+ omen P TESTCODE * MAY/JUNE2010 CARIBBEAN EXAMINATIONS COUNCIL SECONDARY EDUCATION CERTIFICATE EXAMINATION OFFICE ADMINISTRATION FORM Paper 01~General Proficiency 75 minutes ¥ 2010 (p.m) READ THE FOLLOWING INSTRUCTIONS CAREFULLY. i 1 's test consists of 60 items, You will have 75 minutes to answer them. 2, Inaddition to this testbooklet, you should haveananswersheet, 3. Bachitem in thistesthas four suggested answers lettered (),(B), (C), (D). Readeachitemyou are about to answer and decide which choice is best, Onyour answer sheet, find the number which corresponds to youritem andshade the spacehaving the same letter as the answer you have chosen. Look at the sampie item below. (© supplyespeciel endorsement (D) allow eparticularpersonto cash it Sempleltem A cheque is usually crossed in order to 3 : Sample Answer : (A) proventttet 7 5 (B) _ provideamesns oftracingit ©@ OD BE te The best answer to this item is “provide a means of tracing it”, so answer space (B) bas been shaded, te 7 ‘Ifyou want to change yor answer, erase it completely before you Ail in yournew choice, 6. ‘When yousretoldto begin, tm the pageand workas quickly and as carefully as youcan. H'you cannotansweran item, goon tothe nextone. Youray return tothe omitted item later. Yoursoore. will be the'total number of correct answers. DO NOT TURN THIS PAGE UNTIL YOU ARE TOLD TO po so. Copyright© 2009 Caribbean Exeminations Council Allrightsreserved 8. 20101 A clerk: -2- sa the human resource deparument overhears theta Sien¢ inanothe: Gepartment who reports late for work every day isto be given a waning and notice o! do? “A ®) © ©) + digmisealifhis punctuality does not improve. Whst should the cleric “Avoid hien until the matter is resolved. Drop hints of action to be taken against late comers Donet say anything and jeave him to receive the official letter. Warn hin of the action to be taken by the hnman resource department. Items2.=3referto the following organizational chatt of mes Co Lid. | Board of Directors General Manager Advertising Homan Resource Manager Manager Advertising Human Clerks Resource Cli) Cle ‘The proprietors of James Co Ltd are the 3. ‘What type of organization do the-broken ‘| lines in the organizational chart of (A) Clerks James Co Lid represent? (B) Directors (©) Managers (A) Matix (D) Shareholders @®) Famefional (© Committee (@) —_Lineand StaffWhick of the following pieces of computer hardware is an output device? (cru B) Mouse (©) Monitor @) Keyboard Which of the following attributes is NOT required of all beginning office workers? (A) Punctuality’ (B) Leadership qualities © @) ‘The term 'span of controt! refers to the (A) lines of communication between the manager and his/her subordinates ) effective number ofsubordinates the manager can supervise efficiently (©) manager's influence, right or power topesform e particular task ©) system of grading management and subordinates on different levels ‘Where is the subject line placed in a letter? (A) Before the date @) After the address (©) Afterthe salutation () Before the, ‘salutation 235 10. i. Items 8-9 refer to the diagram below. Sales (0005) The diagram shown above is a (A) barobart (8) tne graph © ‘Pictogram @) ‘histogram ‘The means of communication illustrated in the above diagram is known as A) oralcommunication (3) visual communication (©) written communication (D) _. electronic communication In which of the following situations would the relationship between employees be described as 2 vertical relationship? - (A) Eagh has a similar status in the firm, (B) Otie is more senior to the other (©) Onchas been employed longer than the other: @®) One job is more important than the otter APBX system is used to facilitate ) jcommunication @) storage of documents © retieval ofdocuments (D) writes communication13. 14, 18. Items 12-13 refer to the situation below. ‘The secretary of Brands International was having difficulty placing direct overseas cal, 80 she asked the operator to place the call for her, She wanted to speak to Mr John King only. The operator was successful in placing the call. ‘The MAIOR difference between the operator sssisted call end the direct call WoulG be thet the operator assisted call would (A) betimed (B) —_incurenadditional fee (C) ‘ bemonitored by the operator (D) _haveto be paid forimmediately By asking to speak to Mr King only, the call placed was a (A) housecall ®) personal call © conference call (D) person to person call Which of the following machines is used to secure packages or parcels? (A) Sealing (B) — Collating (©) Semping (D) ranking ‘Ms Jan Brown is the marketing specialist of Bath Soaps. She wants to senda sample questionnaire about a product, manufactured by the company, to the public. Which of the following types of postal servives should she use? (A) Exptess mail (B) Registered letter (C) Business reply service (D)" Special delivery service 16. EF 18. 19. : ‘ ‘Which service does the Post Office provide to firms which enables them to collect meil outside of normal delivery times? (A) Poste restante (B)_Postoffice box (©) Redirection of mail D) Accelerated surface post A file is said to be inactive when (A) itis ofno further use (B)_. ithas not been released for filing (C) _ ithas been withdrawn for reference Popowe (D) the correspondence is t90 little to ~open a new file Which of the following considerations is LEAST important when choosing ¢ filing system? (A) Easyto operate (B) Capability ofexpansion (©) Availability of fing equipment and supplies @) — Suitability for the nature of the business Which of the Sollowing activities would be the responsibility of the supervisor of records mnanagement? LS Classifyingrecords IL" Contollingthefiling system i. Protecting records IV. Deleting records no longer needed A) Tony @) only (© Lend Monly ©) 10, MeandIv ee20. ‘Suspension filing is '() correspondence being held in a tem- porary fle (B) file folders hanging from arail ina filing cabinet (© theaction of removing a folder from tbe filing cabinet ©) . collection and storage of fies being done at specified times 21. When a file has been requested, important information about the loan of the file should berecorded on (A) snouteerd (8) aguide card (Q) anindexcard 23, @) acard indicator Item 22 refers to the following form. Date. Folder number | Taken by | Date taken or name Teturned 24, 22. ‘The form indiceted above is an example of (A) an index card (B) an absent card (© — amimute sheet (D) 2 cross-referencing sheet ae 26. Item 25 refers to the following diagranh, In the diagram above, 2 drawer of a filing cabinet, the number © indicates (A) drawer guides &) primary guides (© Giletitie guides ©) secondary guides ‘The term cross-referencing refers to files that are filed under (A) inactive filing (B) the same heading - "© differentheadings (©) smiscellaneous filing ‘The receptionist MUST ensure that the se- ception areaiis tidy at all times because (A) _ itishistnerresponsibility B) visitors will feel comfortable (© visitors can move more freely (D) _ gives a good impression of the firm One of the duties of an accounts clerkis (A) completing invoices for goods (B) preparing debit and credit notes (©) preparing contracts of employment @) directing workers tothe payroll cleric28, ‘The BEST location for a receptionist’s desk is near to the (A) manager’s office B) records department (©) entrance of the building (D) busiest part ofthe building ‘The term ‘verbatim minutes’ refers'to (A) a record prepared in the present tense ) —adetailed recordingio the chairman's remarks (C) — anextact ofimportant proceedings intheminutes + (D) —_anexact wording of the proceedings atthe meeting Ufthe number of persons required to form a quorum is NOT present, the meeting must be (A) postponed B) — adjoumed (©) conducted as @ subcommittee ©) conducted san extraordinary meeting Which of the following terms is used to Gescribe a committee which hes been set up to deal witha specific matter? (A) Adhoe @) Cental (©) General ©) Administrative a6- 31. 33. All of the following items of business are discussed st an annual general meeting EXCEPT (A) Geclaration of dividends (B) lection of directors and auditors (©) makingarrangements fora very im- portant person (D) presentation and adoption of the company’s reports and accounts for the previous year Atamecting the chairperson suggested that unfinished business be discussed at another meeting, The meeting has therefore been (A) altered ®) amended (©) adjoumed (©) postponed The cleric responsible for making travel arrangements for a staff member omitted to make 2 hotel reservation. The officer was dueto depart 10:30 am forManinigue, The error was discovered at 10:00 am on the same day, Wich of the following eetions should the clerk take to solve the problem? 1. Leave matters as they are. U, Make azrangements to explain the ‘problem: to the officer qn his arrival in Martinique. I. Contact the officer at the local aisport end infoombim of the exxox, IV. Callthe hotel, explain the situation ‘and make the reservation. @) Tonly ®) Wonly (© ‘BendIVoaly @) Wend IV only i iItis irmportant to keep an attendance register at meetings to (A) prepare name cards for members (B) ascertain the arrival times of members (©) arrange the seating accommodation for members (PD) - ensure 2 permanent record of members present An executive has to attend an overseas ‘meeting and will have to make reference to correspondence on file. Which of the following procedures would [BEST be used toallowhim to have the; relevant information? (A). Make copies of the comespondence. @) Make a summary of the corres. pondence, (© Give him the relevant files and ask bbim to sign for them, (©) Give him the correspondence from ‘the files and ask him to sign forit, -T- 36. 37, 38. A manufacturing company is required to provide all, of the following statutory provisions forthe protection ofits employees EXCEPT (A) safety shoes B) —injuryallowance (© protectivectothing ®) — housingallowance, Shortlisting of applications is cazried out (A) + whenmaking thelist ofapplicants to be interviewed (8) after the applicants have been interviewed (© asapplications foran advertised post are received ©) when preparing personal record cards for new employees Some firms offer a programme which aims toassistnew employees in becoming familiar with theirjobs. This programme is refecred toas (A) anappraisel (8) aninduction (©) adeployment () arecruitment-8- Item 39 refers to the following document, TITLE: Purchasing Clerk DEPARTMENT: Purchasing HOURS OF WORK: 8.00am-4.00 pm, Monday-Friday ' i | ' RESPONSIBLE TO:, Purchasing Assistant. JOBSUMMARY: To assist in the procurement of goods and services for the company’ DUTIES: - is Preparation and processing of purchasing requisitions 2. Maintaining stockrecords 3. Maintaining a database on suppliers 39. The document above is an example ofa i 1 (A) jobanatysis ®B) job description (©) job specification ©) personnel specification 40. Which ofthe followingsequences shouldbe . 41. “Int inthe debitcolumn of bank statement used when plaaning interview appointments? sefers to interest 1. Infommeach applicant of the date and (A) owed tothe tank time of the interview. @) _paidtothecreditor I, Give the receptionist the namaes of (©) deducted bythebank , » applicants and the time each is ©) deposited by a creditor expected. TH. Plan that cach interview lasts at least ‘halfan hour. IV. Make a note of the exact time set foreach applicant, A Limw ® bmw © Mnuig ® Mina GO ONTO THE NEXT PAGIan 43, ‘Which of the following is a statutory deduction? (A) Income tax @) Standing orders (©) Saving schemes (D) — Creditunion dues ‘A customer who has oreit facilities by a firm should expectto receive record of peyments and purchases made each month on ) — aninvoice (B) — anadvice note (©) astatement ofagcount @) —_azeconciliation statement Item 44 refers to the diagram below. MUTUALTRUSTBANKLTD 10 HigH Street ox-of Spain, Trinidad ‘The above cheque is payable to (A) anyone who presents it (B) the person who has endorsed it (©) anyone with en account at the bauk @) — theaccountof the person named on the cheque 45, 46. 47. To pay his account in cash, a customer tendered: 5 ~$20.00 bills 3-$10.00 bills 10-85,00 bills 9-$1.00 bills 20 - 5¢ pieces ‘What sum of money did the customer pay? (A) $189.00 @®) $190.00 (C) $191.00 @) 8195.00 ‘What steps should a businessman take ifhis cash book and bank statement show a difference 0f 820.007 (A) Reconcile his bank statement with his cash book. (B) Regard the $20.00 as interest oa his current account (©) Informn the bank that an esror has ‘been made in his account. (D) — Writea cheque for $20.00:0 balance his statement with the bank. ‘When cash is paid from the chief cashier to the petty cashier, the transection should be recorded as L * debitin cash book 1. ‘ creditin.cash book IL. debit in petty cash book IV. credit in petty cash book (A) Tonly (B) Land 1 only () Mand Mi only @) Wend 1V only, 8. 49. 50. 51, -10- ‘The maximum level recorded on the stock card helps the accounting clerk to (A) allow sufficient funds for an item (B) contro! the amount used on an item (C) maintain good communication with stores * (D) ensure the amount to be ordered is not exceeded ‘The term ‘minimum level’ on the stock card refers to the (A) smallest batch that can be bought B) lowest balance of stock allowed (C) — arnountallowed io the manager @) least amount of stock a business can afford. ‘What shoulda clerk do ifthe number of items: being delivered is less than that shown on the delivery note? (A) Reprimand the delivery agent and: refuse to accept delivery. () —_Retumtthe goods and ask for urgent delivery of the correct order. © Accept the delivery and ask the com- pany tosend the outstanding items, (D) Write the shortage on the delivery * note before signing for receipt of ‘the goods. ‘The Joy High Schoo! wants to build anew canteen and has received promotional Thatetial irom several firms, In order to select the most suitable firm for thie job, the school should invite firms to send (A) tenders B) prc lists (©) catalogues (D) statements 52, 53. 54. 55. A person who was dismissed fiom a previous Jobisfiling outan application fomnfor another Job. He is required to state the reason for leaving the last place of employment. Itis bestto (A) ignore the question {B) answer ‘notapplicable’ © give the correct reason ®) make a reasonable excuse A Personal Data Sheet should be (A) posted under separate cover (B) attached to the letter of application (C) taken elong with certificates to the interview ©) given to the receptionist on the day of the interview Ta seller requires new goods to be paid for inadvance, s/he sends the customer (A) aninvoice @) — anadvice note (C) adelivery note @) — apro forma invoice ‘Which ofthe following forms should be used toreportan incident in which aa employee was injured? (A) ClaimsForm @) Accident ReportForm (C) Employee Liability For @) Accident and Insurance Formitems 56 - 58 refer to the following document CUSTOMER'S NAME: Zina's Upholstery JOB: Twelve (12) Cushions JOB NO: 170 TIME REQUIRED TO COMPLETE JOB: Two (2) days MATERTALS NEEDED: cost . $ Fabric. 600.00 Sponge 250,00 Thread 60,00 LABOUR REQUIRED: Stitcher 200,00 Tota! Cost of Labour 200,00 Add 20% for Overhead Total Cost of Job aa Cost per unit = 56. The document above is an example ofa 57. Thetotal cost ofthe job is (A) jobeard (A) $710.00 ®) —costcard ®) $910.00 ©) timecara + + © 8i000 @) record card ©) 31,332.00 58. The 20% overbead charges | (& 8140.00 () $182.00 (©) $222.09 @) $266.40-12- {snow tree months since youhave applied 60, ‘A letter ofacceptance is sent when a person for a job at a large firm and you heve only G | } | | } i E receives salary through the bane | received a letter of acknowledgement. What (A) action should you now take in an effort to @) plans to attend an interview for job obtain tne job? (© agrees to take up an offer oF : sppointment (A) Witte enother fetter of epplication, ©) receives original documents which ®) Write a letter to foilow up the Were sent with an application application, (©) “Telephone your friend wito works with the firm, ce ©), Visit the company and asketo see the i buman resource manager, IF YOU FINISH BEFORE TIME Is CALLED, CHECK YOUR WORK ON THIS TEST.