed
necessary to get the production started?
(C) Continue the old system until you
are asked for an opinion 1. Planning master
(D) Discuss your ideas with the general 11. Job cards
manager 111. Cost cards
1V. Bills of lading
39. The purpose of a visa is to
(A) 1 and 11 only
(A) record entry and exit to and from a (B) 11 and 111 only
country (C) 111 and 1V only
(B) verify that all taxes were paid in (D) 1,11,111 and 1V
your country
(C) introduce a person to a foreign 44. The stationery stock card for typing paper
country shows a beginning balance of 30 reams.
(D) grant permission to enter a What would be the closing balance, if 5
Country reams of the item were sent to the Sales
Department, 15 reams came in, and 5
40. The clerk responsible for making travel reams were given to the Human Resources
arrangements for a staff member omitted to office?
make a hotel reservation. The officer was
due to depart at 10:30 hours for (A) 13
Martinique. The error was discovered at (B) 30
10:00 hours on the same day. Which of the (C) 35
following actions should the clerk take to (D) 10
solve the problem?

1. Leave matters as it is too late to do

anything. 45. The BEST way of dealing with an enquiry
11. Make arrangements for the officer for a large quantity of merchandise is by
to be paged on arrival at the airport sending a/an
in Martinique and explain the
problem. (A) credit memorandum
111. Contact the officer at the local (B) pro forma invoice
airport and inform him of the error (C) price list
1V. Call the hotel, explain the situation (D) invoice
and make the reservation.
46. The person who is responsible for issuing
(A) 1 only price lists in a large organisation is the
(B) 11 and 1V only
(C) 111 only (A) accounts clerk
(D) 111 and 1V only (B) cashier
(C) despatch clerk
41. The MAIN reason for controlling credit is (D) sales clerk
to
47. For which of the following reasons might
(A) deal with delinquent customers firms transfer the information from
(B) minimise bad debts of customers customers’ order forms to their own sales
(C) Meet financial commitments to order forms
creditors
(D) give credit to all customers 1. to simplify checking procedures
11. To limit the control of credit
42. A ‘posted dated cheque’ is one which 111. To ensure that the order has all the
necessary information
(A) carries a date after that on which it 1V. To check whether any debt is
is written overdue
(B) carries a date before that on which
it is written (A) 1 and 111 only
(C) is mailed on the day on which it is (B) 11 and 111 only

5
 (C) 1 and 1V only 111. Take a seat
(D) 11 and 1V only 1V. Stand until offered a seat

48. A time card is used when calculating the (A) 1 and 111 only
(B) 11 and 111 only
(A) salaries for monthly paid workers (C) 11 and 1V only
(B) machine hours needed for a job (D) 1 and 1V only
(C) time required to complete a job
(D) wages for hourly paid workers 54. Microfilming is used primarily to:

49. When despatching goods to a foreign (A) start a new filing system
destination which of the following (B) economise in the use of storage
documents is used to check them? space for files
(C) sort files for numerical filing
(A) Consignment note (D) destroy old records
(B) Destination sheet
(C) Bill of sight 55. Which of the following duties should not
(D) Bill of lading be given to the receptionist?

50. Which of the following would NOT be (A) preparing wage sheets
included in a contract of employment? (B) receiving packages
(C) maintaining a notice board
(A) Regular hours of work (D) operating a switchboard
(B) Overtime hours
(C) Details of pension scheme 56. How should the name, Dr. F. D. Singh,
(D) Rate of salary appear on a file folder?

51. You have just filled out a company’s (A) (Dr.) F.C. Singh
Application For Employment Form. (B) F. D. Singh (Dr.)
Which of the following document(s) would (C) (Dr.) Singh, F. D.
be MOST appropriate to send along with (D) Singh, F. D. (Dr).
this form?
57. For which of the following could a
1. Personal Data Sheet telephone directory be used?
11. Copies of ceritficate(s)
111. Letters of recommendation 1. To determine a telephone number
11. To check the spelling of a name
(A) 11 only 111. To check an address
(B) 1 and 111 only 1V. To determine the suppliers of goods
(C) 11 and 111 only and services
(D) 1,11 and 111
(A) 1 only
52. Which of the following items of (B) 11 and 111 only
information may be obtained from the (C) 1,11 and 111 only
Human Resources Office? (D) 1,11,111 and 1V
1. Experience of persons who were
employed previously 58. In the business of a sole trader the decision
11. Knowledge and skills available of what to purchase is usually made by
among employees the,
111. Punctuality and absenteeism of
employees (A) Stock control clerk
1V. Cost of wages and salaries for the (B) Purchasing Manager
organisation (C) Proprietor
(D) Cashier
(A) 1 and 1V only
(B) 11 and 111 only 59. The amount of outgoing mail in a firm has
(C) 1,11 and 111 only increased greatly. Which of the following
(D) 1,11,111 and 1V actions should be taken to improve
efficiency of posting?
53. You are attending an interview. What
procedures should you following after 1. Assign more mail clerks to paste
being shown into the interviewing room? the postage stamp on all outgoing
mail.
1. Introduce yourself 11. Ask each department to try to
11. Wait to be announced reduce the amount of outgoing mail

6
 111. Set a specific time when outgoing bank
mail will be collected from all
department 65. Which of the following duties should be
1V. Frank outgoing mail. carried out by the person who opens the
mails?
(A) 1 only
(B) 11 and 111 only 1. Checking that all enclosures are
(C) 111 and 1V only received
(D) 1,11,111 and 1V. 11. Stamping the correspo
12.
60. A clerk was asked to file some invoices, in 13. ndence to show the date received
chronological order. These documents 111. Recording remittances and sending
should be arranged by; them to the bank
! V. Checking if the return address on
(A) Date the envelope corresponds with the
(B) Reference address in the letter
(C) Order number
(D) Quantity delivered (A) 11 only
(B) 1,11 and 111 only
61. Assume that you have been elected to be (C) 1,11 and 1V only
secretary of your school thrift society. (D) 11,111 and 1V only
Which of the following give the correct
sequence of the items to be put on the 66. The document which lists items which a
agenda? customer wishes to buy from a supplier is
called:
1. Matters arising
11. New business (A) An order
111. Approval of the Minutes (B) An invoice
1V. Any other business (C) A requisition
(D) A credit note
(A) 11,111,1,1V 67. Assume that you attended two job
(B) 1,11,111,1V interviews and have been offered a
(C) 111,1,11,1V position by both firms to start working in
(D) 111,1,1V, 11 two weeks’ time. What action should you
take with regard to the position you are not
62. In the Caribbean, travellers cheques may accepting?
be purchased from a/an
(A) Go to the firm and ask to speak to
(A) Commercial bank the manager to explain the situation
(B) Travel agent (B) Write a letter to the firm saying that
(C) Airline office you cannot accept the position
(D) Hotel offered
(C) Telephone the firm and state that
63. Which of the following items of you will not be accepting the
information should be given to a travel position
agent to make reservations for a staff (D) Say nothing and do not report for
member who has to travel to the USA. your work

1. Class of travel 68. Which of the following procedures is NOT

11. Preference of carrier proper business telephone etiquette?
111. Employee’s position
1V. Schedule of places to be visited (A) Answering the telephone as soon as
it rings
(A) 1V only (B) Thanking a customer for calling
(B) 111 and 1V only (C) Answering the phone with a cheery
(C) 1,11 and 1V only Hello
(D) 11,111 and 1V only (D) Allowing the person who called to
indicate when the conversation
64. A stale cheque is invalid because it must end

(A) It was not presented to the bank on 69. Verbatim minutes is a/an
the date it was written
(B) was written over six (6) months ago (A) record prepared in the present tense
(C) has been cancelled by the drawee (B) exact wording of the proceedings at
(D) has been paid and returned by the the meeting

7
 (C) extract of the important 1V. Only a limited number of copies
proceedings in the minutes can be produced
(D) details recording of the chairman’s
remark (A) 1 only
(B) 11 and 111 only
70 A receptionist forgot to notify an executive (C) 111 and 1V only
of an appointment. When the caller arrives (D) 1,11 and 1V only
the receptionist should
75. A salesman from Beverages Manufacturing
(A) ask if the executive would see the Co. Ltd has arrived for his appointment to
caller see the manager, Mr. Hill. However, Mr.
(B) let the caller know that she forgot Grant of Healthy Foods Co. is meeting
to tell the executive with Mr. Hill. Which of the following
(C) offer to make another appointment would be the BEST response for the
for the caller receptionist to make?
(D) tell the caller that she made a
mistake about the date (A) “I am sorry, Mr. Hill is busy at
present. He is having a discussion
71. An ‘Ad hoc committee’ is best described as with Mr. Grant of Healthy Foods
a committee which Co.”
(B) “Mr. Hill is busy. You will have to
(A) meets from time to time wait. Please take a seat”.
(B) is set up to carry out one particular (C) “I am sorry, Mr. Hill will be busy
piece of work for a few minute. Will you have a
(C) supervises the work of other seat?”
committees (D) “Mr. Hill is busy with a caller. You
(D) conduct meetings when there can either wait a few minutes or
cannot be a quorum make a new appointment

72. The envelope is NOT addressed when mail 76. When is a statement of account sent to a
is being sent in a/an customer

(A) linen envelope (A) After each credit transaction

(B) window envelope (B) At the end of the financial year
(C) official envelope (C) At fixed intervals, usually monthly
(D) Post Office preferred envelope (D) Whenever payment is made on the
account
73. On opening the mail, the clerk discovered
an envelope marked “Urgent” with no 77. Which of the following groups shows the
correspondence enclosed. Which of the titles of files in the correct order for
following courses of action should be alphabetical filing?
taken?
(A) DaCosta, Roberta
(A) Contact the firm indicated by the DaCoate , Edwards
return address on the envelope and Moore, Mary Anne
explain the error Dejesus, Peter
(B) Place a written report in the
pending tray to the head of your (B) McAllister, Thomas
department McGreggor, the Rt. Hon Hugh
(C) Expect that the company will send MasNeal, Peter
it as soon as the error is discovered MacNeal, Christopher
(D) Place the envelope in the waste and
proceed with the opening of the (C) O’Neal, Suzan
other envelopes O’Neall, Sue
Roach, Ann
74. Which of the following are disadvantages Standford, Peter
of the ink duplicating process?
(D) St. Angela’s Infant School
1. It can be messy St. Andrew Parish Church
11. The copies become discoloured St. Leonard’s Boys’ School
with age St. Anne’s Prep School
111. The copies fade when exposed to
sunlight 78. A tickler file is used to

8
 company
(A) keep temporary records
(B) serve as a reminder 84. Periodically checking stock on a random
(C) store confidential information sample basis is called
(D) keep permanent records
(A) Perpetual inventory
79. Members who cannot attend a meeting at (B) Annual stock taking
which officers will be elected but who (C) Annual inventory
wish to vote, do so by (D) Stock control

(A) poll 85. A business sells goods for $600 on

(B) order January 01, subject to a trade discount of
(C) ballot 10%, and a 2 ½% cash discount within a
(D) proxy month. Which of the following is the
correct amount to be paid if the account is
80. Which of the following machines provide settled on January 17, of the same year?
the MOST effective service for companies
which frequently require immediate (A) $525.00
dispatch and receipt of written (B) $526.00
information? (C) $540.00
(D) $585.00
(A) Telex
(B) Telefax
(C) Teleprinter
(D) Computer 86. Which of the following applies only to the
vendor’s copy of the purchase order?

(A) The purchasing agent signs it

81. In which of the following situations should before mailing it to the supplier
the customer’s account be credited? (B) It function as a counter-check with
the invoice
1. Damaged goods were returned by (C) It is used to check the goods when
the customer they are received
11. Containers, on which a deposit was (D) It is filed with the requisition
charged, were returned by the and/or invoice among “Order
customer Received
111. The customer was undercharged for
goods supplied 87. Which of the following are advantages of a
1V. The customer was charged twice franking machine?
for the same goods
1. Stamps do not have to be bought
(A) 111 only 11. The amount spent on postage is
(B) 1 and 11 only reduced
(C) 1,11,111 and 1V 111. A record is made of where the mail
(D) 1,11 and 1V is sent
1V. Stamps do not have to be paste on
82. For which of the following reasons would the envelope
a meeting be postponed?
(A) 1 and 11 only
(A) Too few members are present (B) 1 and 1V only
(B) The chairman is absent (C) 11 and 111 only
(C) The Agenda of the meeting was not (D) 111 and 1V only
sent to the members
(D) Minutes of the last meeting were 88. Which of the following types of paper
not circulated must be used to prepare copies from an ink
stencil?
83. In which of the following situations would
the relationship between two employees be (A) Carbon
described as a “lateral relationship”? (B) Flimsy
(C) Gloss
(A) Each has a similar status in the firm (D) Absorbent
(B) One is more senior that the other
(C) One has been employed longer than 89. Which of the following gives the
the other procedure for filing in correct
(D) Each has an important job in the sequence?

9
 on the schedule
1. Check 1V. The times at which each flight will
11. Sort depart from and arrive at specific
111. Code airports
1V. Cross-reference
V. File (A) 111 and 1V only
VI. Index (B) 1,111 and 1V only
(C) 11,111 and 1V only
(A) 1,V1, 111,11,V (D) 1,11,111 and 1V
(B) 11,1,V1,11,1V,V
(C) 111,11,1V,V1, 1,V 94. Which of the following are likely to be
(D) 111,V1, 1,11,1V,V high if there are good interpersonal
relationship between the supervisor and
90. In which of the following situations should subordinate employees?
the Chairman advise that the meeting
proceed with the next business? 1. Production
11. Staff morale
1. No decision can be reached on the 111. Staff welfare
item under discussion 1V. Labour turnover
11. Discussion on an item has been
completed (A) 1 and 11 only
111. A motion has just been moved (B) 1 and 111 only
1V. All items on the agenda have been (C) 11 and 111 only
completed (D) 11 and 1V only

(A) 1V only 95. For which of the following groups of

(B) 1 and 11 only persons would a personnel department
(C) 111 and 1V only prepare personal records cards/
(D) 1,11,111 and 1V
1. Registered shareholders
91. A caller comes into the office and asks to 11. Board of directors
see a senior staff member about a routine 111. Company auditors
matter. What should the receptionist do? 1V. Permanent employees

(A) Send him to the staff member (A) 1V only

(B) Refer him to the person who deals (B) 11 and 1V only
with such matters (C) 11 and 111 only
(C) Suggest that he write a letter about (D) 1,11,111 and 1V
the matter
(D) Tell him that he would have to 96. Which of the following items of
make an appointment to see the information may be obtained from the
senior staff member personnel department?

92. There is a growing feeling among staff, 1. Experience of persons who were
that concerns over their general welfare are employed previously
being overlooked by management. What is 11. Knowledge and skills available
the FIRST action which should be taken by among employees
staff to improve the situation? 111. Punctuality and absenteeism of
employees
(A) Request a meeting with the 1V. Cost of wages and salaries for the
personnel officer organisation
(B) Take industrial action
(C) Prepare a suggestion box (A) 1 and 1V only
(D) Request a meeting with the head of (B) 11 and 111 only
the organisation (C) 1,11 and 111 only
(D) 1,11,111 and 1V
93. Which of the following items of
information could be obtained from an 97. Which of the following items received in
airline schedule? the mail MUST be recorded in the
remittance book?
1. The fares for specific flights on the
airline 1. A receipt
11. The type of airline used for each 11. A cheque
flight 111. A money order
111. The flight number for each flight 1V. A bank statement

1
 of the interview
(A) 1 and 11 only 11. Give the receptionist the names of
(B) 11 and 111 only the a applicants and the time each
(C) 11,111 and 1V only is expected
(D) 1,11,111 and 1V 111. Prepare the interview room

98. Which of the following means of (A) 1 and 11 only

communication is it advisable that a letter (B) 1 and 111 only
be sent as a follow up? (C) 11 and 111 only
(D) 1,11 and 111
1. Telex
11. Telephone 103. Which of the following documents would
111. Telegram be required to clear a shipment of goods
1V. Telefax which has arrived from overseas by ship?

(A) 1 and 11 only 1. Bill of lading

(B) 11 and 111 only 11. Letter of credit
(C) 1,11 and 111 only 111. Customs form
(D) 1,11,111 and 1V 1V. Delivery note

99. What should a clerk do if the number of (A) 1V only

items being delivered is less than that (B) 1 and 111 only
shown on the delivery note? (C) 1,11 and 111 only
(D) 1,111 and 1V only
(A) Reprimand the delivery agent and
refuse to accept delivery 104. Which of the following procedures could
(B) Return the goods and ask for urgent the file clerk BEST use to avoid delays in
delivery of the correct order finding correspondence from Mary
(C) Accept the delivery and ask the Browne-Smith
company to send the outstanding
items (A) Make a copy of each
(D) Write the shortage on the delivery correspondence and file it under
note before signing for receipt of Browne-Smith, Mary and Smith
the goods. Browne, Mary
(B) File correspondence under Browne-
100. What do the terms 2/10, n/60 on an invoice Smith, Mary and cross-reference it
means? under Browne, Mary
(C) File correspondence under Mary
(A) 2% trade discount if paid within 10 Browne-Smith without rearranging
days, or full amount if paid within the name to avoid confusion
60 days (D) File correspondence under Smith
(B) 2% cash discount if paid within 10 Browne, Mary and cross-reference
days, or full amount if paid within it under Browne-Smith Mary.
60 days
(C) 2% trade discount, and 10% trade 105. The term ‘matters arising’ on an agenda
discount, payable within 60 days provides for discussion of topics which:
(D) 2% cash discount, 10% trade
discount, payable within 60 days (A) are listed on the agenda
(B) members want to add
101. Which of the following departments (C) are related to the minutes
should prepare a quotation in response to (D) are on correspondence presented
an enquiry?
106. Which of the following procedures should
(A) Purchases be used to find a telephone number in the
(B) Accounts yellow pages for Thompson Electrical
(C) Advertising Services?
(D) Sales
1. Find the section headed Services
102. Three applicants are to be interviewed for 11. Find the section headed Electrical
a vacant post. Which of the following Services
duties should be carried out by the clerk in 111. Look for Thompson Electrical
the personnel office on the day of the 1V. Look for Thompson Electrical
interview? Services

1. Remind each applicant of the time (A) 1V only

1
 (B) 1 and 111 only (C) 11 and 1V only
(C) 1 and 1V only (D) 11 and V only
(D) 11 and 1V only
111. A bank reconciliation statement attempts
107. Which of the following may apply to to:
customers who have a current account with
a bank? (A) settle arguments between bank and
customer
1. They earn high rates of interest (B) compare the balance given in a
11. They may be granted overdraft customer’s bank statement with
facilities that in his cash book (bank column)
111. They can make payments by (C) prepare a customer for an increase
cheque in bank charges
1V. They receive a statement of (D) balance the bank’s ledger with its
account at specific periods actual cash holding

(A) 1 and 11 only 112. If an overcharge has been made on an

(B) 111 and 1V only invoice, the document used to correct it is
(C) 11,111 and 1V only a:
(D) 1,11,111,1V
(A) Corrected invoice
(B) Credit note
(C) Debit note
(D) Reconciliation statement
108. Which of the following items should be
sent by registered mail? 113. What FINAL action must be taken to
ensure the minutes of the meeting are an
(A) Legal documents accurate record of the matters discussed at
(B) Hand bills the meeting?
(C) Newspapers
(D) Catalogues (A) A draft of the minutes must be seen
by the chairman before they are
109. The purpose of the Annual General circulated
Meeting of a company is to: (B) A draft of the minutes must be
circulated for their comments
(A) give information to shareholders on (C) The minutes must be compared
the finance and progress of the with the chairman’s agenda
company (D) The minutes must be confirmed at
(B) allow the board of directors to the next meeting
discuss general matters relating to
the company Items 114 –116 refer to the following
(C) foster better communications request
among shareholders, staff and Please make arrangements to prepare 800
customers copies of a top quality brochure which will
(D) outline to staff the plans and be used at an executive conference.
policies for the coming year
114. The machine which should be used is the:
110. A large organisation has a problem with
the confidentiality of information in staff (A) Photocopier
files. Which of the following actions are (B) Offset litho
MOST likely to reduced the problem? (C) Resograph
(D) Stencil duplicator
1. Use the alphabetical system for
staff files 115. The paper which should be requested is
11. Use the numerical filing system
for staff files (A) flimsy
111. Ask each staff member to keep (B) absorbent finish
his/her file (C) smooth finish, light weight
1V. Store all staff files in the central (D) smooth finish, medium weight
filing department
V. Store all staff files in the personnel 116. The minimum quantity of paper to be
department requested is

(A) 111 only (A) 2 quires

(B) 1 and 1V only (B) 4 quires

1
 (C) 2 reams (B) Committee
(D) 4 reams (C) Panel
(D) Quorum
117. Which of the following employees in an
organisation is usually responsible for 124. Which of the following items of
keeping the register of shareholders up to information should the receptionist record
date? when arranging an appointment for an
executive?
(A) Bursar
(B) Personnel officer 1. The person’s name, company
(C) Managing director address and telephone number
(D) Company secretary 11. The date, time and place of the
meeting
118. Which of the following machines would be 111. The expected duration of the
chosen for speed and economy in the meeting
preparation of invoices? 1V. The list of the points to be
discussed
(A) Accounting machines
(B) Adding and listing machine (A) 1,11 and 111 only
(C) Rotary calculator (B) 1,11 and 1V only
(D) Programmed desk computer (C) 1,111 and 1V only
(D) 11,111 and 1V only
119. When a file is removed from cabinet, the
clerk keeps track of it by putting in its Item 125 refers to the following statement.
place a/an
On 1 January, Margaret Niles had an overdraft of
(A) Outcard $200 with the National Bank of commerce.
(B) Follow-up mark During the period, January 01 – 16 the following
(C) Index strip transactions occurred-
(D) Folder label
2 Jan The bank charges $5 interest
120. When preparing an itinerary, one should
list: 5 Jan She deposited $500 cash in the bank

(A) Currency exchange rate 12 Jan She received a cheque for $200 from Tom
(B) Health and Insurance regulations Dew, which she banked
(C) Dates for visiting and leaving
places 15 Jan She drew a cheque for $100 in favour of
(D) Claims for reimbursement E. White
17 Jan The bank levied a bank charge of $10
121. Original petty cash was $25.00.
Expenditures totalled $23, and $2.00 was 125. What will be the opening balance in her
received for calls made. The next imprest account on 17 January?
is to be increased by $5.00. How much
will be required when the petty cash fund (A) $200
is replenished? (B) $385
(C) $500
(A) $23.00 (D) $585
(B) $25.00
(C) $26.00 126. A thesaurus is the BEST form of reference
(D) $28.00 to be used if a person needs to:

122. In which order must you arrange index (A) determine the meaning of a word
cards in the filing of documents that are (B) check a person’s form of address
brought up for regular review? (C) check rules about letter writing
(D) select the most appropriate word
(A) Alpha numeric
(B) Alphabetical 127. A contractor wants to make a bid on a local
(C) Chronological construction job and has to support it with
(D) Numeric $100. Which of the following forms of
remittance would be BEST for him to use?
123. Before a meeting is called to order, the
chairman must ensure that there is a: (A) Cash
(B) Bank draft
(A) Convenor (C) Personal cheque

1
 (D) Certified cheque
135. As a mail clerk you received a letter
128. For which of the following reasons would which requires action by one person and
you advise a salesman travelling through which must be seen by four other members
the Caribbean to use Poste Restante? of staff. What is the MOST efficient
method to ensure that is seen by all
(A) Convenient collection of his mail concerned?
(B) Safe delivery of correspondence
(C) Proof that mail is received intact (A) ask the typist to make carbon
(D) Prompt receipt of special mail copies for distribution
(B) Prepare a routing slip and attach it
129. The abbreviation S.T.D. represents: to the correspondence
(C) Display the correspondence on the
(A) Switchboard Telephone Directory notice board
(B) Subscriber Trunk Dialling (D) Make the photocopies for
(C) Standard Telex Directory distribution
(D) Subscriber Telephone Dialling 136. Periodic meetings of the directors of a
company are known as:
130. A salesman is in charge of retail outlets
throughout the country. Which of the (A) management meetings
following system should be used when (B) policy meetings
filing correspondence with these outlets? (C) board meetings
(D) committee meetings
(A) Geographic
(B) Numeric 137. The following are steps to be followed by a
(C) Alphabetic company when purchasing goods:
(D) Alpha-numeric
1. Issue purchases requisition
131. The lines of authority in a company are 14. Place purchase order
illustrated by means of a/an: 111. Issue stock requisition
1V. Write cheques
(A) Flow chart
(B) Bar chart Which sequence gives the order in which
(C) Line graph these steps should be carried out?
(D) Organisation chart
(A) 1,11,111,1V
132. The most common sizes of office-based (B) 11,1,1V, 111
filing cabinets are: (C) 111,1,11,1V
(D) 1V, 111,1,11
(A) one-, two- and three drawer models
(B) two-, three- and four- drawer 138. An employee’s application letter, interview
models assessment, merit rating and other such
(C) three-, four- and five drawer records are called his/her:
models
(D) one-, two-, three, four- and five (A) Personal records
drawer models (B) Personnel records
(C) Curriculum Vitae
133. The process by which records can reduced (D) References and testimonials
in size for economy is known as:
139. How many index units are contained
(A) mini-filing in
(B) micro-storage the name Tower-Hill Farm?
(C) maxi-filing
(D) micro-filming (A) 1
(B) 2
134. One who computes service charges, (C) 3
files (D) 4
cheques, photographs records, operates
various machines and opens accounts is 140. Mr. Gordon, the Sales Manager, told the
called a/an receptionist that he was expecting Mr.
Murray, a regular customer with the firm,
(A) Bank clerk whom he would like to see on arrival.
(B) Accounting clerk When Mr. Murray arrived Mr. Gordon was
(C) Machine operator at the Accounts Department. Which of the
(D) File clerk following actions should the receptionist

1
 take? advance
11. Written notice on the day of
1. Send Mr. Murray to Mr. Gordon’s leaving
office on arrival 111. Written notice two to four weeks
11. Call Mr. Gordon at the Accounts in advance
Department and let him know that
Mr. Murray has arrived (A) 1 only
111. Send Mr. Murray to the Accounts (B) 111 only
Department (C) 1 and 11 only
(D) 1 and 111 only
(A) 111 only
(B) 11 and 111 only
(C) 11 only
(D) 1 and 11 only 145. The credit metre of a franking machine is
141. A member of staff is travelling overseas. set by
Which of the following actions should be
taken by the clerk who is making travel (A) The office manager
arrangements? (B) A clerk in the post office
(C) A clerk who is responsible for mail
1. Prepare the travellers cheques in the firm
11. Prepare the hotel reservations (D) The firm which manufactured the
111. Make the airline reservations and credit meter
arrange for the tickets
1V. Remind the officer of the necessary 146. What type of discount do some firms allow
travel documents for prompt settlement of account?

(A) 1 and 11 only (A) Cash

(B) 111 and 1V only (B) Sales
(C) 11,111 and 1V only (C) Trade
(D) 1,11,111 and 1V (D) Purchases

142. Which of the following statements outlines 147. A pro forma invoice is issued when goods
the function of the telex machine? are sold:

1. It is used only for sending (A) On hire purchase

telegrams and cablegrams (B) With a trade discount
11. It allows immediate two-way (C) On credit
communication (D) Subject to approval
111. The message is received in printed
form 148. Which of the following abbreviations is
1V. The message is received even if no usually put on an invoice?
one is present to receive it
(A) S. A. E.
(A) 1 only (B) R/D
(B) 1 and 111 only (C) E. & O. E.
(C) 11,111 and 1V only (D) C. O. D,
(D) 1,11,111 and 1V
149. Mail sent by parcel post is treated as:
143. An outstanding cheque may be defined as
one that: (A) Surcharge mail
(B) First class mail
(A) has not yet been presented to the (C) Second class mail
bank for payment (D) Classified mail
(B) must be certified by the bank
manager 150. A decision taken at a meeting is termed a:
(C) needs more than one signature
(D) was written for more than is in the (A) Bill
account (B) Resolution
(C) Proxy
144. A clerk who has been permanently (D) Motion
employed with an organization has decided
to leave. Which of the following practices 151. How will the petty cash book be affected if
on giving notice would be acceptable? $1.00 received from employees for
personal telephone calls is included in the
1. Oral notice of two to four weeks in total expenditure column?

1
 persons
1. The total expenditure will be $1.00 1V. For distribution to members of the
too much group
11. The total of the analysis column V. For cutting up according to topic
will be $2.00 short and file
111. The balance to be carried down will
be $2.00 short (A) 1 and 1V only
1V. The receipt column will be $1.00 (B) 111 and V only
short (C) 1,11 and 1V only
(D) 1,11,1V and V
(A) 1,11 and 1V only
(B) 1,111 and 1V only 157. Which of the following are functions of the
(C) 11 and 111 only personnel office.
(D) 1,111 and 1V only
1. Handling grievances relating to
152. If a firm has a plan for mechanization, salary
employees who wish to remain with the 11. Encouraging employees to pursue
firm try to develop skills for: further training
111. Processing application for
(A) Redeployment vacancies
(B) Employment 1V. Keeping a record of employees’
(C) Promotion absences
(D) Secondment
(A) 111 and 1V
153. Induction training courses familiarize new (B) 1,11 and 111 only
employees with: (C) 1,111 and 1V only
(D) 1,11,111 and 1V
(A) Procedures for carrying out their
specific duties 158. Which of the following may be used to
(B) Their item of reference and obtain cash from a current account at a
conditions of service bank?
(C) The firm’s structure, polices and
procedures 1. Cheques
(D) The procedures which may be 11. Withdrawal slips
taken if they have any grievance 111. Standing orders

154. Correspondence from John Mayden is (A) 1 only

accumulating in the miscellaneous. An (B) 11 only
individual folder should be prepared when (C) 1 and 11 only
the items number more than: (D) 1,11 and 111

(A) 3 159. Which of the following documents should

(B) 5 be taken to an interview?
(C) 7
(D) 9 1. Letter of introduction
11. Copy of application for
155. Which of the following documents must be employment
prepared when exporting goods by air? 111. Original copies of academic
certificates
1. Airway bill 1V. Invitation to interview
11. Bill of lading
111. Invoice (A) 1 and 1V only
1V. Destination sheet (B) 1 and 11 only
(C) 11 and 111 only
(A) 1 and 11 only (D) 111 and 1V only
(B) 1 and 111 only
(C) 1,11 and 111 only 160. What action should be taken by a clerk to
(D) 1,11,111 and 1V deal with mail which is marked
“URGENT, For the attention of Mr. P. H.
156. For what purposes should copies of the Johnson?”
minutes of a meeting be used?
(A) Send the letter to Mr. Johnson
1. As a permanent record (B) Call Mr. Johnson to collect the mail
11. For reference at the next meeting immediately’
111. For distribution to all invited (C) Send the mail to be filed and route

1
 to Mr. Johnson immediately
(D) ‘Send the mail to be filed and
routed at the normal period of
distribution

1
Item 161 refers to the following cheque (B) Endorser
(C) Drawee
(D) Drawer
NATIONAL INVESTMENT BANK
No____________ Bridgetown
_ Barbados COST CARD: Per Door
Material Cost
Date ___________ Pay to the order of – Jacob Niles
$75.00 $150

Labour Cost 15 hours $1.5

To The sum of One hundred & fifty Dollars
_____________ No. 37 OverheadMildred
Cost King 15 hours $5.
Amount________
_ TOTAL COST
For____________
_
Profit 50%
161. In the cheque illustrated above Mildred
King is the:
Unit Price
(A) Payee

162. From the information given above, the unit price of a door will be:

(A) $258.75
(B) $183.75
(C) $172.50
(D) $ 86.26

163. For which of the following purposes may a franking machine be used?

1. Printing the required postage on outgoing mail

11. Addressing the envelopes of outgoing mail
111. Printing slogans on the envelopes of outgoing mail
1V. Seal the envelopes of outgoing mail

(A) 1 only
(B) 1 and 111 only

(C) 1,111 and 1V only

(D) 1,11,111 and 1V

164. Which of the following means of sending a letter would provide the Post Office with a record
of the person receiving it?

1. Registered mail
11. Special delivery
111. First class mail

(A) 1 only
(B) 11 only
(C) 11 and 111 only
(D) 1,11 and 1

1
165. Which of the following should be included (A) Breakfast only
in a job description? (B) Lunch and dinner
(C) Breakfast and dinner
1. Main duties (D) Breakfast , lunch and dinner
11. Hours of work
111. Abilities and skills required 171. An executive has sent you a cable that he
1V. Salary Scales will be arriving by Air Jamaica 230 at 2240
hrs. This time could be interpreted
(A) 1 and 11 only
(B) 1 and 111 only (A) 1:20 am
(C) 1,11 and 111 only (B) 2:40 p.m.
(D) 1,11,111 and 1V (C) 11: 20 am
(D) 10:40 p.m
166. Which of the following would be BEST
economical price of an article? 172. Which of the following bank forms are
used by holders of current accounts?
(A) $26 per 50 kg CIF
(B) $22 per 50 kg FOB, $1 per 10 kg 1. Counterfoils
(C) $24 per 50 kg plus 5% carriage 11. Deposit slips
(D) $25 per 50 kg plus shipping charge 111. Withdrawal slips
$5.00 1V. Cheques

167. A good reason for sending the sales order (A) 1V only
to the credit clerk manager is to have: (B) 11 and 111 only
(C) 1,11 and 111 only
(A) it filed with previous orders from (D) 1,1 and 1V only
the same customer
(B) it approved and the terms of the 173. Poste Restante is a postal service which
sales set ensures that:
(C) the items on the order priced
(D) the shipping papers for the order (A) mail sent to a travelling person is
prepared returned if not delivered
(B) mail can be collected by a
168. Which of the following is the correct travelling person from a local post
attitude to have when starting your first office
job? (C) the hotel receptionist will accept
and hold mail for a travelling
(A) Assume that any task given to you person
is important (D) the post office deliver mail to the
(B) Try to develop close friendship hotel indicated by the travelling
with your colleagues person on specified dates
(C) Do only those tasks which you are
told to do 174. The King’s High School wants to build a
(D) Do NOT expect any responsible job new canteen. In order to select the most
for the first day suitable firm for the job the school should
invite firms to send
169. Sally’s employer has told her that he will
be out of the office the following day. (A) Price lists
What action should she take concerning (B) Catalogues
people with appointments for the day? (C) Statements
(D) Tenders
(A) Explain his absence to them when 175. When can minutes of a meeting be
they come to the office corrected?
(B) Send letters to them postponing
their appointments (A) Anytime the secretary or chairman
(C) Notify them by telephone and offer detects an error
to make another appointment (B) At a meeting at which the minutes
(D) Remind the employer that he has are presented but before they are
appointments and suggest that he adopted
go away another day (C) At the meeting at which the
minutes are presented
170. A hotel quotes you two prices, one for (D) At a subsequent meeting following
rooms only and the other MAP. The the adoption of the minutes
second rate will include:
176. Short listing of applications is carried out:
 (B) Continuous
(A) when making the list of applicants (C) Mechanized
to be interviewed (D) Imprest
(B) when preparing personal cards for
new employees 178. Which of the following bank services
(C) after the applicants have been should be used by a busy person who
interviewed wishes the bank to pay specified bills each
(D) as applications for the advertised month?

177. What is the name given to a system used (A) Ask the bank to act as executor
by many organizations in which an officer (B) Use standing order facilities
is given a sum of money for paying small (C) Ask the bank to pay the creditors
bills and a refund is given to restore the on demand
balance to the original amount? (D) Lodge post-dated cheques for
creditors with the bank
(A) Double entry

PEOPLE’S BANK

Date: March 30,

1998

PAY TO THE ORDER OF JOHN LOWE

The Sum of Two hundred Dollars $200.00
Paul Jones

179. The illustrated is an example of a cheque that is

(A) Cancelled
(B) Certified
(C) Crossed, generally
(D) Crossed, specially

180. Which of the following steps must John Lowe take to receive equivalent cash from over the
counter after endorsing the cheque?

(A) Deposit it to his account at the Village Bank, Bridgetown and then withdraw the cash
(B) Present it to the People’s Bank, Bridgetown, to be cashed immediately
(C) Deposit it to his account at any People’s Bank ant then withdraw the cash
(D) Present it to the teller at the Village Bank, Bridgetown or at any Bank to be cashed
immediately

Questions 181 – 183 are based on the following diagram of a push button telephone switchboard.

Hold 00124 00125 00126 Intercom

Signal

0 0 0 0 0
0

181. If the caller dials 00126, what will happen?

(A) The telephone will ring and all the buttons will flash
(B) The telephone will ring and the push-button of the line will flash
(C) The push-button of the line will light up and the telephone will not ring
(D) The push button of the intercom will light up and the telephone will not ring

182. If a caller is on a line and HOLD is the only button depressed by the operator, which of the
following will happen?
(A) The telephone will be automatically disconnected
(B) The caller will be able to speak to the operator
(C) The incoming call will be retained on the line
(D) A busy tone signal will be heard on the telephone

182a. How many ‘trunk lines’ are available on the telephone switchboard?

(A) 6
(B) 5
(C) 4
(D) 3

183. You have been asked to prepare an itinerary for an executive who will be arriving for a
conference. Which of the following must you prepare?

(A) List of regulations for the country

(B) Schedule of appointments
(C) List of invitees to the conference
(D) List of activities for the day

184. A businessman is on his way to the UK to purchase machinery for his firm. Which of the
following is the MOST suitable form of money for him to take?

(A) Bank Draft

(B) Bill of Exchange
(C) Traveller’s cheques
(D) Local Currency

185. Which of the following persons is responsible for preparing a conference room for an
executive meeting?

(A) Secretary
(B) Chairman
(C) Office Cleaner
(D) Supervisor

186. What form of written communication would the Personnel Manager use to tell the Office
Manager that a meeting of all supervisory staff will be held?

(A) Report
(B) Letter
(C) Memorandum
(D) Agenda

187. The correct indexing arrangements of names of individuals is:

(A) Surname, Middle name, Last name

(B) First name, Surname, Middle name
(C) Middle name, Surname, Last name
(D) Surname, First name, Middle name

188. In what order should items of the following classes of mail be placed on the employer’s desk?

1. Registered letter
11. Personal letter
111. Telegram
1V. Ordinary letter

(A) 1,111,11,1V
(B) 11,1,111,1V
(C) 111,1,11,1V
(D) 111,11,1V

189. A5 paper is suitable for typing

 (A) Minutes of a meeting
(B) Long letters
(C) Complimentary cards
(D) Short letters

190. Which of the following aids in filing must always be used as a support to a numerical filing
system?

(A) Subject register

(B) Alphabetical index
(C) Tickler file
(D) Cross reference

191. The most popular method of storing correspondence which is in current use is:

(A) vertical filing

(B) horizontal filing
(C) lateral filing
(D) box filing

192. Two weeks have passed since you were interviewed for a job and you have not yet received
any word. What is the MOST effective action you should take?

(A) Request another interview

(B) Call to see the Personnel Manager
(C) Telephone the Personnel Manager
(D) Write a follow-up letter

193. The purpose of keeping a reception register in any organization is to ascertain the:

(A) number of persons who visited the organization

(B) number of firms which do business with the organization
(C) names of persons who attend functions of the organization
(D) names of person who visited the organization

194. If you were asked for a job specification, which of the following information should you
give?

(A) a description of the duties which are to be performed

(B) The qualification of tasks and specific times required for performing the job
(C) An evaluation of a job to determine the wages for its performance
(D) The specific amount of material required for a job

195. A verbatim report is presented:

(A) by word of mouth

(B) word for word
(C) in the present tense
(D) as a summary

196. An office worker shows good judgement when he/she

(A) demonstrates the ability to chose well between alternatives

(B) displays interest in work to be done
(C) follows instructions easily
(D) finds something useful to do

197. The Document which enables each individual in a company to know his position with the firm
and the person to whom he reports is known as the:

(A) Job chart

(B) Work manual
(C) Organization chart
(D) Organization manual
198. The type of office which is not divided into separate rooms but consists of one large room in
which everyone works is known as:

(A) economy block

(B) open form
(C) open plan
(D) economy lay-out
199. Which of the following is NOT an advantage of the decimal numeric system?

(A) It allows for removal of files transfer

(B) Divisions are possible
(C) There is little possibility of overcrowding in the files
(D) It has unlimited expansion

200. Handling the incoming mail usually involves three of the following. Select the item which
should be omitted.

(A) sorting and opening

(B) Sorting the unopened mail
(C) Routing the sorted mail
(D) Routing the unsorted mail

201. A good file clerk should not file a document unless it has:

(A) been cross-referenced

(B) an out-guide
(C) a release mark
(D) a follow-up card

202. When charges are not reversed on a long-distance telephone call, it means that:

(A) If the charge is $23 the caller pays $32

(B) If the charge is $23 the person called pays $32
(C) The person called agrees to pay the charges
(D) The caller pays the charges

203. After you have duplicated 60 copies of a 4-page report, you are instructed to collate it. Which
of the following actions would you take?

(A) Put the good copies in one pile and poor in another pile
(B) Put the pages together in sequence 1 - 4
(C) Check to see that there are 60 copies of each page
(D) Check to see if there are any errors

204. Which of the following groups BEST represents ways used to pay debts?

(A) Coins, promissory note, postage stamps, money

(B) Banker’s order, cheques, credit transfer, postal order
(C) Bill of exchange, credit note, postage stamp, bank note
(D) Credit transfer, cash, bonds, promissory not

205. Entries under the debit of the Bank statement show that:

(A) Those amounts are outstanding

(B) The company had paid those sums to the bank
(C) They are amounts discounted from transactions
(D) The bank had those amounts for the company

206. A resolution is carried unanimously when:

(A) The majority are in favour

(B) The majority are against
(C) All are in favour
(D) All who vote are in favour but some have abstained
207. Which of the following conditions is MOST likely to exist in a large company?

(A) Few opportunities for promotion

(B) Very close supervision
(C) Direct contact with management
(D) High degree of specialization

208. A disadvantage of centralized filing is:

(A) easy access by everyone

(B) low level of security
(C) lack of proper control and supervision
(D) records not available locally where they might be needed

209. Which of the following should be counted when calculating the chargeable words in an
overseas telegram?

1. Initials
11. Numerals
111. Standards words
1V. Punctuation sign

(A) 1V only
(B) 11 and 1V only
(C) 1,11 and 111 only
(D) 1,11,111 and 1V

210 You have been asked to make copies of

reports for different members of staff. They have indicated the dates and times by which they
would like to have the copies. Which of the following procedures should you follow to
ensure that staff members receive their reports on time?

(A) Deal with all work in the order received

(B) Arrange all work in order of requested priority and work in that order
(C) Do shorter and simpler tasks first
(D) Deal with the requests from the senior officers first

211. A receptionist may BEST be described as a/an?

(A) personal secretary

(B) office host/hostess
(C) records clerk
(D) receiving clerk

212. For what purpose should a complimentary slip be used?

(A) Congratulating the recipient

(B) Accompanying enclosures sent without a letter
(C) Acknowledging receipt of payment
(D) Accepting an invitation
213. The switchboard operator has been trying to connect Mr. Smith to his bank manager but she
keeps getting the busy signal. What action should she take?

(A) Hold all other calls until he reaches the bank manager
(B) Call the operator at the telephone company and explain the problem
(C) Advise Mr. Smith to make the call on the following day
(D) Advise Mr. Smith to visit the bank on the following day

214. Which of the following are advantages of a franking machine?

1. There is no need to keep large quantities of stamps

11. Less is spent on postage
111. A record is made of where the mail is being sent
 1V. Stamps do not have to pasted on the envelope

(A) 1 and 11 only

(B) 1 and 1V only
(C) 11 and 111 only
(D) 111 and 1V only

215. Jamie works as a switchboard operator at Office Supplies Limited. Which of the following is
the correct way for Jamie to answer an incoming call on the switchboard?

(A) “Hello, good morning, can I help you”?

(B) “Good morning, Office Supplies limited”.
(C) “This is Jamie speaking. Good morning”
(D) “Good morning, Jamie speaking.”

216. To which of the following departments should the mail clerk send incoming invoices?

(A) Sales
(B) Accounts
(C) Purchases
(D) Administration

217. A firm wants the Post Office to provide information on the date and time of delivery of a
tender. Which of the following postal services should be used?

(A) Special delivery

(B) Recorded delivery
(C) Registered mail
(D) Surface mail

218. Which of the following items of stationery are required for setting up a filing system?

1. Dividers
11. Out cards
111. File jackets
1V. Cross-reference sheets

(A) 1 and 1V only

(B) 11 and 111 only
(C) 11,111 and 1V only
(D) 1,11,111 and 1V

219. “Suspension filing” may be described as placing:

(A) folders in a temporary file in a cabinet

(B) Documents which will not be used for a while in a cabinet
(C) Folders in hanging pockets in a cabinet
(D) Documents for follow-up in a file

220. Correspondence from Jackson-Wade Manufacturing should filed under:

(A) J and cross referenced under W

(B) W and cross-referenced under J
(C) M and cross-referenced under j
(D) M and cross-referenced under W

221. In which order should the following names be filed?

1. Capt. Richard P. Dundee

11. The Dundee Cake Co
111. Dundee and Dundee & Sons
1V. James Dundee & Sons

(A) 1,11,111 and 1V

(B) 1,111,1V and 11
 (C) 11,111,1V and 1
(D) 111,1V, 11 and 1

222. Which of the following is a duty of a receptionist?

(A) Preparing a list of business associates

(B) Making policy decisions for the office
(C) Assisting persons who telephone or visit the office
(D) Preparing itineraries for management

223. A visitor to an office wishes to see a senior executive. He asks to be introduced as AG. The
receptionist should respond by:

(A) telling the executive that AG is there to see him

(B) explaining that the company regulations require her to record the names of callers
(C) sending the visitor to see the executive without giving the executive his name
(D) refusing to contact the executive until the visitor give his name

224. Which of the following agencies should a businessman consult in order to obtain US $15,000
in foreign currency?

1. A commercial bank
11. The Ministry of Trade
111. The central Bank/Ministry of finance
1V. The Ministry of Foreign Affairs

(A) 1 and 111 only

(B) 1 and 1V only
(C) 11 and 111 only
(D) 11 and 1V only

225. When is the election of the Executive Committee of a club usually held?

(A) When at least one officer resigns

(B) At the Annual General Meeting
(C) When members feel it is time for a change
(D) If the present officers are considered incompetent

226. Which of the following actions should be taken at a meeting if an equal number of persons
voted for and against the motion?

(A) A member should submit a closure

(B) The motion should ‘lie on the table
(C) The meeting should be adjourned
(D) The chairman should be allowed a casting vote

227. The majority of the workforce in a manufacturing concern is employed in the:

(A) personnel department

(B) finance department
(C) marketing department
(D) production department

228. As a secretary of your school club, which of the following actions should you take AFTER a
meeting?

1. Prepare the minutes of the meeting just concluded

11. Draft the agenda for the next meeting
111. Ensure that decisions taken at the meeting are carried out
1V. Change any motion made, if necessary

(A) 1 and 11 only

(B) 1 and 111 only
(C) 11 and 111 only
(D) 11 and 1V only
229. If a firm does not have a canteen and members of staff would like to have such a facility they
should FIRST make a suggestion to the:

(A) Union’s shop steward

(B) General Manager
(C) Office Manager
(D) Personnel Manager

230. Which of the following, if offered by a company, would be considered fringe benefits?

1. Salaries
11. Induction training
111. Contributory pension plan
1V. Contributory medical insurance

(A) 111 and 1V only

(B) 1,11 and 1V only
(C) 11,111 and 1V only
(D) 1,11,111 and 1V

231. Which of the following department would be responsible for credit control:

(A) Purchases
(B) Accounts
(C) Administration
(D) Sales

232. To correct an error which has been made when writing a cheque, one should:

(A) make the correction and initial it

(B) erases the error and make the correction
(C) cross out the error and make the correction above it
(D) make the correction and ask the bank teller to initial it

233. E. & O.E. on an invoice indicates that the firm:

(A) is very reliable and efficient

(B) could not supply some of the
goods ordered
(C) will alter the amount payable if it
is not accurate
(D) is requesting that the account be
paid promptly

234. A junior employee has to leave the office to travel out of town on the company’s business.
The transportation cost is $8.00. How should the employee obtain this amount?

(A) Obtain a voucher from a petty cashier, fill it out and present it to her for repayment
(B) Pay the transportation cost from personal money and request a refund from the
supervisor at a later date
(C) Request the money in writing from the supervisor who will write a cheque to cover the
amount
(D) Fill out a voucher, get it approved by the supervisor, and present it to the pretty cashier
for payment

235. If an employer submits to his bank a list of employees and the amount payable to each, and
requests his bank to make payment to his employees’ bank account, which banking services
would he be using?

(A) Credit card

(B) Standing order
(C) Credit transfer
(D) Direct debiting
236. Which of the following should NOT be found on a job card?

(A) Materials to be used

(B) Cost of the items
(C) Instructions to the operator
(D) Completion time

237. A petty cashier whose imprest is $100 has

$20 cash in her tin. She has four petty cash vouchers for $15, $25, $10 and $15,
respectively. What is the amount of money NOT accounted for?

(A) $15
(B) $20
(C) $35
(D) $80

238. Which of the following items of

information should be put on an index of supplier?

1. Terms of delivery
11. Terms of payment
111. Date of reference of orders
1V. Names and addresses of suppliers

(A) 1V only
(B) 1 and 111 only
(C) 11 and 1V only
(D) 1,11 and 111 only

239. Assuming a similar quantity and quality of goods and the same rate of insurance coverage,
which of the following shipping terms will give the greatest benefits to a company purchasing
goods?

(A) F. O. B.
(B) C. F.
(C) Ex works
(D) C. I. F.

240. A stylus is used for writing/drawing on a:

(A) Stencil for an ink duplicator

(B) Documents to be photocopied
(C) Master for a spirit duplicator
(D) Metal plate for an offset litho

241. A buyer purchased goods from a foreign country on term F. O. B. For which of the following
charges MUST the buyer be responsible?

1. Cost of the goods

11. Insurance of the goods
111. Freight charges
1V. Carriage to dock

(A) 1,11 and 111 only

(B) 11,111 and 1V only
(C) 111,1V and 1 only
(D) 1V,1 and 11 only

242. Which of the following is NOT included in a job description?

(A) title of the job

(B) Result of the job interview
(C) Statement of the duties
(D) Name of the employee’s supervisor
243. An executive who will be attending a seminar in another Caribbean territory is unsure of
accommodation but wants copies of important mail sent to him. Which post office service
would you suggest to him?

(A) Certified post

(B) Registered mail
(C) Special delivery
(D) Poste Restante

244. How should the minutes of a meeting be written?

(A) In first person and present tense

(B) In the third person and past tense
(C) In the third person and present tense
(D) in the first person and the past tense

245. If a firm uses the system of perpetual inventory stock-taking, this means that:

(A) The stock has to be counted every day

(B) Specialists check the stock by random sampling
(C) Every time stock is issued it is recorded on the stock card
(D) The actual stock is checked weekly against book figures

246. Comparison of a cash book with a bank statement reveals that a standing order was not
entered in the cash book. This omission should be corrected by:

(A) crediting the cash book with the amount of the standing order
(B) debiting the cash book with amount of the standing order
(C) making an adjustment in a bank reconciliation statement
(D) drawing a neat line through the amount of the bank statement

Item 246 refers to the extract below

Goods Tea
and Cleanin Postage Breaks Travel
Service g $ $ $
$
Total 30.00 15.00 19.40 22.00

247. The totals above were extracted from a petty cash book at the end of a period. The petty cash
float is $100 and it is operated on the impress system. Which of the following amounts
should the petty cashier receive to start the new period
(A) $86.40
(B) $100.00
(C) $113.60
(D) $186.40

248. If you are ill and cannot attend a job interview at the appointed time, the appropriate action
for you to take would be to

(A) send a letter stating that you are unable to keep your appointment
(B) go in for the interview when you feel better
(C) inform them of your illness by telephone and ask for a new date
(D) cancel your interview immediately

249. The matters to be dealt with at a meeting are set out in the

(A) minutes
(B) schedules
(C) programme
(D) agenda

250. Firms, which encounter a space problem in storing inactive files, may consider using
 (A) microfilm
(B) accordion files
(C) diskettes
(D) suspension folders

251. A PBX system is used to facilitate

(A) oral communication

(B) written communication
(C) retrieval of documents
(D) storage of documents

252. Which of the following is used to record information about visitors to a firm?

(A) A tickler file

(B) A schedule of activities
(C) A reception register
(D) A call card

Item 253 refers to the cheque shown below

MUTUAL TRUST BANK LTD

10 High Street
Port-of-Spain, Trinidad

30 May 1998
Pay: Joan Grant

Three hundred dollars $300.00

J. Robinson
032581

253. The above cheque is payable to

(A) anyone who presents it

(B) the account of the person named on the cheque
(C) anyone with an account at the bank
(D) the person who has endorsed it

254. Which of the following actions should be taken by the sales office of a department store if the
stock-taking report shows that an item is unpopular with customers?

1. Lower the price of the item

11. Carry the item at the same price
111. Store the item for another season
1V. Arouse interest in the item through advertisement.
(A) 1 and 111 only
(B) 1 and 1V only
(C) 11 and 111 only
(D) 11 and 1V only

255. Which of the following would appear on a factory employee’s job card?

1. Date of joining the company

11. Description of duties
111. Amount of work done
1V. Attendance details

(A) 111 only

(B) 1 and 11 only
(C) 111 and 1V only
(D) 1,11 and 1V only

256. For what purpose should a memorandum be used?

 (A) Informal communication with business associates in other firms
(B) Short notes to personal friends
(C) Confirmation of business matters that do not require a formal letter
(D) Communication within a firm

257. What is the MAIN order of organisation of

the yellow pages of the Telephone Directory?

(A) List of names in alphabetical order

(B) List of addresses in alphabetical order
(C) List of business names in alphabetical order
(D) List of goods and services in alphabetical order

258. A person who wants to know the cost of a long-distance telephone call should ask the operator
for a/an

(A) transfer charge call

(B) A. D. C. call
(C) person-to-person call
(D) alarm call

259. The function of the factory office is to

(A) assemble goods for dispatch

(B) purchase and manufacture goods
(C) organise the production
(D) establish links with reputable suppliers

260. The maintenance foreman of an

organisation usually has to be moving around the building and is thus seldom in the office.
Which of the following instruments should he have to facilitate office contact with him?

(A) Extension telephone

(B) Inter-com
(C) A paging device
(D) A telerest
261. In an alphabetic filing system, under which letter would the file for James Taylor-Webber and
Sons be filed?

(A) J
(B) S
(C) T
(D) W

262. Which of the following situations would cause a file to be classified as inactive?

(A) A supplier now sells a wider range of goods

(B) The organisation has stopped buying from a particular supplier
(C) A company with which the organisation deals has changed its name
(D) A company with which the organisation deals has changed its business address

263. Which of the following procedures describes the correct sequence for filing

(A) Inspecting, coding, indexing, cross-referencing and filing

(B) Inspecting, indexing, coding, cross-referencing and filing
(C) Cross-referencing, indexing, coding, inspecting and filing
(D) Cross-referencing, coding, indexing, inspecting and filing

264. Which of the following correspondence is MOST likely to be kept in a file in numerical
order?

(A) Customer’s complaints

(B) Copies of purchase orders
(C) Applications for employment
 (D) Copies of monthly sales reports

265. For which of the following reasons might firms transfer the information from customers’
order form to their own forms?

1. To simplify checking procedures

11. To limit the control of credit
111. To ensure that the order has all the necessary information
1V. To check whether any debt is overdue

(A) 1 and 111 only

(B) 1 and 1V only
(C) 11 and 111 only
(D) 11 and 1V only

266. An executive, who is planning to visit various Caribbean territories on a sale promotion
campaign, has been given permission to purchase foreign currency. Which of the following
is/are MOST suitable for his purpose?

(A) Money orders

(B) Currency of each destination
(C) A single bank draft
(D) Travellers’ cheques
 KEY TO QUESTIONS
1. C
2. B
3. C
4. D
5. B
6. D
7. A
8. C
9. B
10. B
11. D
12. A
13. D
14. D
15. B
16. A
17. D
18. A
19. A
20. C
21. D
22. A
23. D
24. B
25. D
26. A
27. B
28. A
29. C
30. A
31. A
32. A
33. A
34. A
35. D
36. A
37. D
38. A
39. D
40. B
41. B
42. A
43. A
44. C
45. B
46. D
47. C
48. D
49. D
50. C
51. A
52. C
53. C
54. B
55. A
56. D
57. D
58. C
59. C
60. A
61. C
62. A
63. C
64. B
65. C
66. A
67. B
68. C
69. B
70. A
71. B
72. B
73. A
74. A
75. C
76. C
77. C
78. B
79. D
80. A
81. D
82. A
83. A
84. A
85. B
86. B
87. B
88. D
89. A
90. B
91. B
92. A
93. C
94. A
95. A
96. C
97. B
98. B
99. D
100. B
101. D
102. C
103. B
104. B
105. C
106. D
107. C
108. A
109. A
110. D
111. B
112. B
113. A
114. D
115. C
116. C
117. D
118. D
119. A
120. C
121. C
122. B
123. D
124. A
125. B
126. D
127. A
128. A
129. B
130. A
131. D
132. B
133. D
134. C
135. C
136. A
137. C
138. A
139. B
140. C
141. C
142. C
143. A
144. D
145. B
146. A
147. D
148. C
149. D
150. B
151. A
152. A
153. C
154. B
155. A
156. C
157. C
158. A
159. D
160. B
161. D
162. A
163. B
164. A
165. A
166. C
167. B
168. A
169. C
170. C
171. D
172. D
173. B
174. D
175. B
176. A
177. D
178. B
179. C
180. C
181. B
182. C
182a D
183. D
184. A
185. A
186. C
187. D
188. B
189. D
190. B
191. A
192. C
193. D
194. A
195. B
196. A
197. C
198. C
199. C
200. B
201. C
202. D
203. B
204. B
205. D
206. A
207. D
208. D
209. D
210. B
211. B
212. B
213. C
214. B
215. B
216. B
217. C
218. D
219. C
220. A
221. C
222. C
223. B
224. A
225. B
226. D
227. D
228. B
229. D
230. A
231. B
232. A
233. C
234. D
235. D
236. C
237. A
238. A
239. D
240. A
241. D
242. B
243. A
244. B
245. B
246. A
247. A
248. C
249. D
250. A
251. A
252. C
253. B
254. B
255. A
256. D
257. C
258. B
259. C
260. C
261. C
262. B
263. B
264. B
265. A
266. D
267. D
268. C
269. A
270. A
271. D
272. A
273. D
274. A
275. C
276. A
277. C
278. C
279. C
280. B
281. A
282. C
283. C
284. A
285. D
286. C
287. B
288. C
289. D
290. D
291. B
292. D
293. D
294. A
295. D
296. A
297. D
298. C
299. B
300. C
301. A
302. B
303. C
304. B
305. D
306. D
307. D
308. C
309. D
310. D
311. A
312. C
313. B
314. C
315. B
316. A
317. C
318. C
319. B
320. D
321. C
322. C
323. B
324. C
325. A
326. B
327. B
328. A
329. A
330. B
331. A
332. A
333. D
334. C
335. A
336. C
337. A
338. C
339. A
340. C
342. B
343. D
344. C
345. B
346. D
347. D
348. C
349. A
350. B
351. B
352. A
353. D
354. C
355. C
356. C
357. B
358. D
359. B
360. D
361. C
362. A
363. C
364. B
365 B
366 D
367 D
368 D
369 A
370 A
371 B
372 A
373 C
374 C
375 B
376 D
377 A
378 D
379 D
380 C
381 C
382 A
383 C
384 A
385 B
386 A
387 A
388 C
389 C
390. B
391 A
392 D
393 D
394 D
395 A
396 C
397 C
398 A
399 B
400 B
401 C
402 D
403 B
404 B
405 D
406 B
407 C
408 C
409 D
410 D
411 A
412 A
413 C
414 C
415 B
416 D
417 D
418 C
419 B