MANAGEMENT AND ADMINISTRATION IN NURSING

END OF SEMESTER QUESTIONS

1. Which of the following is not an element of planning?

a. Objective/mission statement
b. Resources
c. Implementation
d. Efficiency

2. Which of the following principles of management by Henri Fayol is defined as a way of

organizing work, so that particular types of work are done by particular people?
a. Authority and responsibility
b. Division of labour
c. Unity of direction
d. Unity of command

3. All of the following are dimensions of quality except…

a. Access
b. Assess
c. Safety
d. Effectiveness

4. The type of organizational structure that does not designed to facilitate communication or
interaction with the person at the top level of the organization is known as ..
a. Flat organizational structure
b. Pyramidal organizational structure
c. Line organizational structure
d. Functional organizational structure

5. Which principle of management says that there should not be any discrimination in regards to
age, sex or religion?
a. Equity
b. Order
c. Discipline
d. Scalar chain
6. One of the effects of good quality care is …
a. Increase job satisfaction
b. Increase staff turnover
c. Increase staff redundancy
d. Increase staff reluctance
7. What type of approach has been adopted if a problem is solved without establishment of a team
or calculating of a data?
a. Process improvement approach
b. Rapid team problem solving approach
 c. Individual problem solving approach
d. Systematic team problem solving approach

8. Which of the following is not a determinant of an organizational structure?

a. Strategy
b. Size
c. Environment
d. Operational method
9. One of the brains behind Bureaucratic Model of Organisation Theory is
a. Henri Fayol
b. F.W. Taylor
c. Max Weber
d. M. P. Follet
10. Client’s perspectives of quality health care include all of the following except
a. Good staff attitude
b. Satisfaction with care
c. Efficient use of resources
d. Value for money

11. In Ghana the first two regions which started quality assurance in health care were:
a. Eastern region and Volta region
b. Upper West region and Volta region
c. Eastern region and Upper West region
d. Upper East region and Volta region
12. Among the following nursing ranks which is the lowest?
a. Senior Nursing Officer
b. Principal Nursing Officer
c. Deputy Director of Nursing
d. Chief Nursing Officer
13. One of the dimensions of quality is effectiveness. Effectiveness simply means
a. Achieving the desired results
b. Ensuring good health outcomes
c. Judicious use of resources
d. Good utilisation of resources
14. Which of the following is not a Behavioural Management Theory?
a. Abraham Maslow’s Theory of Human Needs
b. McGregor’s Theory X and Theory Y
c. Henri Fayol’s Administrative Theory
d. Herzberg’s Two-factor Theory of Motivation
15. Person-to-person communication is known as…
a. Intrapersonal communication
b. Interpersonal communication
 c. Mass communication
d. Public communication

16. Which of the following is not the community’s perspective of quality?

a. Reduction of diseases
b. Safety
c. Good performance indicators
d. Improvement in health status

17. One of the elements of organizing is span of control. This means

a. Number of subordinates a superior can effectively manage
b. The degree to which activities in an organization are broken down for managers
c. Supervisors ranging from the ultimate authority to the lowest rank
d. Subordinates can easily escape from their responsibilities and duties
18. One of the principles of management is unity of command. Which of the following is not the
consequence of violation of unity of command?
a. Easy to fix responsibility to an individual
b. Reduce efficiency of subordinates
c. Create confused situation for the subordinates
d. Hard to maintain discipline in the organization

19. …………………………… tasks matter, and not doing them may have serious consequences for you or
others
a. Urgent
b. Action
c. Important
d. Results

20. Which of the following situations needs to wait for a team?

a. If the situation requires the decision of one person
b. When tasks are simple
c. Where the situation needs brainstorming
d. Simple straightforward solution

21. Which principle of Henri Fayol provides that there should be one leader and one plan for a
series of activities seeking the accomplishment of the same objective?
a. Unity of command
b. Unity of direction
c. Division of labour
d. Authority and responsibility

22. One of the effects of poor quality health care is

a. Frustration and loss trust
b. Customer retention
 c. Utilization of service
d. Increase satisfaction

23. One of the proposed principles of management by Henri Fayol is Unity of Direction. Which of
the following is the consequence of violation of this principle?
a. Efficient achievement of organizational objectives
b. Efforts of employees are directed in a better way
c. Wastage of resources
d. Systematic working environment is developed in the organization

24. An account of the duties and activities associated with a particular job is referred to as
a. Job specification
b. Job classification
c. Job description
d. Job activities

25. Which of the following can be defined as working smarter to enhance productivity?
a. Planning
b. Time management
c. Quality assurance
d. Human resource

26. Which of the following is not a problem solving step?

a. Identified the problem
b. Analyze the problem
c. Examine cause
d. Develop solution

27. One of the barriers to communication is

a. Unfavourable conditions
b. Eye contact
c. Summarization
d. Reflection

28. Juran’s triangle comprises all of the following except

a. Defining quality
b. Evaluating quality
c. Measuring quality
d. Improving quality
29. Middle level managers are also known as
a. Operational managers
b. Tactical managers
c. Strategic managers
d. Executive managers
30. Time management tool used for duties planned for different staff members, for different times
in turn is the
a. Timetable
b. Roster
c. Schedule
d. Programme
31. A filing system in which each set of correspondence or each name is given a specific reference
number
a. Alphabetical filing
b. Geographical filing
c. Chronological filing
d. Numerical filing
32. The official title for head of Ghana Health Service is the
a. Chief Director
b. Chie Executive
c. Director of Medical Service
d. Director-General
33. One of the factors that promote effective team work is ….
a. Communicate ineffectively
b. Well-defined roles and responsibilities not needed
c. Clear goals and objectives
d. Communicate simultaneously

34. Which of the following is not an element of organizing?

a. Structure
b. Span of control
c. Scalar chain
d. Order

35. What problem has occurred if there is an unexpected resignation of a key member of a staff?
a. Closed problem
b. Open-ended problem
c. Administrative problem
d. Managerial problem

36. The first step of the planning process is

 a. Define organizational goals and objectives
b. Identify alternative ways of reaching the goals/objectives
c. Select the most effective course of action
d. Identify the functions or activities that must be performed

37. ……………………. tasks demand your immediate attention, but whether you give them that
attention may or may not matter
a. Urgent
b. Important
c. Action
d. Results

38. One of the reasons to monitor the quality of care is …..

a. Prolonged illness
b. Poor client compliance
c. To measure results of our work
d. To encourage staff dissatisfaction

39. Which of the following is not an important of a team?

a. Increase efficiency
b. Idea generation
c. Enhance communication
d. Increase bureaucracy

40. Which of the following is not a feature of a good filing system?

a. Simplicity
b. Adoptability
c. Safety
d. Accessibility

41. Democratic leadership style is also known as

a. Participative
b. Autocratic
c. Laissez-faire
d. Consensus
42. Which of the following is a regulatory body?
a. Ghana Registered Nurses and Midwives Association
b. Ghana Pharmaceutical Association
c. Food and Drug Authority
d. Ghana Medical Association
43. Police Hospital, Accra is an example of
a. Quasi-government institutions
b. Private-for-profit institutions
c. Faith-based institutions
d. Ghana Health Service institutions
44. An autocratic leader who makes the employees feel that they are participating in decion-making
though he himself has taken the decision is known as
a. The hard-boiled autocratic
b. The benevolent autocratic
c. The manipulative autocratic
d. The affiliative autocrat
45. Objective setting and decision making are functions of
a. Operational managers
b. Strategic managers
c. Tactical managers
d. Middle level managers
SECTION B

1.
a. Unity of Command is one of the 14 principles of management by Henri Fayol. State five merits
of this principle. 5 marks

b. It is often said if you fail to plan, you plan to fail. State six reasons why planning is very
important in our organizations? 6 marks

c. List five barriers to communication 5 marks

d. Outline any four (4) differences between a leader and a manager. 4 marks

2.
a. Give any three (3) advantages and three (3) disadvantages of a pyramidal organisational
structure. 6 marks
b. You are in charge of the Emergency Ward of your hospital. How would you use management
functions to manage your ward. 14 Marks

3.
a. State four advantages and four disadvantages of an Autocratic Leadership Style 8 marks

b. Mention five benefits of managing your time effectively. 5 marks

c. State three principles of quality assurance 3 marks

d. List any four (4) stages of team building 4 marks

Marking Scheme

1.
a. Advantages of Unity of Command
I. Better relationship among superior and subordinates
II. Clear and well-organized authority, responsibility and accountability
III. Reduces and/or avoids duplication of work
IV. Prompt or quick decisions
V. Good, effective and efficient discipline
VI. Better co-ordination and team work
VII. Boosts morale and positive attitude of workers
VIII. Leads to higher productivity of goods and services
i. (1 mark each for any five of the above points)

b. Importance of Planning
I. It develops performance standard or targets for us to operate within
II. It bridges the gap between where we are now and where we want to be
III. Makes it possible for things to occur which would not otherwise happen
IV. It ensures effective allocation of scare resources
V. It simplifies decision-making and avoids procrastination
VI. It gives a right direction
VII. It aids in organizing
VIII. Encourages creativity and innovation
IX. It facilities proper coordination within an organization
X. It helps to achieve the objectives of the organization
XI. It motivates personnel of the organization
XII. It reduces business-related risk
XIII. It increases efficiency
XIV. It is important to maintain good control
(1 mark each for any six of the above points)

c. Barriers to Communication
I. Physical distraction
II. Gender distinction
III. Age
IV. Cross-cultural distinctions
V. Body language
VI. Unfavourable environment
VII. Unfavourabel conditions
(1 mark for any five of the above points)

d. Differences between a leader and a manager

Leader Manager
Innovate Administer
Develop Maintain
Inspire Control
Long-term View Short-term View
Ask what and why Ask how and when
 Originate Initiate
Challenge the status quo Accept the status quo
Do the right things Do things right
Take responsibility Take credit
Persuade Communicate
Develop power with people Exercise power over people
(1 mark each for any four of the above points)

2.
a.
Advantages of Pyramidal Organizational Structure
I. Enhances supervision
II. Span of control is narrowed
III. Clear separation of duties
IV. Employees recognize defined levels of leadership within the organization
V. Promote developing of employees as specialists
(1 mark each for any three (3) of the above points)

Disadvantages of Pyramidal Organizational Structure

I. Bureaucracy
II. Centralized decision making
III. Information/communication distorted
IV. Rivalry between departments may inflame
V. Salaries for multiple layers of management increase an organization’s costs
(1 mark each for any three (3) of the above points)

b.
You are in charge of the Emergency Ward of your hospital. How would you use management functions
to manage your ward? 14 marks

Planning 3.5 marks

Define the organizational goal/objectives; identify alternative ways of reaching the goal/objectives;
set/make long term and short term planning; plan for logistic/equipment, required staff, select the most
effective course of activities, plan for monitoring tools such as TPR and BP sheets, Nursing care
plan/pictograph sheets, index sheets etc, procurement/requisition plan, leave roster, duty roster etc
implement plan(s).

Organizing 3.5 marks

Identify the function/activities/tasks that must be performed, general activities for both nursing and
midwifery include history taking, bed making, drug administration, wound dressing, cleaning and
dusting, going on errands. Add specific activities. Clearly assign responsibilities of carrying out
functions/activities/tasks. Designate tasks/activities and responsibilities to employees with specific skills
sets needed to complete the tasks. Develop the organization structure or create working relationship
and chain of command with your ward (who supervises who?)

Directing/Leading 3.5 marks

Build an effective work climate and create opportunity for motivation, guiding (on the job/in-service
training) inspiring, supervising, scheduling (use of time management tools eg duty roster). Assign tasks
to statt based on their capacity, coordinating, disciplining and leading. Meetings/conferences to pass on
or share information.

Controlling 3.5 marks

Observe staff actual performance and compare with standard. Monitoring the operation/activities.
Keep a critical watch on the performance of subordinates to ensure they are doing the right thing.
Quality control (quality assurance/measures, infections prevention etc)

3.
a.
Advantages of an Autocratic Leadership style

I. It provides for quick decision-making

II. Confidential matters can be kept secretly
III. It gives strong motivation and satisfaction to the leader who dictates terms
IV. Less competent subordinates are required at the lower level
V. It may yield positive outcome if great speed is needed
VI. Mostly, subordinates like to work under centralized authority and strict supervision
(1 mark each for any four of the above points)

Disadvantages of an Autocratic style

I. Subordinates are not informed about why they are asked to do a particular work
II. Jobs are assigned, facilities provided, instructions issued without consulting the person who is
performing the job
III. Subordinates are forced to follow the directions given by the leader
IV. The success of this leadership style depends on entirely upon the efficiency of the leader
V. Full potential of subordinates and their creative ideas are not utilized
VI. Organizational continuity is threaten in the absence of the leader
(1 mark each for any four of the above points)
b.
Benefits of Effective Time Management
I. Less stress
II. Helps you remain focus on the task
III. Minimizes procrastination
IV. Greater self-confidence
V. Financial rewards
VI. Greater productivity and efficiency
VII. Increase opportunities for advancement
VIII. A better professional reputation
IX. Greater opportunities to achieve important life and career goals
(1 mark each for any five of the above points)

c.
Principles of Quality Assurance
I. Focus on the customer (client)
II. Focus on the use of data
III. Focus on systems and processes
IV. Focus on team work
V. Focus on the use of effective communication
(1 mark each for any three of the above points)

d. Stages of Team Building

I. Forming
II. Storming
III. Norming
IV. Performing
V. Closing
(1 mark each for any four of the above points)