Lor” -2- Au office may BEST be described as a place (A) where people work (8) for processing information (C) for receiving and storing informa- tion ©) forplanning, directing and control: ling the operations of a business In the business ofa sote trader the decision of what (0 purchase is usually made by tie (A) stock control clerk @) purchasing manager ©) proprietor ©) cashier A person who completes forms, types sim- ble correspondence and atiends tothe petty cash in a small office is usually referred to as A) an audio-ypist (3) a stenographer (C) acterktypist (D) amait clerk Your supervisor gives you verbal instruc. tions which you do not fully understand, ‘You should (A) ask another worker before starting the task (B) ask your supervisor to explain what he/she means (©) askyour supervisor to write out the instructions (P) start the task and hope that things will become clear as you work Ok, \G coated ote aa Hes ils own eatae lonne and price lists. Which ofthe follons ing machines would be MOST appropri ite for use in its duplication and reproduc. tion section? 1 Collating I, Adding Tl. — Oftset IV. Stencil A) only (B) Mand IV onty (©) 1, Mand IV only ©) 1,0, tandrv Which of the following would the Post Office put in a private postal box? L First class mail IL Registered mail OL Parcels (A) teniy 3) only (©) Tand tl only (Dp) 1 Wand 4a officer in your company left last night for a 3-day business conference in another Caribbean istand. You have just secn on his desk an important letter which you had Prepared for his foldet. Which of the fol. lowing actions should yau take? 1. Send the details of the letter by electronic mail. HM. Seada copy of the letter by special delivery, ML. Tell him the details ofthe letter by telephone. Assume that he no longer requires the letter and file it, lv, (A) Tonly ®) Wonly © Land I only ©) Wand tr only% 10. uL. -37- or what purpose shod a merienandiins be used? (A) Informat communication with business associates in other firms @)_— Short notes to personal friends (C) Confirmation of business matters at do not require a formal letter @) — Communication within a firm On receipt of an incoming lever, the mail clerk’s first action should be to (A) hand it to the supervisor B) route it conectty © — codvit (D) — date-stamp it ‘To which of the following departments should the mail clerk send incoming in- voices? Accounts Il, Sales a UL Purchases TV. Administration (A) Jand Monty (BY Fand 1 only (©) Wand 1V only (2) Mand IV only You have been asked to arrange {or per- sonnel in several different: locations to speak to cach other without a personal meeting, Which of the following (ypes of telephone calls should be used? (A) Fixed time @) Collect (©) Toll free @) ~— Conference 13. 14, 16. Welven the 24 fnaut ele bass ours, the ties ou the 1? bur clock 1 ang. (A) 0.30pm. (@B) 6.30 am. (8.30 pan. @) 8.300. Which of the following devices would alert the person carrying ito go to the nemest telephone as quickly as possible’? (A) Beeper {B) Pocket radio receiver (©) Two-way radio (@) — Cellular phone APBX system is used to facilitate (A) oral communication (B) written communication (C) retrieval of documents (D) storage of documents The postal seryice which should be used when sending a'moaey order to another Caribbean territory is tAy first class 1 (3) registered nail (C) express delivery (D) special delivery Which of the following procedures should be used to find a telephone number in the yellow pages for Thompson Etectrical Services? 1. Look for the section beaded Yel- low Pages Index. Look for the section headed Blec- ical Services. Il. Look for Thompson Electrical Services. (A) Monty @) Land If only (©) and Ui only @) = 1, Mand Hil18. 19. 2. -4- On whieh file should the file clerk put a medical certificate for an employee? (A) Employee's personal file (B) — Miscetlancous file (C) Staff - Medical (D) Staff - General Your supervisor gave you areportcontain= ing information which is to be scen by three ‘other persons. What document should you prepare fo ensure that they see it? (A) Action (B) Circulation slip (C) Forwarding form (D) Memorandum Correspondence within file folders is usu. ally kept in (A)__ alphabetical order (B) numeric order (©) chonolegical orde: {D) subject order When a file has been lent out, important information about the loan of the file should be recorded on w/a (A) __ index card as B) out card (C)__ card indicator (D) guide card ‘Under which of the following circum- stances is a cross-reference used? (A) A file is missing and a temporary file is openéd. (B) Correspondence has to be seen by wo or more persons. (©) Correspondence is transferred to inactive files. (D) Correspondence could be put in two or more files. Firms which have'tq retain laxye vatumes of inactive files and have a storage space problem should use (A) __ hanging cabinets (B) accordion files © microfilm (D) © suspension folders To find a file in a numerical filing ‘one must first refer to the (A) visible index ®) — index card (©) strip index (D) routing stip When an unexpected visitor asks to speak urgently with the head of an organisation he receptionist should (A) explain that itis not possible to see her withaut gn appointment (3) chee¥ With the visitor whether soincone else might be aole to help check the head of the organiza tion's diary and ifshe is fice send in the visitor (D) explain to the visitor that the head of the organization is busy but he could take a chance and wait © Mr. Smith, a valued customer, visits the office a day before his scheduled appoint- ment because heis in the arca. What should the receptionist do? (A) Suggest to Mr Smith that he sees someone else. (B) Tell Mr Smith that the person he is to see is out. (C) Remind Mr Smith politely of the date of his appointment. (D) Find out if the person with whom ‘Mr Smith has the appointment can see him.a. 28. For which of the folloy the receptionist keep a diary (A) To planand schedule activities for the company B) To inform management of how staff time is being used (©) Toserveas a reminder as to when appointments are scheduled (D) — Tomaintaina record of the persons visiting the company ‘An urgently required piece of equipment was delivered to the office in a damaged condition. Which of the following actions should the receptionist take? (A) Refuse to acceptit on the grounds that the item is damaged. @) — Make anote of the damage on the delivery note, sign it, and inform the supervisor of the damage. (©) Phone the supplier, report the dam- age, and follow his or her advice, (D) Sign the delivery note and at the first opportunity inform the super visor of the damage. Which of the following items must be pre- sented at an Annual General Meeting? 1. Agenda for the meeting, TL. Minutes of the previous mecting Il. Treasurer's Report for the Last fi- nancial year IV, Reports of the meetings of sub-committees held during the year A) only @) ‘Wand Donly (© J, Wand Monty (D) Hi, Wend IV only 31. 2 33. Your finn will he hosting, a coaterence and a comminiee is ta he set up specifically ske anangements (ar Uns, This nmittee can best he described a (A) an executive committee (B} an adhoc committee (C)_— astanding committee (D) an informal committee ‘The term ‘matters arising’ on an agenda provides for discussion of topics (A) listed on the agenda (B) which members want to add (©) related to the minutes (D) on correspondence presented ‘Which of the following would be recorded as a motign in the minutes of a meeting? (A) Analteration to a resolution @B) — Anamendment to the minutes (C) A formal proposal made by a mem- ber (D) — Anaddition to a resolution after it has bcen passed Minutes of meetings are important because they provide (A) detailed information on the items listed on the agenda (B) the exact wording of all discussions (©) aplan for the mecting (D) — arccord of all matters discussed In what order should the following items on an agenda be arranged? 1. Any other business IL Minutes of last meeting, TIL, Matters arising from the minutes IV. Space allocations and equipment (A) WULIV1 ®) 11m © Lon () 10, 1,1 GO ON TO THE NEXT PAGE36. b- You ave pavelling with TSI,650. 1 this emniount is converted to BCS at an exch sate of ECSI = TY$3.00, iLwill be equiva, Tent to (A) $495.50 @) $500.00 () $500.50 ©) $550.00 Which of the following items of informa. ion should be given to a travel agent to make reservations fora staff member who has to Wavel to U.S.A? I. Class of travel ML Preference of carrier IL Employee's position IV. Schedule of places to be visited A) Wonly (®) Wend IV only (QL land IV only ©) U, Mand 1V only Which of the following items of informs tow should be included in an itinerary? 1. The amount of money advanced for the wip HW. Reservations for hotels and other accommodation UL An itemized list of documents to reused on the trigg TV. The names and addresses of the Persons or organisations to be vis. ited (A) Land Ionly @) Tand Ul oaly (© Wand IV only () Wand TV only 38, 40. Which of te following are functions of the Huinan Resouces Office? 1 Handling grievances retating to sal- ary T. Encouraging employees to pursue further taining UL. Processing applications for vacan- ci IV, Keeping a record of emplayecs* absences (A) and ut only @) 1, Mand tt only (©) ° Lllland IV only ©) Litany Which of the fotlowing records would show an employce’s duties, grade and sal- ary? 1, The employment contract I, The job specification UW. The company manual (A) “Land tLonly @) Mand it only C) Mand tt only ®) 1, tandan An employee became i! while on holiday and will therefore be latc in retuming to work. Which of the following persons should the employec contact? (A) The Human Resources manager (B) The sataries clerk (C) His immediate supervisor ©) The clerk performing his duties Which of the following records should be used to obtain information regarding res- ignation of a company's employees, duns ing the previous six months? A) Service Records @B) Job Cards (C) Time Cards @) Salaries Register8 42. 43. 44, q- An excentive is on an extended visit pve seas, He has authorised you to arrange with the bank to have the rent paid monthly from his personal accounts. The BEST method to do this is by (A) credit transfer (8) _post-dated cheques (C) standing order (D) certified cheques What steps should a businessoxan take if his cash book and bank statement show a difference of $20.00? (A) Reconcile his bank statement with hhis cash book. : (B) Regard the $20.00 as interest on his current account, (C) Inform the bank that an error has been made in his account: (D) Write a cheque for $20.00 to bal- ance his statement with the bank. ‘A small businessman in anual community hhas fifteen einployees on his payroll, Since each employer has a bank accoust, i may bbe more efficient to pay employees by use ofa (A) credit advice stip (B) standing order (©) direct debit system @) credit transfer “To pay his account in cash, a customer ten- ders: Five $20.00 bills ‘Three $10.00 bills Ten - 3 5.00 bills Nine - 5S 1.00 bills Twenty - — Sépicces ‘What sum of money does the customer pay? (A) 8189.00 @®) 5190.00 © — $191.00 45. 46. 4. 48, Jenn 45 rufers te the following table m| ti w 8 | 8 | 10] “The above table gives the number of hours an erpployce worked in one week, Whatis the gross pay ifthe tate of pay is $10.00 an hour for an 8-hour day, Monday to Friday, and time-and-a-half for overtime and Sat- urday? (A) 3480.00 @) 3520.00 (C) $560.00 @) $720.00 In the cash book, all monies received are indicated as a (A) credit entry B) debit entry (C) deposit account (D) credit account Which of the following departments would be responsible For control of credit to cus (A) Accounts (B) Purchasing (©) Marketing (D) Sales E & OE. on an invoice indicates that the firma (A) isvery reliable and efficient {B) cannot supply some of the goods ordered, (©) will alter the amount payable if it is not accurate (D) _ is requesting that the aecount be paid promptly49. 50. | | 52. =e What should a clerk do if the number of items bei 1g delivered is less than that shown on the delivery note? (A) Reprimand the delivery agent and refuse to accept delivery. (3) Return the goods and ask for ur- gent delivery of the corrcet order: (C) Accept the delivery and ask the company to send the outstanding items. Write the shortage ou the delivery note before signing for receipt of the goods. (Db) A company establishes misdimum stock levels in order to (A) ensure sufficient stock for produc: tion to continue (B) indicate stock level at any given time (©) determine minimum expenditure on stock (©) ensure that there is never too much stock Which of the following documents 1 sent by a supplier in sesp inquiry? 1. Astatement TM. A quotation IIL Anadyice note’ + TV. A price list (A) Land If only (B) Land WH only (©) Mand Moaly (D) Wand IV only Which of the following documents is sent to the buyer when goods are purchased? (A) Aninvoice (B) — Aquotation (© — Anenquiry ©) Adebitnote 55. 56. Which of the fallowing should NOT be found on 3 Job Cand? (A) Materials to bo used {B) Cost of the item (©) Tastructions to the operator (D) Completion time Which of the following documents is seat by the seller when the customer has been. undercharged? A) Aninvoice @) — A quotation (© Anenquiry ©) — Adebit note Which of the following activities are nor- mally carried out by the sales department ofa wholesale grocery? 1 Preparation of invoices UI. , Processing of orders Bi, "Submission of purchase req) tions IV. Preparation of credit notes (A) Land TV only @) Mand 1V only (©) 1, SLand SV only () Hi, Wand IV only - Advertising ~ Dealing with customers’ complaints = Preparing brociiures Which of the following departments is re~ sponsible for the functions listed above? (A) Office Adminisuation @) Human Resources (©) Purchasing @) — Sales58. -q- Which of the followi ms of informa- tion should be included i a production planning master? 1. The description and quantity of material required J. — The machines and equipment ta be used UL, ‘The labour required IV. The time allowed for completion (A) Land Tonly @) 1, Wand HT only (©) Ui, Wand IV only @) 1,0, Wtandv Ifyou are ill and cannot attend a.job inter- view at the appointed time, the appropri- ate action to be taken would be to (A) send a letter to the company stat- ing that you arc unable to keep your appointment (B) go in for the interview when you feel better (©) __ inform the company of your illness by telephone and ask for a new cate (D) cancel your interview immedi- ately TF YOU FINISH B) 59 60. ) What action should you take if yo. oft sh to eda job which you do not w eee (A) Write a fetter thanking the Human Resources officer but declining the offer of the job. (B) Visit the Human Resources officer and apologise for not taking the job. (©) Telephone the Human Resources officer, say thanks and advise that you will not be taking the job. (D) Decide that if the company docs not hear from you they will know you are not taking the job. Vhich of the following should be done if xno mention is made of promotional oppor- tunities when you are being interviewed for ajob and you areii (crested in having such information? (A) Ask zboutit before the close of the interview. (B) _Visil the office and question the employees. CO) Ask about iin s follow-up letter afler the interview, (DY Assur ¢ Uat promotion will be a tomatic RE TIME IS CALLED, CHECK YOUR WORK ON THIS TEST.