B est cone 000901 MAYAUNE 1997 CARIBBEAN EXAMI SECONDARY EDUCA".ON EXAMIN..!10N OFFICE PRGO Paper 01 - Basie and seral Proficd 75 minscies READ THE FOLLOWING 4n addition to this test booklet, you should have ait 2, Each item in this test has four suggested anss ‘axe about to'answer, and decide which choice is best. 3. On your answer sheet, find the number whic: having the same letter as the answer you hi Simple tem : ~ A cheque is usually crossed in orderto Sample Answer $4 (A) prevent thet ®SOOo (®B) provide a means of tracing the chegu (Q) allow apartioular person to cash it (D) supply a special endorsement The best answer to this item is “provide a mesics uf racing the cheque”, so answer space (B) has been blackened, 4 TE you want to change your answer, be sure to suse ‘your Okt snswer completely and fill in your Rew choice. 5. When yau are told to bogin, tum the page and v cannot answer an item, omit it and go 02 to th Tater. Your score will be the total number o/ and as care{ully as you can. If you # can come back to the harder item 6. This test consists of 60 items. You will hay: 7 Donot be concemed that the answer sheet pr in this test. DO NOT TURN THIS PAGE UNY: Copyright © 1996 Cariabess: #3 All rights r 000901/F 97 $ suaiasxisayWhich of the foloivieg conditions is MOST likely to exist in : large company’? (A) Few opponunil (8) Very close s {C) . Dasset contact (By Hign ogee for prosatios cvision of geeks ich of the {ollo.wing 2 tikoty anigh tevel tfthere are good interpe: relationships between t22 supervisor and subordinate employers? L Produpti TL Staff mor UW. Staifwelkre TV. Lubour turnover (Ay Land I oniy @) Land If only (©) Mand Monty (@) Wand [V only You are 8 clerk ina s. - Your supervisor is und the heud of the organ the General ‘Manager, You foc! thi, some improve ssalioi fay your isas with the See- solary, @) xe the chusges you foci are «© current sed for @) seuss your ies with tte Gen: ceral Mat: Which of the fotlowisy types of px should be wsed te prop: copies fhm ink stencil? 00090), (A) (a) ©. (Bt -2- ‘Jou have been asked to make copies reports for different members of staff ‘Chey have indicated the dates and times by which they would like to have the pies. Which of the following proce- res should you use to ensure that staff siembers receive their reports on time? CS) Deal with all work in the order received. ) Armange all work in order of re- ‘quested priority and work intha order. (C) Doshorter and simplertasks first (2) Deal with the requests from the ~ senior officers first. ‘or vhual purpose should a memorandum id? (A) {informal communication with businessassociates inotherfirms Short notes to personal friends Confirmation of business matters that do notrequire a formal low (9) Communication withia a firm )_persoinal secretary B) office hosvhostess ©) records clerk ) recelving clerk purpose should 2 complimen- ip be used? Congratulating the recipient Accompanying enclosures sont without a lewer "4) Acknowledging receipt of pay- mont Aceepting an invitation GO ON TO THE NEXT PAGEvee 1 w 1 9. Which ofthe totioising should. counter Whencalcu!ning the ch: an overse: Met Numerals Th Standard words A) tveny @) Wang ty (Q___ Buena ty ©) ur IV 10. The switchbourd operater tis tOcomnect Mr Smith to his bank » Dutshe keeps geuing the bass action should she take? A) Hold att other ¢: reaches the bank mat @) Call the opertor wt te welephone Company and explain the prob- ke. ©) Advise de Smith iom on the following day. @). Advise Mr Smith io vi 8 the following day edhe ca TL Which ofthe totiowing are ad afranking machine? There is Hy need is Ap lerwe Quantities of stamps TL. Less money is spe: TL A record is made of « mail Ty. Stumps de aot have to o> pasted Ou to the eavelop: @ @) ©. ©) 000901/F 97 ae ‘hg IS the correct way for Jamis to “eran incoming call on the Switch- “Mello, good moming, can I help you" ‘2, “Goed moming, Office Supplies Limited. s & This is Jamie speaking, good morning.” iP) “Good morning, Jamie speaking ” of the following departments mull clerk send incoming ia- {) Sates Accounts Q hases 2} Administration ishes the Post Office to provide information on ihedate and time of detiv- cf a tender. Which of the following #l services should be used? Special delivery Recorded detivery Regisiered mail kG. Surfaze mail16. w. te age ‘rem 15 refers to the following message: PLYMAN MIAMI HOLD ORDER 567529 12TH INST REVISED ORDER FOLLOWS STOP ADVISE IF ITEM AVAILABLE FOR «e+» BMIMEDIATE DELIVERY STANBUL ‘You have been asked at 1600 hours to send the message above by telegram, Which of the following actions would be the MOST appropriate? (A) Send immediately by full rate (B) Send immediately by ‘night teucr" rats (C) Waituntilmorning and send by full @) Stern 16 refers to the following reques Please make arrangements to. prepare copies of atop quality brochure which will swore Be used at an executives’ conference. ‘The paper which should be used to prepare the copies is (A) flimsy @) absorbent finish (C) smooth finish, light weight (B) smooth finish, medium weight Which of the following itoms of stauionery are required for setting up a fling system"? L Dividers qh Out cards: _ UL Fille jackets TV. “Cross-reference sheets (A) Land IV only (B) Wand HL only pe (©), Mand IV only ©) GU, Wandiv 19 witat purpose Should a tickles Keoping temporary records Serving as a reminder system Storing confidential information Keoping permanent records {A). foliiers in a temporary file in a cabinet {B) _doguments which will not be used for a while in a cabinet (C) folders in hanging pockets in = cabinet (©) documents for follow-up in a file of the following procedures de- the correct sequence for filing? (A) Inspecting, coding, indexing, cross- referencing and filing (8) Inspecting, indexing, coding, cross-referencing and filing (©) Cross-referencing, indexing, coding, inspecting and filing (D) —_Cross-relerencing, coding, index- ing, inspecting and filing information from staff files has been leaked ‘on many occasions. Which of the follow- ing aciions are MOST likely to reduce the probleme? Use the alphabetic filing system sual Files, Nu Use the aumerie filing system for stall ies. fui, Store all staff files in the central ling department. SY, Store all staff files in the personnel depanment. (A) Land Lif only 4 o (8) Wand IV only - 5 {C)_ Wand If only (ay Hand 1V only - 0 ON TO THE NEXT PAGE2. ne Correspondence from Jackson-Ward Manufacturers should be filed under (A) Sand cross-referenced under W ) Wand cross-referenced under J (Cy Mand cross-referenced under I (©) Mand cross-referenced under W In Which order should the following names be fied? Capt. Richard P Dundee U, The Dundee Cake Co DE Dundee and Dundee Let IV. — James Dundee'& Sons (4) LO DRIV ® Lihy,o © WoLrv,r ®)° DLIV, 0,1 Which of the following is a duty.of 4 receptionist? (A) Preparing a list of business asso- ciates: (B) Making policy decisions for office (©) Assisting persons who telephone or visit the office () Preparing itineraries for managc- ment 6 A visitor to an office wishes to see a senior executive. He asksto be introduced as AG, ‘The receptionist should respond by (A) telling the executive thar AG is there to see him @) explaining that company regul, tions require tier 20 record the names of callers (Q) sending the visitor to see the exec utive without giving the exec uive his name fusing to contact the exccutive the visitor gives his name @) QO0901/F 97 -S- 26. Which of the following agencies should 2 businessman consult in order to obtain 5 000 in foreign currency? = Acontmercial bank ‘The Ministry of Trade Finance IV. ‘The Ministry, of Foreign Affairs A) Tand Uf only (2) fand 1V only (© thang 11 only (DB) Mand IV only ist should immediaccly (A) ask if the executive would see the consultant forgot to tell the executive (©) offerte make another appointment F the consultant (D) mistake about the date 25, 7 ‘The purpose of the Annual General Meet- ng of @ company is to (A) give information to shareholders fon the finance and progress of the company (8) allow the board of directors to dis- cuss genoral matiers relating to the company (©) fosterbouer communicationamong shareholders, stafTand customers (5) outline to staff the plans and poti- cies for the coming year GO ON TO THE NEXT PAGE ‘The Central Bank/Ministry of A receptionist forgot to notify an exec ulive of an appoinument with a consultant. ‘When the consultant arrives the reception let the consultant know that she the consultant that she made a29. 30. 3h. ‘Which of the following courses of should always be taken’ by the 1 clerk, if there is adiscrepancy in shipment being received? (A) Consult the purchasing manage: for instiuctions. (B) Accept the goods and reprimand the agent for his negligence. (C) Return the goods and await detiv- ery of the correct shipment! (P) Make a notation on the delivery note before signing it When is tho ‘election of the Executive Committee of a club usually held? (A) When at least one officer 1 ®) At the Annual General Mc: (C) ‘When members feel itis tin change (D) EE the present officers are ered incompetent ‘Which of the following actions should be taken at a meeting if the same number of persons who voted for a motion voted against the motion? (A) | A member will submit a cissure. (B) "The motion will ‘He on the table’. (C) The meeting will have to journed. The chairman will be allowed 9 casting vote. @). ‘What FINAL action MUST betaken before the minutes of a board meeting o: declared an‘accurate record of the snaue be discussed at the meeting? (A) Adraft ofthe minutes must ve see by the chairman before : circulated, (B) A Graft of the minutes © circulated to all board for their comments. (©) Theminutesmustbecompas: the chairman’s agenda. ‘The minutes must be cori the next board meeting. «D) sisied As sceretary of your school club, which of liz following actions should you take AFTER a mecting? Prepare the minutes of the meeting just concluded. + 1), Draltthe agenda for the next meet- ing. Ensure that decisions taken at the meeting are carriod out. HY, Change any motions made if ne- cossary. ~ A) Land [only (3) Land Monly (©) Hand Mionly Sy “Mand IV only Which of the following items of informa: Lioncowld be obtained from an airline sched ule? ‘The cost of fares for,the airline ‘The flight number of the airline fo: a particular route at 2 specifiee time Hi. ‘The identification of the aircraf used by an ai Ny, ‘The times at which the airline flic: to and from different airports. (a) 1 Tand Ul only , @) 1, Hand IV only (C) 1, and EV only (D) | HW, and IV only ich ofthe following would be the BES” source of information on hotel accom: \durion for.a person who is planning t visit foreign countries? (A) The white pages of each country’ telephone directory (B) Local hotels which have branche jn the countries to be visited ©) Brochures obtained from loct travel agents Brochures obtained from the loc: ourist information contre: @) GO ON TO THE NEXT PAGE37. 39, Which of the following items of informa~ tion would you give, to a travel agent to make airline reservations for a staff mem- ber who has to travel overseas? L “Class of travel TH, _ Preference of carrier “HL ~ Employee's position IV. Schedule of places to be visited ) Wonly (®) Mand lv only (©) _ J, Wand IV only ©) “UL, Mand FY only Which of the following would NOT be included in a contract of employment? (A) Regular hours of work (B) “Overtime hours. (© Information on pension scheme @y Salary . Hf a firm does not have a canteen: and members of staff would like to have such a facility, they should FIRST make sugges- tions to the (A) union's shop steward ®) general manager (©) office manager (D) personnel manager ‘Which of the following, iC offered by acom- any, would be considered fringe benefits? L Salary IL Induction training DL Contributory pension pian IV. Contributory medical insurance (A) if and IV only @) .1, Wand IV only (C) —H, Mand Lv only @) 1,0, Mand Iv 000901/F 97 -7- 40, 43, Which of the following sequences should be used when planning interview appoint. ments? L Inform cach applicant of the date and time of the interview. Ti. Give the receptionist the names of applicants and the time each is expected, Ti. Plan that cach interview lasts at Toast half an hour.” TV. Make a note of the exact time set for each applicant. () LILuniv ®) TM IV,L © TLL. ©). WV, LI Which of the following departments would bo responsible for credit control? wy @) © ©) Which of the following are usually fune- tions of the Accounts Office? 1 Controtting eredit 1. Purchasing supplies UL, Controting stock IV. Making PAYE deductions (A) Land IV only (B) (and 1 only (©) 1, Hand uf only (D) I, Hand IV only To correct an err when wriing a ch r which has been made que, one should (A) make the conection and initial it (8) crase the error and make the cor- rection (C) cross out the error and make the correction above it (D) make the correction and ask the bank teller to initial it GO ON TO THE NEXT PAGE44. Ajunioremployee hastoleave the office to travel out of town on the Company's busi- ness. The transportation costis $8.00. !iow should the employee obtain this amount’? (A) > Obsain a voucher from the petty cashier, fill it out and preseat it 10 hee for payment. (B) Pay the transportation cost {toi personal money and.request ro fund from her supervisor al jaicr date. (C) — Requestthe money in wriling from er supervisor who will write up a ‘cheque for the amount. (D) Fil out a voucher, get approval from her supervisor and present it to the petty cashier for payment. Them 45 refers to the extract from a potty cash book shown below. Goods Tea ti and {Cleaning -| Postage | Breaks vavel) services} $ $ s | “Ss | Tot | 30.00. | 15.00 | 19.40 | 22.00 | 45. The totals above: were extracted from & potty cash book atthe end of aperiod. The petty cash float is $100 and itis operaicd on the imprestsystem. Which ofthe following, amounts should the petty cashier receive to start the new period? - (A) $86.40 @) $100.00 (C) $113.60 @) = $186.40 46, Wenemployer submitsto his bank employees and the amountpayabie toeach, and requests his bank to make payment to hisemployees” bankaccounts, which bank- ing service would he be using? (A) Credit card (B) Standing onter (©) Credit transfer () Direct debiting nnnon iF OT A potty cashier whose Imprest is $100 has 520 cash in her tin, She has Four petty éash Youchers for $15, $25, $10 and $15. What is the umount of money NOT accounted for? A | ss (B) * 320 (935 ©) $80 E, & O.E, on an invoice indicates that the Gir “fs very reliable and efficient “ (B) could not supply some of the good: onered (C) __ willelterthe amount payable ifitis not accurate (D) is requesting that the account be paid promptly Which of the following items of informe ton should be put onan index of suppliers’ I. Terms of delivery if. ‘Terms of payment TL, Date of reference of orders TV. _ Namesand addresses of suppliers IV only © (B) — Tand Wl only (C) Wand IV only (D) {Wand Monty Assuming a similar quality and quantity of goods and the same rate of insurance coverage, which of the following ship- ping terms will give the greatest benefitte ‘acompany purchasing goods? (FOB B) CF, {C) Ex works (0) CLE UO ON TO THE NEXT PAGEem SI refers to the stock card below, : ‘Stock Record ; 1 Description: Bond paper Supplier: Goufers Lid Stock Ref: g12 Max: 100 reams Min: 20 reams Date Order No, In Out Balance 1993 . Jan 04 22 a Jan 02 4021 7 100 Jan 03 SelB Mu 86 i Jan 04 BE/IO 20 = 66 Jan as Tools 1s st Jan 07 A/20 30 2 | Jang Soft 2 19 Jan 10 Aga 4 15 A SL The stock clerk should have Placed an order for paper on (A) Janos ®) Jano7 © Janos ®) ~ Jan10 52. A stylus is used for Walingldawingona 54. Which of she following abbreviations is i MOST likely to be included on an invoigco (A) stencil for an ink duplicator *- B) document to be photocopied a RSVP. © master fora spirit duplicator (8) E&oe (©) metal plate for an offset tithe fe D oe 53. fog ules transaction, the correct sequence 58. An invoice for $100, dated March 31 and for the flow of documents between the offering terms 2/10 N30, was. pl ne Purchaser and the supplier ig ert 9. How much would the purchaser A) order, quotation, inquiry, invoice have to pay’ () inquiry, order, quotation invoice (A $90 {©) omer, inquiry, invoice, quotes 8) $98 @) inquiry, quotation, order, invoice R rs $100 0) sto GO ON TO THE NEXT PAGE Go0901/F 9756. A buyer purchased goods from a forcign country on terms F.O.B. For which of the following charges MUST the buyer be responsible? I Cost of the goods TL _ Insurance of the goods Freight charges TV. Carriage to docks (a) @) © ©) 1, Mand Dl only 1, Wand IV only WL, TV end only TV, Ind It only item 57 reférs to the cost card below. UNIT COSTS FOR DOORS Material Cost $75.00 1S hours $1.50.per hour 15 hours $5.00 per hour Labour Cost Overhead Cost ‘Total Cost Profit 50% Unit Price ST. Fromthe information givenabove, the "Unit Price’ will be A @) © @) $ 86.25 : $172.50 $183.75, $258.75 * IF YOU FINISH BEFORE TIME IS CALLE! 000901/F 97 =10- 58. Which of the following is NOT included in a job description? (A) Title of the job {B) Results of the job interview (C) Statement of the duties (D) _ Nameoftheemployee’ssupervisor 59, Which of the following should NOT be found on a Job Card? (A) Materials to be used (B) Cost of the item (C) Instructions to the operator (D) Compietion time 60... Assume that you attended two job inter- views and have been offered a position by both firmstostartworkin two weeks’ time. What, action should you take with regard to the job offer you are NOT accepting? (A) Goto the firm and ask to speak to the Managerandexplainthe sirua- tion, ‘Write aletter tothe firm saying thet you cannot accept the position offered. Telephone the firm and state that youwill not be accepting the posi- tion. Say nothing and do not report for work. @) CHECK YOUR WORK ON THIS TEST.