eet yilhe"Answer Shel Falla gS ees [rest cone 01237010 “MAY/TUNE3009 FORM TP 2009098 CARIBBEAN EXAMINATIONS COUNCIL SECONDARY EDUCATION CERTIFICATE I EXAMINATION, OFFICE ADMINISTRATION Paper 01~General Proficiency 75 minutes 29 MAY 2009 (p.m.) READ THE FOLLOWING INSTRUCTIONS CAREFULLY. 1, This testconsists of 60 items. You will have 75 minutes to answerthem. ' 2. Inaddition to thistestbooklet, you should have an answer sheet. t 3, ‘Donotbe concerned that the answer sheet provides spaces for more answers than there are. ityas inthis test 4, Bachitemin this testhas four suggested answerslettered (A), (B), (O),(B). Read ezch item, yoo are about to answer and decide which choice is best. Onyouranswer sheet, find the number which corresponds to youritem andshade thespace! nal the same letter as the answer you have chosen. Look at the sample item below. Sample Item Acchoqueis usually crossed in order to } maivasxiaay } Sample Answer (A) preventtheft @) —provideameansoftracingit ©6680 © supply a special endorsement (©) aliowaparticnlarpersontocashit ‘The best answer to this item is “provide a means of tracing it”, so answer space B)has been * shaded. : 6. Ifyou wantto change your answer, erase it completely before you fill in your new choice. | 7 7, Whenyouaretoldto begin, tumthe page and work as quickly and as carefully as youcan. Ifyou cannotanswer an item, omitit and go onto the nextone. Your score will be the totalmumbet of correct answers. DO NOT TURN THIS PAGE UNTIL YOU ARE TOLD TO DO ‘80, ‘Copyright © 2008 Caribbean Examinations Council i = Allrightsreserved ®. \ = ons710F209Bb -2- + In the business of a sole trader the decision of what to purchase is usually made by the (A) cashier @®) proprietor © stock control cleric @) purchasing manager ‘An application for the position of despatch clerk was addressed to the company. To whom should the mail clerk send this application? (A) Shipping supervisor (B) Marketing manager (C) Administrative officer (D) Human resource manager ‘Yourimmedinte supervisor has asked you to get some information and bring itto is office promptly. You have all that is required, but another senior executive is now with him. ‘Which of the following is the BEST course of action for you to take? (A) Wait until he is free and take itin to him. - (©) Slip quietly into his office and try to attract his attention, (© Knock onhis door and asic him ifhe ‘would like tohave it now. (D) Obtain permission on his extension totakein the information, In an office where lange quantities of printed materials have to be cut to size, it would be ‘MOST useful to have access toa (A) guillotine ®) letter opener (©) _ sharp-edged knife (©) large pair of scissors 5. A person who completes forms, typesisimple comespondence and attends to the petty cash inasmall office is usually referred td as (A) amailctork B) — aclerk-typist (C} — astenographer ©) — anandio-typist ‘The following information was on thé salary slip of an employee: Gross Pay - $1,570.00 PAYE - $ 115.00 NIS - $ 43.00 Pension - $ 33.50 ‘The employee is also given a jtravel allowance of $200.00. What is his ngt pay’? (A) $1,378.00 @) $1,578.50 © — $1,762.00 @) $1,962.00 ‘Themaintenance foreman of an organization usually moves azound the building and is thus seldomin the office, Which of the following instruments should he have to facilitate office ‘contact with him? y (A) Intercom ®) Atelerest (© Apaging device (D) Extension telephone ANON TO THE NRYT PACE10. A draft of revised procedures for handling mail is to be prepared and submitted to the office manager. Which of the following formats shouid be used? (A) Note @) Report © Leer @) Statement Which of the following is NOT a characteristic of registered mail? (A) Itoffers proof of postage.” (B) __I:facilitates safe delivery of mail.“ (C) Iris normally sent by second-class nail, @) — Woffers compensation for loss or . Gamage up toa specified amount, ‘A cclerk in the human resource department overhears that friend in another department who reports late for work every day isto be given 2 warning andnotice of dismissal ifhis punctuality does not improve, What should the clerkedo? (A) Warn him of the action to be taken by the human resource department (B) Drop hints of action to be talcen against late comers. (C) Avoid him until the matterisresolved. @) —Donot say anything and leave him toreceive the official letter. 12, 13, ee ‘You are travelling toa country which is one hour ahead of your time. If your pline de- parts at 12,00 noon ané your light takes one hour and fifteen minutes, at what tifne will you artive at your destination? (A) 1415hours @®) —1315hours © 121Shours @®) — 021Shours Which of the following means of communication is MOST efficient tofinform ‘100: members of staff of new rules regarding the use of office telephones? (A) Staff meeting @) individual letters (© Notice on the bulletin board ©) — Circular memorandum to Hepart- ial ' A confidential letter addressed tb your employers received in atomconditiga, You should (A) return the letter to thé mail department (B) _atiach # note to the envelgpe and deliver by hand to your entbloyer (©) putthe letter into anew envéiope and take it to your employer (D) __ refuse to accept the enveloge from the mail department GO ON TO THE NEXT PAGELiems 14 - 15 refer to the following travel schedule. Kingston ‘Jamaica APT. Norman Manley International (KIN) H1 m/s/17.5kcin London UR: LR - Heathrow, LGW - Gatwick DAYS OF ELIGHT DATE rom | Servier | DEP. | ARR. “4 2 Norman Manley a ye Gg 25 November | NOS tenn 3 [gots | rzss ow | nwase: | : € 26 November araeacee 1 172SKIN | 1020LER | Bw262 Norman Manley z 26 November | Nomar 6 | 30KIN | 1o20LHR | BADGES 29 November j Noman Manley | | 1700 KIN | 2300LHR | BW264 Int] (KIN) 14, The standard check-in time for all flights 15. What is the day of service for flight ig 3 hours before departure of the flight. BWw262? What is the check-in time for BW264 departing Kingston to Heathrow on 29 (A) Sunday November? ®) Tuesday (© Wednesday (A) 1000hrs @) Friday @®) 1720hrs (©) 00h ©) 1400bss 16. Towhich of the following departments should the mail clexk send incoming invoices? Accounts + Sales « Purchases Administration BAH # (A) TandTionly ®) IandIlonly i (©) TandTV only @) Wand IV only * RO ONTOTHENRYT EGR17. 18, 19. =Se + The accouints department has requested information from the central ling departnent ‘Which of the following actions should the file clerk take? Act on a written request from the accounts department. TL. Complete an ‘out’ sheet and place it in the file. TH. Ask the person receiving the ‘information to sign for it. TV. Send the file with a request fort to bexetumed in an honr’s time. (Ay TREATY only ®) 1. Wand only © Wand IV only (©) HW, Wand rv oniy Which of the following characteristics is the MOST important when choosing a filing system? (A) Basytooperate B) Capability of expansion (C) Availability of filing equipment and supplies (D) ‘Suitability for the nature of the business On which of the following types of envelopes is the receiver’s address NOT placed? (A) Linen (8) Window (© Official (@) Post Office preférred For what purpose should’ complimentary slip be used? (A) Accepting an invitation (B) Congratulating the recipient (©) Acknowledging receipt of payment (©) Accompanying enclosures sent without a letter 4. 24, A ‘follow-up file’ refers to a file containing ‘papers to be (A) putin an officer’s in-tray (B) sorted and put away by the file clerk (©) broughtup for action at alsher date (D) — giventomanagement outlinidg action taken Filing through the use of microfilfning is valuable for the storage of (A) passport sized photographsbof staff members (B) information which must be kept for, many years (C)__ officialzecords which are frequently used (D) customers accounts from! which statements are to be made. A ticlder file should be used to (A) Serve asa reminder (8) Keep temporary records (©) Keep permanent records (D) Store confidential information Item 24 refers to the following tasks 1 ‘Motning post Remainder of filing from yesterday Copying of documents neefied for 2pm. Reportio finish by 12 noon 2 Bee Which of the following is the MOST appropriate order for completing the tasks’? i (LIV, Uland i @) LUWendm (© U,WlendIv ®) U1,1Vand It RO ONTO THR NEYT PAGE26. 21. 28. 6 Which of the following items should a receptionist keep for reference in the reception area? J. Organization chart TL How chart showing product move- ment TL Alphabetical index for numerical fling TV. Index of callers’ cards A) Ionly ®) Wonly © — JandIVonly @®) Wand only ‘The correct procedure for # receptionist to use when introducing a visitors to amounce the person's (A) name () —_nameand company (© name, company andtitle (D) name, ttle and company Before starting to set up appointments, a secretary should first thoroughly familiacise ‘herself with which of the following? (A) The pattern of her boss’ work day @) The correct procedure for greeting callers (©) The method of recording appoint- ments () The extension numbers for each member of staff ‘Which of the following items of business are NOT discussed at an annual general ameeting? (A) Deciaration of dividends (8) Making arrangements for 2 very important person (©) Blection of directors and auditors @) Presentation and adoption of the company's reports and accounts forthe previous year” 29. 30. 31. Anex-officio committee member is qe who (A) _isappointed by amajority vole ®) votes on behalf ofan absent member © _ attends meetings by virtué of an office @) manages the proceedings:of the meeting, ‘When there is an equal numer of votes “for* and ‘against’ « motion the Chairman should (A) cast a vote @®) drop themotion (© recount the votes (D) amend the motion Ata meeting held on November 25! 2008, discussions were held concerning the appointnent of a secretary. What doeument should beconsulted to obtain the infonnation that was discussed at the meeting go that ‘follow-up actions can be taken? (A) ‘The Chairman's Agenda @) — TheNotice of the meeting (© The Minutes of the meeting ©) —TheAgenda for the meeting Ata meeting the Chairperson has suggested that unfinished business be discussed at another mecting. The meeting has thirefore been (A) altered (B) amended © postponed ©) adjoumed33. 34. Traveller's cheques should be countersigned (A) before taking itto the person accept- ing payment or cashing it @) —_assoonasitisissued (© inthe presence ofthe personaccepting Payment or cashing it @) at the hotel before takingitto the person accepting payment or cashingit ‘Your employeris on a business tip in another Caribbean territory and urgently requires additional money. ‘The BEST way to send money to her is by (A) international bank draft ®) credit ransfer ©) debittransfer ©) electronic money transfer 35. Which of the following is used by Chribbean, businessmen who travel between! various English-speaking Caribbean countries? a) Visa @) Passport (© National identification card} ©) Smallpox immunisation cectificate 36. Which of the following describes an FAP meal plan? (A) Nomeais (B) Continental breakfast (C) Breakfast and dinner only} (D) Breakfast, lmnch and dinngr Maat f| taf — Full Amanicar tod oe fbf, dunchy olan Mil — Hodifedl Prmentchn Alan ~ break fect ~ dinne,~ GO ONTO THR NEXT PAGR‘Item 37 refers to the credit note below. Ref, ‘To: From: Carry Supplies High Street POS Inv. #770. Dé: 02-09-08 Compact Office Services Main Road Couva Date: 12-09-08 Fax; 001-22-5915 Quantity Description Unit Price (8) ‘Cast The following goods were returned: Daraged pedestal chairs (wheels broken) Lost 10% Trade Discount ‘Total 560.00 1,120.00 112.00 $1,008.00 37. ‘The amount of $1,008.00 represents money owed (A) ® i) ) to Canry Supplies to Compact Office Supplies on 02-09-08 on. 12-09-08 ONE of the MOST important functions of, a Human Resource Department is “w ®) © ©) receiving visitors to the firm ensuring proper communication introduction of new employees attending to the welfare of employees 39. ‘There is a growing feeling among staff, that concerns over their general welfare areibeing overlooked by management. Whatiig the FIRST action which should be taken by staff twitmprove thesituation? (A) Request ameéting with the himan resource manager, ®) Take industrial action. (© Bring the matter to the attention of © the Trade Union, Request a meeting with the hgad of ‘the organization, GO ONTO THE NEXT PAGE40. 43. + Adocument outlining the majortasks fore | 41. job is known as a (A) jobcontact (B) _jobdescription (© jobevaluation D) job specification Clare Lee is paid a basic wage of $8.00 per hour for a 40-hour week and $9.60 per hour for overtime work. Last week Clare;worked 48 hours. What was her total wage for the week? (A) $ 76.80 (B) $320.00 (© #39680 @) $760.00 nem 42 refers othe following cheque. Hyland General Bank Main Road Chaguanas Pay to the order 0013775 42. The drawer of the cheque in the figure above is (A) GDiaz (B) Trade Merchants Led. (© Hyland General Bank @) Trade Merchants Baal k A junior employee has to leave the office to travel out of town on Company's business. ‘The tansportation cost is $8.00. How should the employee obtain this ammount? 44, (A) Obtain a voucher from the petty cashier, fill it out and present ito her for payment. Pay the transportation cost irom personal money and request the ‘money from het supervisor on her return, Request the money in writing from her supervisor who will write up a cheque forte amount, Fill outa voucher, get approval from her supervisor and presentit to the petty cashier for payment. ®) oO ©) Which of the following sources can dNEW employee use to familiarise himself vith the ceganization? (A) Personal files ®) Company secretary (© Companymanual @) — Contract of Employment GO ONTO THE NEXT PAGE45. 41, 48. ~10- * Ytems 45-46 refer to the following transactions which occurred on Account Number 346/989/010. Date Details Jan Balance 3Ian Interest Sian Withdrawal = ATM, Cheque Cheque 12 Jan 13572 15 Jan 87431 27 Jan Service charge Description Debits Gredits “Balance ‘The diagram shownaboveisanexampleofa 46. Assuming that there are no further transactions, the opening balanes;on the (A) cash book acconnton February 01 will be (B) summary sheet (©) bankcreconciliation statement (A) 9105.00 (D) statement of account B) $255.00 © 19500 @) $285.00 ‘Which of the following computer software 49, Which of the following seis of infomation programs is BEST suited for an accounts department? (A) Graphics @) — PowerPoint (©) Spreadsheets @) — Microsoft Word ‘Which of the following BEST describes the porpose of the petty cash fund? (A) Forprevention of theftby employees @®) For making small payments con- veniently (© Toreduce clerical work @) —Tostorecash efficiently 50. is NOT required when preparing purthasing requisitions? (A) Date,reference, quantity (B) Description, department, signature (©) Transport, tax, amival time @) Sender, catalogue number, syppliex ‘The term ‘minimum level’ on the stdck card. refers to the (A) east amount of stock a business can afford (B) lowest balance of stock allowed {C) smallest batch that can be béught (D) amount llowed to the manager GOON TO THE NEXT PAGE53. 54, 58. -U- ‘Which of the following does NOT apply to the stock record card? (A) It shows information relating to the ‘maximum quantity of stock kept. B) It is used to keep stock from falling below a required minimum. (C) Bach stockroom item is recorded on ‘a separate form. (@) An inventory can replace this form sinceit gives the same information. Which of the following is the BEST method of processing inventory data? (A) Mannat ®) — Mechanicai (©) Hlectronic , @) Physical (One important reason for controlling stook isto (A) provide goods of ahigh quality (B) ensure that adequate supplies are always available (C) restrict the items in which the company deals (D) ensure that the company offers the ‘same goods as other firms Aplanning master for factory work includes details of the (A) production process ®) training process (©) distribution process (D) _stockze-onderlevels ‘The factory office is responsible for planning and organizing the (A) costs of production (B) marketing of goods (C) production processes () contracts of employment of the workers 56. 57. 88. 60, ‘Which of the following forms of trankport is BEST sited odistbuting perishable goods leeally? (A) Trucks ®) Pick (Q Air-conditioned cars | @), Cold-storage vehicles |, ‘To cover transported goods from ay risk, the despatch and transport office usually obtains (A) ___billoftading (B) certificate of origin (©) certificate of insurance; @) customs dectaration form ” An unsolicited letter of application vatitlen when y be mgs (A) ajobis advertised in the newspaper @) — acompany advertises fora vacancy (© acompany’sapplication form s male available ©) anapplication.s sent enquiring about a vacancy eS Follow-up letiers are sent after an application ‘when B) —thereisno vacancy (©) oneyearhas elapsed ' (A) noreply is received t i (D) another job.has been accepted Which of the following is an cxamipie ofa fringe benefit? (A) Promotion offers (B) Training opportunities (©) Holiday arrangements (D) Use of company vehicle If YOU FINISH BEFORE TIME IS CALLED, CHECK YOUR WORK ON THIS TEST.