‘test cope 00090 - JUNE 1995 aoe EDUCATION CERTIFI icate . EXAMINATION * OFFICE PROCEDURES “01595 -' "tn addition to wis test booklet {you should have an answer seat” Each lige in is test ha four sugested arisivers ictered (A), (9), (C).(D). Read each item you are " sbout io answer, and dob whic boiee is best On youransversheet, ind te number which corresponds to Your? em and blacken tne space having the same letter as the answer you haye cliosen, Look at the sainple item below. ‘Sample'ltem! SxISY ‘A cheque is usvally cfossed ii ofder to “2 ‘Sainple “Answer B (A) prevent theft ©8 OD (B). _ provide. means of tracing the cheque es * e (C)_ “allow a particular pérsorito cash it : 2 (Dy | supply speci endorssment : ‘Te best answer to thistemn 8 provide inéans of tracing tscheme’ 80 answer space (B) fias been blackened. e Jf you want lo change Your ansiter, be sue jo erase your old aiiswer eonipleiely av it Ta yournew : choice, , ee Wienyouarctol to besl, winihe page'aid workas quickly and ascavefullya answer as tem, omit i and go bn the next one. You ean cone back tote score will be the total mimmbor of Gorect answers, youcar, I°you.cannot winder item Tater. Your Will Haye 78 misutes to answer thom, "Do nai be concorncd Ul wie answer shicl provides spaces for mois answers than there dre items In this test. . : DO NOT TURN THUS PAGE UNTIL YOU ARE TOLD TO DO SO Copyright® 1994 Caribbean Examinations Council rights reserved. F . SOQODOIYE 95. ‘ en fee 7\yS in prepar- isis and brochures to send io customers. - Which of the lollowing machines (A) Few opportunities for promotion Could be used to speed up tlk operation? ' (B) Very close supervision : (© _ Direct contact with management 1. Amaddressograph (D) ' High degree of specialization Hl, . A collating machine i UL A franking machine I LV. A printing ealevlaor : Au office may BEST be described as a place fe A : (A) 1, Wai! only h, {A) where people work inorder to deliver {B)_U,1 and 1V only 1 ‘goods and services (©) L.Mland tv only i (B) for processing inforniation to allow for (©) [hand AV only efficicnt management of a business (C) forreceiving and storing infomation (©) for planning, dicecting and conuwolling —- 6. ‘The MAIN advantage of communication by he operations of a business {olox rather tan by telephone is hat the mess: age by tele is 3. If 100 copies of a one-page lechnical report (A) more detailed F were nceded in the next two Uays, which of the (B) in written form foliowing sets of equipment would it be BEST (©) less expensive i to use? (©) more up to date (A) Spitit master and spitit dupticator : (B)_OFiginal and phdiocopier 7. . Amemoranduth is used for i (C)’ Metal plates and offset litho . i (D) Electronic stesci! and ink duplicator (A), ‘informal communication with business associates in other finns (B) short notes to persénal friends 4. Assume tat you area new einployee in a large (© confirmation of business matters that do fire. White you are awaiting insuuctions from not require a formal Jlter : ‘your supervisor, another employee asks you to (D) . comaiunication within a firm : © Hielpher withherwork. You should eliher that, . wt Lo (A) you area new eniployce and untamilisr’ .” 8.°" Whichofibie followingitemsofequipment must i ‘with her work bo used along with the fax machine in order to (B) she shouldtry tocomplete ier work even send e message? ifsho has 0 work late “!=_ > * ees ee , (©) youare willing to assist with yoursuper —“y," (A), Metex! visor's permissfon "517 (8). Teteplione 8, @)-_ you have alreddy been qiven the work "4 “(C).” Computer that you afe'supposed to do." {D)" Phb.ocopier ves : ; GO ON TO THE NEXT PAGE i 0901/95 oy ;t used when a company hus a PABX telephone switehboant? 1, All ealls between workers on duty must 0 through the operator, The operalor must place all" outgoing ~ calls! 4k HI. Apersonwithin the firm candi direct io any extension, : 1V. A person within ihe firm can make an out- going call without using the operator, (A) Land Tonly ®) Land rV only (©) Mand uréaly ©) Wand iv only Ti: 10. | Which of the followitig features of commun- “Jeation can be achieved Usrough the use of the (clephone? a | 1. Coded communication 1. Immediate verbal contact HL Continuous communication IV. Immediate feedback (A) .Land Wont. : +. @)- Wand Monty’, a °° ©) Ml, UFand IV only t 14, - ©) WM aid tv HL. [what ype of graph is MOST Suitable’ for com- 4, paring the quantiy of preiniums sold by thie insurance agents! . Sis (A) +.Ling graph : {Ms °(B),” Pig cham . s°(C) “Bar graph é ~(D) Mistogram qoooros - * Whiclof the’ following procedures must: bé "12, Mr. Lee’ of tie Sales Deparment asked the tolophonist to transfer a call Gom a customerto Mr. Ficld of tie Accounls Department, If the call isdisconnected while itis being put through lo the Accounts Department, wha should the Iclephonist do? * (A) Telephone Mr. Lée, explain what happ- ‘ened and sffer an apology. (B) Telephone Mr. Field, explain what happ- tned and offer an apology. (©) Leave the tine open so that the customer will be able to call again. (D) Ask Mr. Lee for the customer's number, call, apologise and connect io Mr, Field, ‘The mail clerk noticed that’ on a cheque re~ ceived the amount in figures differed from Ue > axiount is words. Whal action should the snail clerk take? (A) Reiuin the chegie to the payet “(B) Ask the bank to cently the cheque. (C) Correct the erroron the cheque and initst the correction on behalf of the payee. (D) _Serid te cheque to the accounts depart- ment advising them of the error. Which of the following measures would offer maxiinum security ifa cheque is to be inailed? I. “Crossed cheque i UL ..-Bxpress delivery.» “UL + Registered post , ivy _ Linen chvelope (A). Vaid tony +, (B) tit and LY only (©) i, Mand ni only , ©)» i, Mand 1V only ‘TO THE NEXT PAGE| 15. Which of the following procures should be used 10 find a telephone timber in the yellow piges for Thompson Electrical Séivices? 1. Look for de section headed § It. Look for the section headed UL. Look for‘Thompson Electtical Services, (A) Ulonly (B) Land it only (© Wand itt only (©) 1, Wand nt 16. A cheque which tas been sent to your fit is made payable 10 another firm, What action should be taken? 1. Forward the cheque to'the finn to which itis made payable. 11, Change the name of the cheque, initial it, and notify dhe sender, IL Make a note of the error in the Remit trmeos Book IV. Return the ctieque to the se: (A) Land LIL only @) only © MI only (D) Wand 1V only 17. Which of ure following characteristies is the MOST impontint when choosing a filing system? (A) Easy to operate (8) Capable of expansion (©) Availability of Ming equipiient and supplies (D) Suitability for she nature of the business conan os, : 20. au A ciuss reference sheet is prepared when (A) two pieces of correspondence ate to 6 pout in the saine file (8) one piece of correspondence ea be pur on iwo or more files (C)_conesponutenve is be seen by more totan one person (D) the correspondence in a fie is nH requitedd ‘The most widely used type of fe is the (A) fat fite (3) vertical file {C)__pigeon-bote fie (0) box file / dothing manulacturer wishes to keep achee! © «the quantity of orders, for the vatious style Of dlothing, whick the company is setting (: etait outlets in different paris of the count; ‘The filing system MOST use tut is Ww (B) numeric and geographic (©) alphabetic, geographicand cluonolugic: (D) alphabetic, geographic and numeric Filing dough the use of miciofiha is valu for the storage of (A). passport size photographs of st members (B) information whieh must be kept form years (©) - oficial records whichare frequently us (D) customers accounts from which state ments are to be made GO ON TO THE NEXT PAC!ee 23, +,22.-< The Héad Ottice of a Caribbean compariy uses’ ‘26 © @) A schedule of acti ‘1 geographical fing system, In wiilel order should indox cards for the fotlowing lee filed? 1. Anthony Jackson, Queen Sirect, Bridge- love, Barbados I. Brown Brothers Lid., Broad Street, Roseau, Dominica WL, Carlton Associates, Grenville Sureet, Basseterte, Si. Kitts ‘ IV... Smith and Co. Ltd., High Street, St Jotin's, Antigu: @ Wana @) Wantvt © mn.v ©) Win 21. The Caribbean Pen Makers Company should be inclexed on file as fi (A) Caribbean Pei Makers Company (The) (B) ‘The Caribbean Pen Makers Comipany (©) Pen Makers Caribbean Company (The) (D) Company, ‘The Caribbean Pen Makers ‘Which of whe following is used to record in- Sormation about vishtors to a finn’, (A) A tiokter file : 28 (©) A reception register () A business card A receptionist may BEST be described as aan (A) _ personal seeretary ; “B) ; office hostessfiost (© rwoonds ole gs “(D),," reediving clerk a Hyg o0901/F 95 . ‘The receptionist has been told that Mr. Bell, the Sales Mandger, will be out of the office for the day. What action should the receptionist take 10 deal with persons calling to Speak to Mr. Bell on that day? , (A) Say that Mr, Bell isoutofoffice and offer to take a message for him, (B) Explain that Mr. Bell will be out of office for the day and ask them to call on itien the following day. (©) Put the calls through 19 Mr, Bell's ox- tension and expect that someone in the sales department will answer, (©) Advise hat Mr, Bell is outof office and 1. ask ifanyone else can help. “The piirpose of keeping a reception regis! any organisation is to determine the (A) aus.cberof people who visit the orfganisa- » + tion (B) “number of firms which do business with + the organisation (©) aries of persons’ who attend functions _ Of the organisation (D) “hames of persons who vis tion the organi An ‘ad hoe’ conmittos is BEST described as a committee which (A) ‘meets from time to time @®) "is sel yp to carry outone pin of work Z (©) supervises the wosk of other committees (D) ‘conductsmeetings whten there will not be ‘quorum aie, ar piece GO ON To THE NEXT PAGE28, 30, 3h : 65 eenelected secretary of your school's y. Whicliol the Following gives the eouteel aeder tor conducting, the busines othe ins? 1 Matters Avising IL Now Bustness HL Approval of te Mi IV. Any Oiler Business (CS a) HALA ©) atv 0) 1 TAY, i Following actions MUST te shu prepacing de agenda hae a 1 Consult with persons who attendedt the ist meeting 1 Congulewith the Chaininanol the mie UL Referto the agenda of the fast AV, Referto the minutes of the best a aR eet, ling, (A) Wand 1V only () 1, Wand LV oaly (C) Hand LV only, (p) 1,1, Ttand tv IF the number of persons requised to Jon (quonuen is MOT present, the meeting inst be (A) adjourned (B) postponed (©) conilueted as a sub-committee (D) _vondueted as an exua-ordinary mectiog 32. ¥h “Pwo staff members and a consultant were in- vited 1 & manageinent comuritier nteeting 10 discuss a paiticulu item on the agence: Who should receive copies of the minutes nf this iecting? 1 Members of the uanay wlio wote present H Members of the management comimiiter who were abseitt AL, ‘The two stall members IV. ‘The consul ent eomunitice (Ay tonly (8) Tand Henly (0) 1 tLand Wrenty (b) THM and iv [Pall svembers at a encetinys voted int lavour oF amo! on, the motion is said 10 have (A) been carried unanimously (B) the majority vore (©) ben voled for enbloc (2) been carried nem. con. Which of the following is used by West Indian businessmen who lravel between various Bnplish-speaking Caribbean couniies? (A) Passport (8) _ National identification cau (©) Smail-pox iinmunisation ecttificate (D) Visa ‘Ai exceutive who Is ptanning (© visit vatious Cauibtean tertitories on a sales promotion campaign, hits been given periuission wo purchase foieign currency. The BEST method bf taking this money out of the couniry is by using (A) money orders {B) currency of cach testtory {C}asliighe bank draft (0) tuavelicrs’ cheques ON TO THE NI31. 38, You tiave ben asket! lo collect information, to bie uscd-to prepare an Itinerary fot & group of persons who will be artiving for aconferénée, which your company is iosting. Which of the following iteims of information must you.try to obtain? “1 * Holelat which the visitors will be slaying IL, Visitors’ flight numbers, arsival and __ departure times : IML, ‘Schedule of activities for th IVe List of documents packed (A) only @) Monly (©) Mand only (@) Wand i ‘The first document a personnel officer should prepare relating to a new staff member is a (A) merit rating sheet (B): record card ‘ (©) progress report (D) job description Which 6f vse following duties would out by a cler, who works in the persotinet depariment of an organisalin? ; 1. Recrutinig néw staff." iL, Drawing up contracis of employment HL Receiving articles: for the’ company's magazine TY. Recording information on lat recon aids (A) © Tand It only (1) 7 Tand Ht only (©) Iiland 1V only @) 1, Wand TV ony cu0901/F 95 -1- 40. at. 42. Which of the following tecords would show an conployce’s duties, grade and salary? L_ The éinployment contract HL. The job specification UL. The company manual (4), Lond Monty’ * (B) Land WTonly (©), Wand Ut only (DY. LW and ut Those is a growing feclifig among staff, drat concems over tieir general welfare arc being, ‘over-looked by management: Whatisthe FIRST action whicl should be taken by staff 10 i prove the situation (A) Request a meeting with the personne! (B) al action. (©) Bring dhe matier to the aitention of the ‘Trade Union, (©) Request a meeting ith the head ofthe organisation, : Within What period of me shout presented for payment? heque be (A) Fovrteesi days (8) Four weeks (C) ‘Six months ‘+ (©) - Oni yea When is a‘stalement of account sent 10 a custorier : (A) _Afer exch éredit transaction 4 (B) “Adthe end of the financial (©), At fixed imervats, usually monthly (D) | Whenever payment fs made on the account : GO ON TO THE NEXT PAGE46, ‘ -8- Au open cheque snay be de: ped as one (A) in which the sun to be paid is fete awk (2) ln which ihe date the cleave ig uinited CO) whic mast be endorsed and dep info a bank aecamt (1) whic un be endorsed and exsinat over the counter Wiiciol the fotlowing Leuelits are enjoyed by ers who have a current acowat yn a 1 ‘They earn tigh rates of interest HL. “they can make payments by cheer, ML. They wocive a statement of aeciomit st speci (A) Ilonty 2) Pandit only (©) Wand itt only O) bit and 0 Which of the (ollawing ig tie UEST device 1 tune shen lotalling several long, columns of fig, tutes, which are to be chevkeu for diseiepincies? (A) Calculator (8) Cash register» iC) Ready teckoner (Add What steps should a Lusivessuian sake it his asl book ral show a differ ence of $20.00? (A) Reconcile h ash book. @B) Regard the $20.00 as interest on his curront account. (©) tnfortm dhe bank tha made in his account (O) Write a cheque for $20.00 10 bitance his sateiient with dhe ba bank statement with bis an exroy has been 0009017 95 i i ay AB, av, Days | Mt Hous | 8 wfalafol he above table gives the number al hours ai employee worked in one week. What is the gross pay if the ite of pay is $10,00 ae hou for an &-hour day, Monday to lidly, aid lime and achat for overtime aud Saiaebay? KA) 4480.00 a) $520.00 (Cy $560.00 (DO) SRoL0 hie nu ‘eariage paid! means that the (A) caniaye must be paid by the purciiase: icfore the goods can be despatched (0) price quoted does nat include overseas transport (C)_carringe must be paid before the goods ‘are delivered (D) price quoted includes delivery to the customer's door Which of the following documents MUST be presented (0 the customs department io obtain goods which lave been imported? 1 Invoices Ii. Delivery notes uo of lading (A) Ufonly (@) Land only. (C) Land Ii only (0) <1 and RE °N TO THE NEXT PAGE50.5 he ingérination show below ‘appears on a “Sh. (D) Sender, catalogue number, supplier 52, “stationery Sok cant ‘| Maximum: . 50 reams) “2 : 20 reains DATE DETAILS RECEIVED | ISSUED | BALANCE 01.03.95 “ge 45 08.03.95 Sales Depiastminit 40 35 : 10.03.95 ‘Typing Poot 12 Hae 10.03.95 A.S. Bounty & Sons Lid. 25 46 01.08.95 Purchasing Department 7 8 40 12.04.95 Typing Pool - 19 -], *30 23.04.95 Personnel Departinént aaa 10 20 i mh "5, [Mow mialy reams’ must be oriered on! 23nd," . April to Festore stéck: to maximum? (A) 20-+ @)* 30 (OQ)! 45 (©). 50 Which of the following sots of inforination is © 53,” NOT required wie preparing. purchasing requisitions? (A) * Date, reference, quantity” ~ (B) _Desoription, depariment sight (Q Transport, tax,arrival time : 54, Which of the following’ departments’ shoutd brepare @ quotation in response to. (A) Purchasing {B) Accounts (C) Advertsing (D) Sales i 0009017 95 ae - ‘The document, which fists thé items which a customer wishes tobuy from dsupplicriscatled A), wy “Oo @) ‘An ittyoice dated 6 May was billed for $500 and allowed a trade discount of 2 4%. The terms were 2/10,N/30. ICthecustomerpays the bill on May 19, the amount payable is (A) $487.50 (B) $480.25 © “s47175 @) 470.75 ae 1HE NEXT PAGE I |cotisphinning to introduces delivery etvice for customers, Which of the following twcords will be puepaied and given te the driver? nation shecus very Maks HL, BMS of Lading, TY. Ronte ends (A) Lats SConly (8) Tart J8t only ©) aud IV only () Havel LV only 56, Which ef the following sequences pives tie correct order in which the duties wf dispacch clerk shunshd be peatoumed? Lo Prepare HL rank WL, Cheek IY. kecorud vo Sunt (A) LU, YaV and (2) M1 4H and BV OC) WAV, Mand (2) WV. A Utand ¥ 51, Which of the following terns of sale would BESTindhucuce vettiters lo buy some atsieles i iaige quantities? (A) 2% Cast discount) + (W) 2% ‘Trade diseaimt (©) Cash on detivery (D) 2% discount on sale prices « \ TP YOU Fin oso 95 -10- Hem S¥ refers to the cost ard below, 87.00 $2.50 per hour $5.00 pet lo Profit UnitPriee 58, Flom the iafonmation ives above. the “Unit Price’ will be (AY $80.25 59, 60. ORE THE IS CALLED, CHECK + @) s172.50 (CO) BRI @) $25R75 WE ut older should be used when waiting « fetiet of application? 1, Quatifications Hi, List of refereaves 1, Request for IV. tutecest in the position ites view (A) IV At ana ttt @) “1,1, 1V and t CC) 1, tana tt b) 11H, Dandy Which of the fotlowing should you prepaxe before going to a job interview? 1. Alig of details you woud like to know about the position UL. Alistof questions you may be asked and the responses you should giv Ul, A file with dsc originals of all conificates IY, A personal record card (A) ‘Land only (B) Mand IV only (© t1band Ut only (©) Mand 1V only WORK ON THIS TEST.