Ke, CARIBBEAN EXAMINATIONS COUNCIL SECONDARY EDUCATION CERTIFICATE EXAMINATION SPECIMEN, MULTIPLE CHOICE QUESTIONS FOR OFFICE ADMINISTRATION Paper 01 READ THE FOLLOWING INSTRUCTIONS CAREFULLY. Fach item in this test has four suggested answers leered (A), (B), (C), (D). Read each iter ‘you are about to answer and decide which choice is best. ‘Sample Item A cheque is usually crossed in order to @ theft prevent ®) provide a means of tracing it ®@©60 (©) supply a special endorsement () allow a particular person to cash ‘The best answer to this item is “provide a means of tracing it”, so answer space (B) has been shaded. CR InENrea se ne (Copyright © 2010 Caribbean Examinations Council Allrights reserved. 01237010/SPEC 2011i Which of the following organizations will at some time be involved in office activities? Schools Recreational centres L “a UL Hair-ressing salons WV. Departmental stores A) Tonly ®) Tend IVonly (©) Mand IV only ©) 1,,Mandv ‘Yoware clerk in a small organization. Your supervisor isthe secretary, and the head of the organization is the General Manager. ‘You feel that some improvements can be made in the fling system. Which of the following ‘actions should you take? (A) Discuss your ideas with the secretary. 8) Make the changes you feel are necessary, (©) Continue with the old system until ‘you are asked for an opinion. {D) _ Discuss your ideas with the General ‘Manager. Which of the following:pieces of equipment. ‘would be MOST useful in an office where replicas of original documents are often needed? A) Photocopier ®) Ink duplicator ©) Spirit duplicator ©) Offset litho machine ju Hein 4 refers to the following list of duties. 1. Ascertain value of production 2. Conserve time anc! materials 3. Maintain control over the stores 4. Provide figures for final accounts 5. Keep management informed at all po ‘The duties listed above could BEST be performed by the (A) _ store clerk B) book keeper {C) progress chaser @) cost accounts clerk ‘Your regular lunch Hour is from 1200 hours to 1300 hours, but you have an appointment between 1300 hours and 1400 hours today. ‘You should request (A) the Supervisorto change your lunch hour @) that the Human Resource Manager change your working hours (© that a colleague explains your absence if anyoe asks for you @) switch today witha colleague who ‘bas lunch from 1300 hours to 1400 hours GO ON To THE NEXT PAGE,“3. Which of the following factors can Contribute to repetitive stress injuries? 1 Poor posture U. Prolonged computer use TL Occasional breaks (A) Tonly ®) —TandU only (©) Wand only ©) Manca ‘An officer foft last night for a three day business conference in another Caribbean territory. You have just seen on your desk a copy of a short letter which you hhad prepared for his folder. Which of the following is the MOST appropriate action to take? q (A) Send the details ofthe letter to him by electronic mail. (B) Send a copy of the letter to him by special delivery. (©) Tell him the detaile of the letter by telephone, ©) Assume that heno longer requires the letter and file it The MOST appropriate purpose of a ‘memorandum is to communicate (A) Within an organization BY with extemal business associates (©) informal confirmation of business (D) messages received from external callers o 10. m. Which of the following methods can be used for written communication to staffmembers? Circulars : T. Letters TL Index cards on files A) Tonty @) only (©) Lend Donly @) Wend Dr oaly Which of the following procedures may be ‘used to find a telephone number in the yellow pages for Thompson Electrical Services? L_Leok forthe section headed Services. Ul. Look for the section headed Electrical, Ti. Look for Thompson Electrical Services. (@) only @) Land only (© Wand only @) LMand 0 ‘Which of the following is NOT proper telephone etiquette in a business environment? (A) Answering the telophone.as soon as itrings (B)_~ Thanking the customer for calling (©) Allowing the person who called to end the conversation ©) Answering the phone with a cheery “hello” GO ON TO THE NEXT PAGE1, 2B. 14. eé- It is your first day at work. The office manager is discussing your duties with ‘ou, in her office. During the course of the meeting, she leaves the room to attend to another matter. While she is away, her cell phone which she had placed on the tableings. Which of the following is the MOST appropriate action for you to take? (A) Try tofind her. (B) Lethe cell phone ring. (©) Answer the cell phone. ©) Ask someone to answer the cel! hone. Asstaff'member has asked the receptionist to ‘make a person-to-person call to Mr. Wray. Which of the following procedures should the receptionist use? (A) Request an appointment for the staff member to see Mr. Wray. ®) Call Mz. Wray and ask him to ‘contact the staff member at his ‘convenience. (© Dial Mr. Wray’s number and connect the staff member When Mr. Wray is on the line, @) Dial Mr. Wray's number and connect the staff member. ‘The time in England is 5 hours ahead of the ‘time in Barbados. When it is 2:00 pm in Barbedos, what time is it in England? (A) 0200 hours @) 1400 hours © 1900 hows, ©) — 2000 hoars 15, 16. a7. ‘Which of the following machines is NOT Jikely to be found in a mailing room? A) Collating ®) Sorting (Q Fronking ©) Folding ‘To Which ofthe following departiuents should themail ceck ina large company send a letter which is addressed to the General Manager and which outlines a complaint about the nomdelivery of an assignment of goods? (A) Sales ®) Production (©) General Administration ©) Despatch and Transport AtXYZ Company, information from staff ‘les which are currently keptin the general office has boen leaked on many occasions. Which of the following actions would MOST likely increase employee data security? J. Usethe alphabetic filing system for staff files. TL Use the numeric filing system for staff files. WL Ask each staff member to keep hisfher file. IV. Store all staff files in the Human Resources department, A) Tend mt only @®) Wand i only () Wand IV only @) Mand IV only GO ON TO THE NEXT PAGE18. 19. 20. 24. The accounts department has requested a file from the central fling department. ‘Which of the following actions should the file clerk take? TL Make a record of the written request. T. — Complete sn “out” shect and place ‘tin the file, TL Askthe person receiving the fileto sig for it. TV. Send the fle with a request forit to be retumed in an hour's time. (A) 1, Wand I only @) =I, Wand IV only © 1, Mi and IV only ©) 1, Wand IV only Ina terminal digit filing system, a-folder in position 7 on shelf 4 of bay 36 should be numbered CW 7436 @) . 4736 © 3674 @) 3647 ‘Which of the following files would be MOST suitable for filing petty cash ‘vouchers? @) — Ciroularrotary 8) Concertina ©) Visible index @) Card wheel index Microfilm will be MOST useful when there is Timited space for the storage of (A) inactive files ®) temporary files (©) documents transferred from inactive files (®) documents transferred between active files ‘Which of the following situations would ‘MOST likely resultina supplier’s file being classified as inactive? (A) Asuppliernow sells a wider range of goods. 8) The organization has stopped buying fiom a particular supplier. (©) The supplier with which the ‘cxganization does business has changed its neme. ©) The supplier with which the organization does business has changed its business address. "Which of the following is/are NOT needed ‘when using microfilming? (A) Printer @®) Roll of film (©) Aperture cards ©) Magnetic tape ‘Which of the following are desirable attributes of a receptionist? I. Initiative Courtesy I. Influence (A) Tend Monly @) and Monly (© Wand only @) 1, Mand 1 GO ONTO THE NEXT PAGE26, 21, tee A busy receptionist remembers having taken ‘call fora company executive fiom aregular client but cannot find arecord of the message. Which of the following is the MOST appropriate action for the receptionist to ‘ake? (A) Decide not fo mention the call. (8) Hope that the client calls again. (C) Callie cientto getthe information, @) Apologize to the executive and ‘explain that he/she was busy. A receptionist forgotto notify an executive ofan appointment with aconsultant. When the consultant arrives for the. appointment, the receptionist should immediately (A) ask the executive if he/she would meet with the consultant (8) send the consultant into the executive's office (©) _ offertomake another appointment for the consultant (@) tell the consultant that she made a mistake about the date ‘Thereceptionist has been informed that Mr, Bell will be out of the office for the day. She has noticed that he has a number of appointments scheduled for that day. What action should she take? (A) Explain his absenceto clients when they come to the office, (B) Notify clients by telephone’ and offer to make new appointments. (©) Postpone all appointments for that Say by letter (D) Remind Mr. Bellofhis appointments and suggest that he uses another day to be out ofthe office. 28. 29. 30. From which of the following can a person ‘who is travelling overseas obtain foreign currency? 1. Commercial Bank M Central Bank/Treasury I, Travel agent IV. Embassy of the overseas country A) Toaly @) Tend Wonly (i, Mand wonly ©) 1 Mendiv Assume that you have been elected to be socretary-of your school’s Thrift Society. One of your duties will be the preparation of meeting agendas. Which of the following gives the CORRECT sequence ofitems.on an agenda? 1 Matters arising J New business TI. Approval of the minutes IV. Any other business ® Li,miv ®) Wmv © m1, i1 © mrpmn Which of the following is the MOST ‘appropriate time, for correcting the minutes ota mecting? A) Anytimethe Secretary or Chainmen detects an error @®) Ata mecting at which the minutes are presented but before they are adopted (©) Atthe meeting at which the minutes are presented but only after they are adopted @) —Atasubsequent meeting following ‘the adoption of the minutes GO ON TO THE NEXT PAGE31. 32, <9. Which of the following duties are performed by a secretary prior to meetings? 1. Circulate minutes of last meeting TI. Arrange seating accommodation W. Circulate notice and agenda TV. Obtain Chairman’s signature on tainutes of last meeting A) Tony ®) Wand Wonly (© Dan tony (©) E,Ukand TV caly ‘Two staff members and a consultant Were invited to a management committee meeting to discuss a particular item an the agenda. Which of the following persons ‘should receive copies af the minutes of this meeting? I. Members of the management ‘committee who were present H. Members of the management committce who were absent UL _ ‘The two staff members IV. ~The consultant (A) Lonly @®) Land tonly (©) Wand Monty ©) 10,Mand Iv 33. 34, 35. ‘The Annual General Meeting for Info ‘Tech Ltd is being planned. Which of the following MUST be circulated before meeting? I. Notice of the meeting and agenda J Minutes of the last anual general meeting ML Minutes of the regular mesting TV. Copy of the firm's memoranda of association (A) Tand tT only @) Wand I only (C) Wand TV only @) Wand IV only Which of the following is the MOST ‘appropriate sequence to be used when ‘waiting a letter of application for a job? 1, Qualifications UL Listof references TL Interest inthe position IV. © Request for an interview @) Limandiv ®) U,W,tenam © Wi Mandtv ©) ULL Wand ‘The document which outlines the details for a business trip for an executive is referred to as (A) aschedule ®) — aprograrmme © anitineray ©) atravelogue GO ON TO THE NEXT PAGE,36. 37. 39. -Be Which of the following documents must a Caribbean citizen ALWAYS submit ata port of entry before he/she can enter into a foreign country? 1. Passport o travel permit TL. Vaccination certificate WL Visitors? visa IV. Travellers cheques or bank draft (A) Tony (8) Land T only (©) 1, Wand Hi only ©) LU, Mandi Sweet Lime Bottling Company is IS0- certified. Which of the following is the correct meaning of the acronym ISO? A) Information Service Organization (BY Industrial Systems Operation (©) International Organization for Standardization ©) Internal Sales Office Which of the following functions are Performed by the Humen Resource office? 1. Preparing job cards 1 1g job applications HL. Preparing wages and salaries for staf? WV. Arranging tra (A) Tand1V only ®) Mand IV only (©) 1, tend monty ©) U, Wand iV only ‘Which of the following contributions is NOT. fringe benefit for employees? A) Pension plan ®) Waining grant (©) National insurance. ©) Medical insurance: 40. a. a. An employee became ill while on holiday and ‘will therefore be late in returning to work. Which of the following persons should the ‘employee notify? (A) Office clesk (B)_—_Rrceptionise (©) General Manager @©) Human Resource Manager ‘A company receives an invoice for goods purchased on May 6, costing $1 350. The ‘terms written on the invoice are 2/10, N30. If the invoice is paid on May 8 how much ‘must be paid? (@) 5 94s @) 91215 © 3133 @) $1350 ‘The term “By Retums” and a corresponding credit of $80 om a statement of account mem ‘that a sum of $80 was . (A) paid to the seller @), _ paidto the buyer (©) added to the amount owing (D) deducted from the amount owing Mr. Jones has an agreed credit limit of $250 at Trendy Clothing Store. He submits an order for 5 school shirts each costing $60 tothe store, Which of the following actions should the store's eredit clerk take? (A) Adjust the order and supply the goods, ®) Show the order to the Credit Manager. (©) Send a statement to the customer showing overdue amount. () — Retum the ordér to the customer and request prior payment. GO ON TO THE NEXT PAGE.44. 45, Hem 44 refers to the following information which Was extracted from a statement of account. Balance B/F $60 (Dr) ‘March 2, Invoice $150 ‘March 4, Invoice $78 March 20, Debit Note $11.60 ‘The amount outstanding on March 21 is eee ®) $276.40 © 3179.60 @) $156.40 ‘What should Mr Jones do if his cash book and bank statement show a difference of 520.007 (A) Reconcile his bank statement with hhis cash book. (®) Regard the $20.00 as intertest on his current account. (©) Inform the bank that an error has ‘been made on his account. @) Write a cheque for $20.00 to balance his statement with the bank. ‘The cancelled cheques that one receives with a bank statement are those cheques which (A) the bank dishonoured (8) the bank exchanged for cash (©) aremore than 3 months ald ) theaccount holder did not negotiate 47. 48, 49, 50. Mr Parker is ying to prepare a bank reconciliation statement but is unable to complete it because: a cheque paid to the utility company for $60 is unaccounted for. In order to reconcile the bank statement ‘with the cash book, the $69 should be (A) added to the cash book balance (B) deducted fom the cash book balance (C}_ added to the bank statement balance () deducted from the bank statement balance Which of the following would be the MOST economical purchase price? (A) $20 per 50kg co @®) $22 pers0 ke FOR (©) $24 por 50 kg less 5% trade discount @) $24 per 50 kg tess 10% cash discount ‘The Joy High School wants to build a new canteen. In order to select the most suitable firm for the job, the school should invite ‘competing firms to submit (A) price tists ®) catalogues (© statements @) tenders Assuming similar quality and quantity of goods and the same rate of insurance ‘coverage, which of the following shipping terms will give the greatest benefit to a company purchasing goods? @ FOB. ® CIE (©) Ex works @) E&0E GO ON TO THE NEXT PAGE-10- On the moming of April 20, the stock card for leather bags showed that the stock in hand was 650 bags. Later that day, 150 bags were received ftom the factory and 20 bags were sold. Which ofthe following ‘would show the entries in the order that they would have been completed on the ‘tock card on April 202 1. Issues 90, Balance 710 HL Receipts 150, Issues 90, Balance 70 IH Receipts 150, Balance 800 IV. Receipt 800, Issues 90, Balance 710 @) Tony ®) Wonly © Tenationty ©) Yandittonly Which of the followinig activities are normally carried outby thesales department ofa wholesale grocery? 1. Preparation of invoices 1. Completion of order forms 4. ‘Submission of purchase requisitions IV. Preparation of credit notes Land Henly Tand Ii only © MandtV only ®) Wand IV only 53, Which of the following fimctions is NOT ‘ypicalty performed by a sales clerk? (A) Filing correspondence @) Despatching quotations (© Preparing the index of suppliers @) Dealing with telephone enquiries Which of the following pieces of information should be used in preparing asales quotation? (A) Terms, quantity, condition, goods available B) Price, goods available, delivery dates, terms (© Quantity, discounts, description, delivery dates ©) Tradeprice, quality, catalogue no, method of delivery GO ON TO THE NEXT PAGE56. ‘tem 55 refers to the stock card shown below. ‘Stock Record Description: Broad paper ‘Supplier: Getfers Ld. Stock Re& 2/12 Max: 100reams ‘Min: 20 reams Date OrderNo. Jn Out Balance 2012 Jan 01 2 Jan 02 4of21 B 100 Jan 03 Sof 4 86 Jan 04 BE/IO 20 66 Jan. 05 “Teclt 1s st Jan 07 Ano 30 21 Jan 08 Sov 2 19 Jan 10 Agha 4 5 55. Which of the following is the date on which the stock ‘lerk should have placed an order for paper? (A) Janos, ®) Jano7 © Rnogs ©) Santo ee eee eee Berea] Prepared whon exporting goods by air? carrier and the supplier when goods are to be shipped? L Airway bill i Bill of lading @® — Billofiading mL Invoice: B) _Dalivery note Iv. ‘Destination sheet ©) Despatch note @) — Consignment note A) Land tony @) Landitonly © Dad only ©) | MandIV only G0 ON TO THE NEXT PAGE Which of the following documents must be58. 59. -12 Which of the following actions docs NOT 60. Which of the following is the MOST ‘epreseat corporate social responsibility? (A) Donating books to 4 school @) Sponsoring a local steel band @ (©) Bmploying environmentally. Biendly policies ©) Distributing vouchers ata corporate ®) function : © Which of the following items usually appears first on a resumé? ©) (A) Name ®) Address © Date of birth ©) Telephone number END OF TEST appropriate action to take if you are offered 2 job Which you do not wish to accept? ‘Visit the human resource officer 2nd apologize for not taking the Job. Telephone the human resource officer, thank him/her and advise that you wll not be taking the job. Write 2 letter thanking the human Tesource officer but declining the Job offer. Decide that if the company does nothear fom you, they will know ‘you are not taking the job.