us LOCA as - 1991 \H DeaT + In vhat order should the following items on an agenda be arranged? owvrd) i. Any other business 44, Minutes of last meeting 441, Matters arising from the minutes iv. Space allocations and equipment 8 Mi, iii, iv, i B) 44, iv, 4, dit ©) av, 4, is, Lia D) dv, if, iti, i ; Which of the following gives the sequence of acceptable practices for taking disciplinary action against a menber of the office staff who receives a salary? i, Oral warning Ai, Written vaming 44d. Oral dismissal iv. Written dismiscal {8 4 and iii only 1) £ and iv only C) ii, 441 and Ly only n) dy Gd ana tv’ ondy 3+ the lines of authority in a company are illustrated by'means of a/ant 3 Flow chart g var graph e) line graph D) organisational chart 4e Assume that if is your second month at wotk ae a clerk in a small eramnisation, You feel that sore improvenenta can be maile in the filing system. Your immediate supervisor in the Secretary and the head of the organisation i the Ueneral Nanager. What should you do? A) Discuss your ideas with the Secretary, 1B) Hake the hanges you feel are necessary & 2) Continue with the old system until you are asked for an opinion ’ 2) Discuss your ideas with the General Manager . 5+ A petty cashier whose imprest ia $100 reconciles with the chief cashier st the beginning of tie week. ‘the petty cash vouchers for the past fofalled $89.50, ‘The amount the pelty cashier should receive for the \ \ new week is: He (3 BS $00.00 % 6, IN Which of the following situations would files be transferred to the Inactive gection? : A) the organisation has stopped buying fron a particular eupplier. 8) A eupplier pow sells a wider range of goods, 0) A Company With vhich the organisation deals has changed its name. b) A company with which the orguisation deals has changed ite business addreg je Phe eleotdon of officers on the Executive Committee of a elud ts usually held: {a vhen an officer resigns (8) At the annual general meeting C) when members feel it ie time for a change (») i€ tho present officers axe incompetent, 8. fin employee'S application letter, interview assessment, merit ratings and other such records are calted his/her A) personal records (1) personne record ee eee ee9. Ina sales transaction the correct sequence for the flow of documents between ‘the purchaser and the supplier is order, quotation, inyuiry, invoice Anquiry, omler, quotation, invoice order, inquiry, invoice, quotation inquiry, quotation, order, invoice : SSeS 10, Which of the following are usually functions of the Accounts Office? i, Controlling credit ii, Purchasing supplies 4if, Controlling stock dv, Making PAYE deductions A) 4 and iv only B) 44 and dis only Cc) 4, 44 and 44% only v) 4k, i4i and iv only 11, What type of discount do some firws allow their customers fox prompt settlement of accounts? A) Cash 1) Sales t) trade D) Purchases 12, Which of these items of information should be included in an itinerary? fhe amount of money advanced for the trip. ii, Reservations for hotels or othes accommodation, ii, An itemized list of documents to be used on the trip. iv, ‘The names and addresses of the persons or organisations to be visited, A) 4 and if only BY 4 and iii only ¢) iL and ty only ‘b) iit and iv only 13. ‘whe sales order is sent to the credit manager 90 that he or she can A) file it with previous orders from the same customer, 8) approve: the order and set the terms of the sale c) price the items on the omer D) prepare the shipping papers for tie order 14. Wideh of the following conditions is MOS! likely to exist when people work in large company? > vew opportunities Cor “pre (8) Very close supervision {0 Direct contact with management 'D) High degree of specialization. jotion, 15. A memorandum is used fort i inforwal commmication with business associates in other firms short notes to personal frienda confirmation of business matters that do not require a form) letter communication within a finn CSE 16. In whioh of the following instancea "may a meeting be adjourned?=3- 'Te A xeceptiontat forgot to notify an executive of an appointment, When the caller arrives the receptionist should fa ask the executive if he would see the caller” B) let the caller know that she forgot to tell the executive fc offer to make another appointment for the caller 4) tell the caller that she mde a mistake about the date 18, Which of the following praclices on giving notice would be acceptable for a cletk who has been pennanently employed with an oxganisation but who now wishes £6 leave? 4g oral notice of two to four weeks in advance AL, Written notice on day of leaving 44, Written notice of two to four weeks in advance (A) i only (3) 48i omly (c) i and ii only (2) “i and itfoniy 194 Por which of the following duties is a chairman of a meeting responsible? i, Approving the agenda ii, Seconding all motiona iid. Signing the adopted minutes of the last meeting iv, Directing and controlling the proceedings at the meeting (A) 4, 44 and iv onty BY 4, iii and iv only (c) 41, 444 and iv omy D) 4, ti, iii and dv 20, B & OB on an involce indicates that the Cinm: A) is very reliable and efficient B) could nob supply some of the goods ordered, C) will alter the amount payable if it is not acourate )) is requesting that the account ve pald promptly 21. A member of staff is travelling overseas, Which of the following actions should be taken by the clerk who is making the travel axrangementa? i, Prepare the travellers cheques 4i, Make the hotel reservations iif, Make the airline reservations and arrange for the ticket dv, Remind the officer of the necessary travel documents A) & and iL only (B) id and sv only 0) Ai, 44, ond ty only (o) 4, 44, dif ana av 22, Induction training courses familiarize new employees witht A) procedures for carrying out their apecifie duties B) their terms of reference and conditions of service fe the organisation's structure, policies and procedures ) the procedures which may be taken Lf they have grievances 23. If all members at a meeting voted in favour of a motion, the motion Ja said tot (A) be carried unanimously 'B) have the majority vote (G) have been voted for enbloe D) have beemncarried nem. con. 24. When attending an interview, which of the following documents should you take? i, Letter of introduction ii. Cory of application for employment id. Original copies of academic certificates iv. Invitation to interview Weta tet ie eee ee Ee eae eee ee eet te poorer te—ye 25, The chief cashier has just reimburced the petty cashier's imprest, low nust the transaction be recomled? 44 Debit Cash Book Ji, Cxedit Cash book iii, Debit Petty Cash Book iv. Credit Petty Cash Book (®) tony (8) iv omy (c) 1 and sv omy — () 44 ana 444 only 26, Mr. P, Brown, an overseas visitor, has an appointment to gee the Sales Manager vho has been called out enexpectedly. Mr, Brown ia leaving the next day. What should the receptionist do? a) Plan an alternative appointment B) Politely tell Mr. Brovm that the Sales Manayer is out. ©) Apologise and ask Mr, Brown te speak with the sales agent. D) Apologise to Mr, Brown and ask his Lo weile to the Sales Manager, 2]. On April 20, the stock card for leather bags, 1919-120 showed Uiat the stock in hand was 650 bags. On April 20, 150 bags were received from the factory and 90 bags vere sold, Which of the following would show the entries in the omer that they would have been made on the stock card on April 20? Issues 90, Balance 710 ii, Receipts 150, Issues 90, Balance 710 Receipts 150, Balance 600 iv. Keceipts 800, Tesues 90, Balance 710 ii only Be iv only iand iii only Dy iii and i only 28. & friend who started working two weeks ago received an offer for another job for which she was interviewed previously. She plans to stay in the job she now has, What should she do abont the new offer? i) Visit the personnel officer and apologise for not taking the jobs B) elephone the personel officer, say thanks and advise that she will not be taking the job. (c) Write a letter thanking the personnel officer but declining the offer ~! of the job. (b) Decide tit 4 the company docs not hear from her they will know she is not taking the job. 29, Vor which of the following forms ‘of business organisations should Messrs be used in the address? Partnership. Corporation Sole Trader Limited coupany See5 -S- : The credit moter of a franking machine ig set by (A) the office manager (B) a clerk in the post office (CG) the clerk who is responsible for mail in the firw Which of the following correspondence is Host likely to be kept in a file in numerical order? A) Customers complaints 3) Applications received for employment $) Copies of purchase orderg D) Copies of monthly sales reports thich of the following sorvices vould usually be offered to customers who have fixed deposit accounts al a comercial bank? i. Higher interest rate than that offered on savings accounts HI. Withdrawals on demand with interest earned JI. Lermission to write cheques on the accounts (A) I ony (B) in only @) Lond it only (vy) 1, Ira Tit ghich of the Following if offered by a company would be considered fringe benefits? I. Salary Il. Induction training III. Contributory pensions plan IV. Contributory medical insurance 68 III and IV only QB) I, TLE and IV only @) II, ITI and IV only @) I, 13, I0n ana Iv Which of the following employees in an organisation is usually responsible for keeping the register: of siiareholders up to dave? (A) The Bursar (B) Whe Personnel Officer (C) The Managing Director (1) he Company Secretary Tor which of the following reasons might the receptionist keep a diary? (A) To plan and schedule activities for the company (BY To inform management: how stall time is being nsed (9) fo serve as a reminder when appointments are scheduled (b) fo maintain a record of the persons visiting the company Which of the following appear in the debit colum of a bank statement? I. Standing orders honow:ed II. Amounts ‘deposited Ill. Interest received IV. Cheques drawn (A) 1 and Iv only (3) IT and LIZ only (¢) 1, IT and III only @) I, 1, 117 and iv-6- ‘i ee Item 32 refers to the following table. ae Days n ® | W o] r 8 i Tours igen 8 la 10 =o) aril mw 6 37. Whe above table gives the number of hours an employee worked in one week. What ia the gross pay if the rate of pay 3s $10.00 an hour for an 8-hour day, Monday to Priday, and time-and-a-half for overtime and Saturday? (4) 480,00 (GB) i520,00 (8) 1560.00 (D) 4720.00 38. A staff member has asked the switchboard operator to make to y tons Rerson-to-person call to Hie Wray. Which of the following procedures should the switchboard operator use? 6a Visit My Vvay BY Request an appointment for the staff member to see Hr Wray. (v)- Ask the operator at the local telephone company to place the ca to Mr tray ()) Dial the nunber for Hy Wray and connect the staff member when fig Wray is on bhe Line. 39 — 40 vefer to the cheque illustrated below. VEOPLU'S BATIK ae Bridgetown a vgher TAPED 30, 1QQuhen > ———~ aber ee Ne ae fa Vay to the order of __Jelptoniés “gock Ye Beeeeeseeeet wae sun of fe bundeed™” SPR a Dollars _ #200 = oo ieee Pole” : Leber Dash ao 39. Whe illustration is an example of a cheque th: a 4 is (A) endorsed (3) certified (©) cros el, Senerally (D) crossed, specially 0. mast John Jones do with this cheque to receive paywent? (A) Deposit it to his account at the Village Bank, Bridgetown. (3) Present it to the People's Bank, Bridgetown. G) heposit it to his account ab any People's Bank. D) Lvesent it to the teller at the Village Bank, Bridgetown. A. Mow long in advance of an Annmnl General beebing of a public compan: shovld the notice and agenda of the mecting be sont ont? 2 = 3 days $a 7-4 devs ¢) 21 days D) one month 2, Stock inventories are prepaved by a company in ordex to assis determining ) asse' (d) working capital ~@ Liabilities 0) operating expenses“agency for travel ovares we ee be Obtained = —Jo through a travel agency for travel overseas? I. Airline tickets IIL. Poreign currency Tem Hotel reservations Iv. Visas to visi foreign countries (A) only (Bb) I and qr onl @) I, IE and IIT on (0) I, 11, uz ana Iv ea f oy Hite alphabetic tiling system under which letter would the file for James Taylor-webber and Sons bo filed? (oo @) 8 (@) wv Oy" w rietéer form trom the Post Office should NOL be used if the correspondence is to (4)- include an enclosure (B) be sent by registered mail $03 be addressed to a Post Office D) carry postage from a franking, machine A telegraphic address is used by business fiums to (4) keep the identity of the firm anonymous SB veduce the cost of telegrams ©) speed up the delivery of telegrams (0) keep the messaze on the telegram in code Tou have been asked to file the following folders. ihich would you place in the first pocket? (A) White, Margaret A. (His), lr Melson's Gap, Baxbadoa (") Mhite, Hargaret, 60 Rendezvous Drive, Barbados {C2 White, Nany (Hiss), 20 Bu. Peter's ai, Barbados ()) White, Marilyn (ts), Marnony lodge, Barbados Suspension filing' may be described as the placing of (A) folders in a temporary file in a cabinet §2) documents which will not be nsed for a while in a cabinet (D) doc ments for follow-up in a file o> Holding, tri tantigiiq ee Ike ca benel which of the follovitts nvecedures should the file’ clerk use to avoid dclays in Tinding comespondence Crom Mary Browe~!i0i th? Ga) A copy of euch piece of correspondence and file it mder Browenamith, Nary and Smith Browne, Fiary @) File carrespondence under Smith-Browne, y aud cxoss-reference a f mder Browne-Bmith, Mary. (G) File correspondence mder Browne-Smith, Hary and cross-reference it undér Smith Browne, Navy. (D) Pile correspondence using iiary Browme-Smith as the index order. i Wiuich of the following procedures is used by the Post Office when mail is registered? I, The vegistration number and country of origin is stamped on the envelope. Hi. Blue lines are drawn horizontally and vertically on both sides of the envelope. III. A receipt is given to the person who has brousht the mail to be registered. IV. the person who has brought the mail is required te drop it in a special box.-8- . | + 50 continued sa Zo and ITT only $2 XIL and IV only 6) I, IE and 111 only (@) It, ITT ana IV ony \ igteg invoice dated Hay 25 Lor $549.50 is subject to the terms 2/10 net 30. ‘The amount’ of the cheque written on suse 4 should be (4) $109.90 (8) $384.65 (e) | $538.51 ()) $549.50 oes Asousing a similar quality and quantity of gooda and the same vate inoiwance coverage, which of the Colloving Shipping toms oreL giv Greatest benefit to a company parchasing goods? (4) ¥.0.B. Gs) or. (2) Ex works ) G.re¥. toms 53 ~ 55 vefer to the following requests - Please make urrangements to prepare 800 copies of a top quality brochure which will be used at an excoutives' conference 93- The machine which should be used is the (A) photocopier B offset Litho (GC) spirit duplicates B) stencil duplicator Si. Whe paper vhich should be requested is (A) flimsy (B) absorbent finish (C) smooth finish, Light weight © (Bb) smooth Limish, medium weig 9+ tho ninimum quantity of paper to ve requested is A) 2 quires sy 4 quires CG) 2 reams D) 4 reams 56- Which of the following equipment is required to facilitate commini by a fax machine? (AQ elox — B)_ Telephone (4) Computer (D)_- Photocopier 5?. In which of the following drawers sould the file clerk pnt corresp from Klass Vrinting Supplies if the firm uses 2 subject filing syst: I. Duawer labelled A - K TE. Drawer labelled 1, - 2 IE. Drawer labelled § - 4 (A) only (B) 11 only (@). Y and tf only (0) Ir and IT 3. faich ef the following documents mst be psenaxed when exporting jo by ain? t+ Airway bill 11, Bill of lading TI. tnvoice Iv. Desbinat sheet a Zand If only > ® Xana IIE on: ¢) I, IT ana Ti only D) 1, IE,5IIr aw60. -4- The amount of outgoing mail in a firm has increased greatly. Which of the following actions should be taken to improve efficiency of posting T. Assign wore mail clerks to stick on the postege stamps on all outgoing mail. il. Ask each department to try to reduce the amount of outgoing mail. MII. Set a specific time when outgoing mail with ho collected from all departments. iv. Frank outgoing mail. a I only a IZ and IIT only ¢) III and tv only D I, 11, INT and iv In |e manufacturing £: a tjob card'? mm which of the following statements BES describes (A) A List of information and 4 ~ the office BA list of duties and responsibilities of an employee 0) The record prepared by an employee Listing the toons completed "in a month (b) The xocord prepared by the production office giving an analysis and cost of each job Metions for production issued from