6. f avene seat uni N 1237010 MAY/SUNE2007 CARIBBEAN EXAMINATIONS COUNCIL SECONDARY EDUCATION CERTIFICATE, EXAMINATION OFFICE ADMINISTRATION Paper 01~General Proficiency 7S minutes READ ENE FOLLOWING DIRECTIONS CAREFULLY In addition to this tesi booklet, you should have an answersheet, Eachitem in this test has foursuggested answers lettered (A), (B), (C), (D). Read: cachitem youare about to answer and devide which choice is best. Onyonr answer sheet, find the number which comesponds'o your item and shade the space having the same etter as the answer you have chosen, Look at the sample item below, Sumplettem, A chequeis usually crossed in onder to SempleAnswer_ (A) preventthett (8) provideameansoftracingit ®eoo® (©) allow uparticularpersonto cash it (@) — supplyaspecialendorsement ‘The best answer to this tem is “provide a means of tracing it", so answer space (B) hasbeen blackena Hfyonwant ‘ochange youranswer, besureto erase your old answer completely and fillin yournew choice. Whenyouaretold to begin, tum the page and workas quickly and ascarefully as youcan. Ifyoucannot answeran item, omilitand go onto thenextone. You cancome backto the harder item later. Yourscore will be the total uumberofcorzect answers, This test consists of 60 items, You will hav: 5 minutes to answer them, Ponotbe conomned thattheanswersheet provides spices for more answers than there are items in this test, bo NO’ TU tN THIS PAGE UNTIL YOU ARE TOLD TO DO So. Copyright 2006 Caribbean Examinations Couneil.19 Allrightsreserved o1237010N2007 5 : :‘An organisational chart is used to (A) show informalselationships (B) outline the duties ofpositions (C) show lines ofautherity {D) _drawup job specifications Anapplication for the position of despateh clerk. was addressed to the company. To whor, should the mail clerk send this application? (A) Shipping Supervisor (B) Administrative Officer (©) Marketing Manager (D) Human Resource Manager “Your manager has information regarding the impending merger of your firm. Fears are being expressed that jobs will be lost. How should ke communicate this information to the staff? A Memorandum @) ‘Confidential letters (©) Staff meeting (D) Public address Which of the following factors contribute to good interpersonal relationships within company? [Respecting self and others iL Being punctual TMT, Using one’s initiative TV. Accepting responsibilities (Ay Latul U only (B) Land UT only (© |, Sand HLonty (DB) LiL Mand iV “Which of the following measures ean be used toimprove officeefficiency? {Good communication TL, Sills training Ti, Merit programmes Iv, __ Incentive schemes (A) Land loaly ®) 1, Wand TV only (©’ 1 Mand IV only (D) 1.0, Tediv (A) number of memoranda ciroulated among employees ‘ (B) numberof visitorsto the fim (©) type of duties that employees are required to perform (D) _ mannerinwhich employees spesk 1 cach other and to visitors Which of the following machipes is used to ‘ncatly arrange several sheets in ores? a) ‘Scaling machine @) — Collating machine (©) Stamping machine () Fraiking machine Where is the subject line placed in a letter? (A) Before thedate (B) Before the salutation (©) Afterthe salutetion (D) After the address10, te 12, The telephone answ peticularly ueofial 1 mache is (A) when tryingto avoid high telephone bills (B) foreting messages when the uffice isclosed (C) for transferring calls ftom one de- partment to another (D) when the firm has no official ‘telephone operator” ‘Which of he following pieces of equipment is used forsiamping mai? (A) douger (8) Collar (Duplicator (D) Franking + ‘Youare travelling to a counity which is one +hourahead ofyourtime. Ifyour plane deparis «at 12.00 noon and your flight takes one hour and fificen minutes, at what time will you arrive at your destination? (A) {41Shours (B) — 131Shours (C) 1215hours (PD) 021Shours Which of the following is NOT an advantage of oral communication? A) (B) Theres instant feedback. (©) Communication is two-way. (P) — Onlyafewean participate, 13, 14, 15. 16. A contidentiat letter addressed to yourem- ployer is received in atom condition. You should fA) return the letter to the mail department (B) attach a note to the envelope and deliverby kand to your emplayer (C) —_ putthe letter inty anew envelope and ake itto your employet (D) refuse to accept the envelope from the mail department A staement of wccount shows detuils of the 1, anountdue IL, prices oftheindividual goods ME jnvoivenumber TV. description of the goods (A) Tand only (B) and [only © Wand ittonly () Mand IVonly Which ofthe following is NOT appropriate forthe use ofa credit note? (A) Goodsare damaged (8) Giftvouchers are presented (©) Goods are overcharged () Too few goods are sent ‘The letter-opening machine is used to open bulky envelopes remove remittances from envelopes open the flaps of envelopes cut away the edges ofenvelopes18, 49. 20, The accounts departmenthas requested information from the central filing department, Which vFthe following actions should the file clerk take? & Act on a written request from the accounts department. {Complete an “out” sheet and place it in the file, UL Ask the person receiving the information to sign fort, TV. Send the file with a request for itto be returned in an hour’s time. (A) i. Manditronly B) and tV only ©) L Mand IV only (D) TMandrV only A clerk was asked to file some purchase orders in chronological order. These docu- ments should be arranged by (A) quantity 8) ordernumber (©) reference number ©) date When faced with insufficient space for Storing inactive files, firms may consider using (A) diskettes (B) suspension folders © — microfiming {D) concertina files The filing system in your office is to be changed fiom the alphabetical system to the numerical system. How would this change affect the filing systern? (A) There willbe lessconfision with files ofsimilar names, (8) tewould be cheaper. © Expansion of files would becasier, @®) The filing clerk can work more efficiently. 21. 22. 23, 24, 25. Appointments for cach day should be written inadiary (A) inthe correcttime sequence. (8) atregular intervals (©) clearly and concisely with apen (P) _ inpenei and when confirmed, in ink When a file has been requisitioned, the information regarding the loan of the file should be recorded on (A). an index card (8B) anoutcard (©) acard indicator (D) guide card ‘The receptionist MUST ensure that the re- ception area is tidy atall times because (A) ___itishishhercesponsibility B) _itgivesa good impression ofthe fim (C) visitors can move more freely ©) Visitors will feel comfortable Why should a receptionist keep a Reception Register? (A) To identify callers when they arrive (B) — Topreparc alist ofelients (©) Tomake alistofcallers {D) _ Toremember who visited the firm One of the duties of an accounts clerk is (A) preparing contracts ofemployment (B) _proparing debit and credit notes (©) completing invoices for goods (D) directing workers to the payroll clerk26. 28. 29. The Notice and Agenda of an annual general meeting are usually sent outto [standing committees IL. statutory committees UL board members TV shareholders (A) [Wand Ntonly ®) I, Hand IV only (© ° Wilérid’tv onty"* @) 1, Mand iv All ofthe following items of business are discussed at an annual general meeting EXCEPT (A) declaration of dividends B) making arrangements fora very im- portantperson (©) election of directors and auditors (©) presentation and adoption of the company's reports and accounts for the previous year Minuies ofa meeting cam be deseribed as (@) briefsummary (B) verbatim report (©) resolution: (D) speech For which of the following reasons is it important to keep an attendance register at ncetings? (A) Toprepare name cards for members B) Toascertain the arrival times of members (©) To ensure a permanent record of momibers present (D) To arrange the seating accom- modation for members 30. 31. 32. When there is an equal number of votes “for” and‘against’a motion the Chairman should (A) drop the motion (B) recount the votes (C) amend the motion {D) cast a vote A quorum is constituted ofthe (A) minimum number ofmembers to be present fora meeting to be called toorder (B) © specific executive members who must be present for a meeting to be conducted (C) _ exeoutive members of the commit- tee present at the meeting @) number of members present at a meeting ‘You were interviewed for a visitor's visa to travel to another country. You were asked whether you intended to work in that country. You replied, "yes" and you were not granted the visa. Why were you tured down? I. Awork permitis required to workin another country. H. _Itis illegal to work ona visitors visa. BI. The government wants you to use your visitors visa to visitsights in their beautiful country. IV. ‘The government wants you toenjoy your visit free from work. (A) Toaly (B) — Tand Holy (©) Mand Uf only (D) 1H, Mand iv33. 34. 35. 36. “6+ Travellers cheques should be countersigned (A) _ before taking itto the person accept- ing payment or eashing it (8) assoonasitis issued (©) in the presence of the person accepting payment oreashing it (D) at the hotel before takingitto the person accepting payment or ashing faba ‘Your employer is ona business trip in another Caribbean territory and urgently requires additional money. “The BEST way to send money to her is by (A) international bank draft (B) credit transfer (©) debit transfer () electronic money transfer Letters of credit are given to individuals (A) travelling abrood on business for theirfiem (B) —_wishingto bank large sumsofmoney abroad (©). wishing'to purchase goods on credit (D) who have purchased goods on credit One requirement for obtaining @passport is that the applicant must (A) beover 16 yearsofage {B) complete anapplication form (©) begainfullyemployed (D) have abankaccount 37, 38. 39. 40, Persons wishing to travel abroad could take out insurance coverage on their life i, home HE, vehicle IV. baggage (A) TandVonly (8) I, Handilfonly (©) 1,1and tV only @) 1,1, Mand tv An unsolicited letter ofapplication may be written when (A) ajobis advertised inthe newspaper (B) — acompany advertises fora vacancy (C) _youapply enquicingabouta vacancy (D) —_acompany'sapplication form is made available ‘There isa growing feeling among staffthat concems about their general welfare are be- ing overlooked by management. What isthe FIRST action that should betaken by staffto improve the situation? (A) Requestameeting with the Human Resource Manager. ®) Take industrial action (C) Inform the trade union. (D) __Insistthatthehead ofthe organisation meet with workers immediately. sible source of information on isthe (A) classified advertisernents (B) _yellowpages (C) —_jobschedules (D) company newslettersa. 43, 44, Clare Lee is paid a basic wage of $8.00 per hour fora 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 {C) $396.80 (D) $760,007 ' Which of the following duties is the elerk in the accounts office responsible for? I. Keepingrecords ofthe firm's debtors UL. Preparing the payroll of workers UL Operating the internal intercom IV. Completing and despatching bills to customers, (A) E Mand IV only (8) Land Monty (©) Wand I only (D) I, Wand 1V only In which of the following departments of a large company arc you MOST likely to be interviewed for ajob? (A) Administration (B) Legal (©) Human Resource (D) Accounts There are many waysa new employee can seek to familiarise himself with the organisation, Which ofthe following sources can a new employee use to familiarise himself with the organisation? (A) Personal files, (B) Company secretary (©) Company manual (P) Contractor Employment 4s, 46, 48. 49. A firm which handlesa large number of in~ voices during the month may increase its efficiency by using a (A) calculator (B) __billingmachine (©) cheque writer @) printing machine The maximum fevel recorded an the stock card helps the accounting clerk to (A) maintain good communication with, stores (B) control the amount used on an item (© cnsure the amount to be ordered is not exceeded (D) allow sufficient funds for an item Which of the following details is NOT included on the cash disbursement sheet used in peny cash? (A) Thename ofthe person receiving tbe funds (B) A summary of the funds spent (©) The date on which the money was paid (©) The balance in the cash pan Which of the following BEST describes the purpose of the peity cash fund? (A) Forprevention of theft ty employees (B) For msking small payments conveniently (©) Toreduce clerical work (PD) Tostore cashefficiently Which of the following abbreviations is used in the documentation of sales? fA) RSVP (8) E&OE © NCR () RD52, 53. ‘The term ‘minimum level’ on the stock eard refers to (A) the least amount of stocka business an afford (3) the lowest balance of stock allowed (©) thesmallest batch thatean be bought (@) the amount allowed to the manager What shoulda clededo if the numberof items being delivered s less than that shown on the delivery note? (A) Reprimend the delivery agent and refuse to accept delivery. (B) Return the goods and ask for urgent delivery ofthe correct order. (©) Accept the delivery and asic the com. pany to send she outstanding items, (D) Write the shortage on the delivery note before signing for receipt of the goods, Which is the BEST method of processing inventory data? (A) Manual (B) Mechanical © — Bleetronic (D) Physical Which ofthe following statements is NOT rolevantto the stock card? (A) _Itshows information relating to the maximum quantity of stock kept. (0) lis used to maintain the stock at the requited level. (C) Bach stockroom item is recorded on aseparate form. (D) An inventory can replace this form since it gives the same information. 54, 55. 37. A planning master for factory work includes details ofthe (A) production process (8) tainingprocess (©) distrimution process (D) stock re-order levels Mrs Browne wants to make a sales presentation using well-prepared and colorful transparencies. She should use the (A) overhead projector 8) visualdisplay unit © computer ©) photocopier Aa invoice dated 6 May was billed for $500 and allowed a trade discount of 2% per cent. ‘The terms were 2/10, N/30. [fthe customer pays the bill on 19 May, thoamount payable is (@) — $487.50 @) $4025 © 947775 @) 847075 Which of the following BEST describes the MAIN function of the factory or works control office? (A) Completing progress record cards (B) Organising production activities © Distributing the right tools and materials (D) Providing a safe system of work for all workers Mr Joe, an exporter, wants to ship his Products to another Caribbean island. Which of the following documents is NOT necessary? (A) Billoflading (B) Customs form (©) tnsurance certificate () Delivery note90 59. Pollow-uplettersareseatatteran application 60, ~-Which of the following should be done if ~ when AO mention is made of promotional opportunities when you are being (A) noreply is received interviewed for a job and youare interested (B) there is no vacancy in having such information? (C) one year has elapsed {D) completing the application form (A) Ask about it ina follow-up letter after the interview. (B) Visit the offico and question the employees, (C) Ask about it before the close of the interview. (D) Assume that promotion will be automatic. AF YOU FINISH BEFORE TIME Is CALLED, CHECK YOUR WORK ON THIS TEST,