MINISTRY OF EDUCATION, HERITAGE & ARTS

FIJI YEAR 12 CERTIFICATE EXAMINATION 2019

OFFICE TECHNOLOGY

Time Allowed: 3 hours

(An extra 10 minutes is allowed for reading this paper)

INSTRUCTIONS

1. Write your Index Number on the front page and inside the back flap of the Answer Booklet.

2. Write all your answers in the Answer Booklet provided.

3. If you use extra sheets of paper, be sure to show clearly the question number(s) being answered
and to tie each sheet in your Answer Booklet at the appropriate places. Ensure that your Index
Number is written on the extra sheets.

4. Answer all the questions with a blue or black ballpoint or ink pen. Do not use red ink pen. You
may use a pencil only for drawing.

5. You may use a calculator, provided it is silent, battery-operated and non-programmable.

6. There are three sections in this paper. Sections A and B are compulsory.
Note the options in Section C.

SUMMARY OF QUESTIONS

SECTION QUESTION TYPE MARK SUGGESTED

TIME
There are twenty multiple-choice questions.
A All the questions are compulsory. 20 36 minutes

There are six short answer questions.

B All the questions are compulsory. 60 108 minutes

There are four essay questions.

C Answer any two questions. 20 36 minutes

TOTAL 100 180 minutes

COPYRIGHT: MEHA, FIJI 2019.

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SECTION A MULTIPLE-CHOICE QUESTIONS [20 marks]

The twenty multiple-choice questions in this section are all compulsory.
Each question is worth 1 mark.

INSTRUCTIONS FOR MULTIPLE-CHOICE QUESTIONS

1. In your Answer Booklet, circle the letter which represents the best answer.
If you change your mind, put a line through your first choice and circle the letter of
your next choice.

For example: 8 A B C D

2. If you change your mind again and like your first answer better, put a line through
your second circle and tick () your first answer.

For example: 8 A B C D


3. No mark will be given if you circle more than one letter for a question.

1. The best method of saving energy is to

A. use natural light.

B. use power saving mode.
C. use desktops instead of laptops.
D. lower the temperature of the room.

2. A shredder machine is used to

A. safeguard confidential documents.

B. reduce paper wastage.
C. collect unused paper.
D. destroy documents.

3. Injury and illness that may occur in an office is through

A. sitting at the computer desk correctly.

B. lifting objects that are too heavy.
C. using home keys when typing.
D. using correct lighting.

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4. A physical sign of excessive stress is

A. poor memory. C. pain in the back and neck.

B. inability to concentrate. D. irritability and short temper.

5. In which menu on the Microsoft Publisher can you find features such as Header
and Word Art?

A. File C. Insert
B. View D. Home

6. Which of the following built-in templates is used to create an invitation card using
Microsoft Publisher?

A. C.

B. D.

7. An important way of protecting data against power failure is to

A. cool start the computer.

B. put passwords on individual files.
C. warm boot the computer frequently.
D. save working documents at regular intervals.

8. Making illegal copies of software for personal use or financial gain is

A. individual privacy. C. corporate confidentiality.

B. copyright. D. piracy.

9. The website address for accessing FEMIS in the Ministry of Education is

https://www.femis.gov.fj. The sub domain of the website is

A. https C. femis.gov
B. www D. femis.gov.fj

10. The web based tool that enables users to locate information on the World
Wide Web is

A. Yahoo. C. Opera.
B. Google Chrome. D. Mozilla Firefox.
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11. The complimentary close used in formal business letter is

A. Hello Jim. C. Sincerely yours.

B. Dear Madam. D. Yours faithfully.

12. Which of the following paragraph styles has all the typing lines beginning from the
left hand margin?

A. Hanging C. Indented
B. Blocked D. Semi-blocked

13. The command used to save documents in a portable drive for the first time is

A. Save. C. Save As.

B. Save Send. D. Save & Send.

14. A formal record of all decisions and events which have taken place in a
meeting is the

A. quorum. C. motion.
B. minute. D. agenda.

15. The area of production that deliver services to the public is

A. tertiary. C. secondary.
B. primary. D. complementary.

16. The employer has a duty of care to provide a work environment that has

A. a fair pay rate.

B. gender discrimination.
C. unsafe physical working conditions.
D. unequal opportunities for all employees.

17. The qualities of a private secretary are categorised into business and personal
attributes. Which of the following qualities comes under personal attributes?

A. Smart C. Appearance
B. Efficiency D. Organising skills

18. The best place to keep documents that require urgent attention is in the

A. time log. C. drawer.

B. tickler file. D. email inbox.

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19. A memorandum is a brief form of written communication for an organisation’s

A. legal use. C. internal use.

B. formal use. D. external use.

20. The first stage of writing a business letter is

A. capturing ideas on paper or on screen.

B. organising the shape and structure.
C. editing, revising and proofreading.
D. thinking and planning.

SECTION B SHORT ANSWER QUESTIONS [60 marks]

The six questions in this section are all compulsory. Each question is worth 10 marks.

QUESTION 1 (10 marks)

(a) Describe how an office worker can keep the photocopier machine in a good
working condition. (2 marks)

(b) (i) Define computer virus. (1 mark)

(ii) State one way in which a computer virus can be transmitted. (1 mark)

(c) Refer to the Microsoft Publisher window below and answer the questions
that follow.

(i) State the name of the template used. (1 mark)

(ii) Identify the menu that is active. (1 mark)

(d) Explain one advantage of using Word Art in Microsoft Publisher. (2 marks)

(e) Explain one reason for having a good data backup system in schools. (2 marks)

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SECTION B (continued)

QUESTION 2 (10 marks)

(a) Refer to the information below to answer the questions that follow.

officetechnologyfiji@gmail.com
A
Year 12 Office Technology

Dear Peter

I have completed the prescribed notes for the Y12 Office

Technology textbook.

Please find attached the notes for Y12 Office Technology.

Do let me know of any changes or need further clarification.

Janet R
Subject Coordinator
B
Ministry of Education
Suva. Fiji Islands

(i) Identify the part of the communication labeled A. (1 mark)

(ii) Explain the importance of having the content labeled B in this

communication. (2 marks)

(b) Discuss one reason why email is an important communication tool in the
workplace. (3 marks)

(c) Explain one preventative measure that employees need to know when
working in the work place. (2 marks)

(d) Explain one advantage of using ergonomic furniture. (2 marks)

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QUESTION 3 (10 marks)

(a) Define the following terms:

(i) word wrap (1 mark)

(ii) itinerary (1 mark)

(b) Study the letter below and answer the questions that follow.

Navonu Street
Savusavu

5/6/19

Mr K John
Harbour Front Street
Suva

Dear Mr John

Laptop

Thank you for your letter dated 31st May enquiring about Hi Fi laptops.

Our laptops have been designed to produce work to the highest possible
standard and at the same time they are simple to operate and very cost effective.

Full details are given on the enclosed pamphlets and we look forward to
hearing from you.

Yours sincerely

A Mary
Sales Manager

Enc

(i) Write the correct way of typing the date in a letter. (2 marks)

(ii) Identify the letter layout used. (1 mark)

(iii) Explain the purpose of writing Enc at the bottom of the letter. (2 marks)

(c) Discuss the steps used to communicate in a letter. (3 marks)

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SECTION B (continued)

QUESTION 4 (10 marks)

(a) Study the information on the businesses given below and answer
the questions that follow.

Business A
A legal form of business
operation between two or
more individuals who share
management and profits.
Business B
A type of business entity
which is entirely owned and
run by one individual.

(i) Identify the type of ownership in Business A. (1 mark)

(ii) Explain one advantage of the type of ownership in Business B. (2 marks)

(b) Differentiate between the public and the private sector in relation to
how it is operated. (2 marks)

(c) Describe one way in which the employees benefit from the union. (2 marks)

(d) Study the advertisement below and answer the questions that follow.

Vacancy for a Personal Assistant

He should have the following:

 Excellent customer service skills

 Good communication skills
 Proficient computer skills

(i) Identify the word which shows discrimination. (1 mark)

(ii) Explain how the advertisement can be improved. (2 marks)

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QUESTION 5 (10 marks)

(a) Define screening calls. (1 mark)

(b) Explain how the Secretary deals with unexpected visitors. (2 marks)

(c) Describe one way an employee can build a good working relationship at
the workplace. (2 marks)

(d) One of the types of visitors to the office is those expected without
appointments. Using an example, describe this type of visitor. (2 marks)

(e) A Secretary has a special relationship with their immediate executives,

the organisation and other staff members. Discuss how the Secretary can
contribute towards the overall efficiency and smooth working of the
organisation. (3 marks)

QUESTION 6 (10 marks)

(a) Describe non-verbal communication. (2 marks)

(b) Explain one way an interviewee can prepare for the interview day. (2 marks)

(c) Study the information below and answer the question that follows.

A job interview is challenging and an important event for the

interviewees. The short time it lasts may determine the future career
compared to the preparation of data sheet and covering letter.

Source: Year 12 Office Technology textbook, Ministry of Education, 2016.

Explain the importance of the job interview. (2 marks)

(d) Describe one purpose of the Curriculum Vitae. (2 marks)

(e) List two ways of finding job vacancies. (2 marks)

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SECTION C ESSAY QUESTIONS [20 marks]

There are four questions in this section. Answer any two questions. Write an essay of
approximately 180-200 words to answer each question. Please note that the allocation
of marks for the content has been included for each question and 1 mark is allocated
to the structure of the essay. Each question is worth 10 marks.

QUESTION 1 OFFICE AND EQUIPMENT (10 marks)

Mechanisation refers to the use of machines and equipment in the office.

With reference to the above statement, discuss three ways new office technologies

 increases accuracy; (3 marks)

 saves labour; (3 marks)

 improves quality of work. (3 marks)

QUESTION 2 WORD PROCESSING (10 marks)

Word processing software offers a variety of features that enable users to

create attractive business documents easily and efficiently.

With reference to the above statement, discuss three ways in which the following
features will assist the workers

 Insert (3 marks)

 Edit (3 marks)

 Format (3 marks)

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QUESTION 3 OFFICE ROLES AND FUNCTIONS (10 marks)

Employers and employees have a duty of care to ensure that the work
environment is safe and healthy.

With reference to the above statement, discuss three

 rights of an employer; (3 marks)

 rights of an employee; (3 marks)

 responsibilities of an employee. (3 marks)

QUESTION 4 PERSONAL AND TELEPHONE CALLERS (10 marks)

Planning is essential regardless of your job role or responsibilities because

as a worker you are a part of a team

With reference to the above statement, discuss three ways a worker can
practice

 prioritisation; (3 marks)

 organising the workplaces; (3 marks)

 time management. (3 marks)

THE END

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COPYRIGHT: MEHA, FIJI 2019.