Free CXC Office Administration Paper 1 May/June 1995 past paper from 1995. Includes a worked answer key. Open the PDF, take a timed test, and study with AI on Caribbean AI.
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CSEC Office Administration Paper 1 May/June 1995 - Free CXC Past Paper with Answers
Free CXC Office Administration Paper 1 May/June 1995 past paper from 1995. Includes a worked answer key. Open the PDF, take a timed test, and study with AI on Caribbean AI.
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Every question from this paper as text. See the answers and worked solutions. Questions are the property of the Caribbean Examinations Council; Caribbean AI is not affiliated with CXC.
Which of the following working conditions is MOST likely to exist in a large company?
Few opportunities for promotion
Very close supervision
Direct contact with management
High degree of specialization
An office may BEST be described as a place
where people work in order to deliver goods and services
for processing information to allow for efficient management of a business
for receiving and storing information
for planning, directing and controlling the operations of a business
If 100 copies of a one-page technical report were needed in the next two days, which of the following sets of equipment would it be BEST to use?
Spirit master and spirit duplicator
Original and photocopier
Metal plates and offset litho
Electronic stencil and ink duplicator
Assume that you are a new employee in a large firm. While you are awaiting instructions from your supervisor, another employee asks you to help her with her work. You should tell her that
you are a new employee and unfamiliar with her work
she should try to complete her work even if she has to work late
you are willing to assist with your supervisor's permission
you have already been given the work that you are supposed to do.
An organisation experiences delays in preparing price-lists and brochures to send to customers. Which of the following machines could be used to speed up the operation? I. An addressograph II. A collating machine III. A franking machine IV. A printing calculator
I, II and III only
II, III and IV only
I, III and IV only
I, II and IV only
The MAIN advantage of communication by telex rather than by telephone is that the message by telex is
more detailed
in written form
less expensive
more up to date
A memorandum is used for
informal communication with business associates in other firms
short notes to personal friends
confirmation of business matters that do not require a formal letter
communication within a firm
Which of the following items of equipment must be used along with the fax machine in order to send a message?
Telex
Telephone
Computer
Photocopier
Which of the following procedures must be used when a company has a PABX telephone switchboard? I. All calls between workers on duty must go through the operator. II. The operator must place all outgoing calls. III. A person within the firm can dial direct to any extension. IV. A person within the firm can make an outgoing call without using the operator.
I and II only
I and IV only
II and III only
III and IV only
Which of the following features of communication can be achieved through the use of the telephone? I. Coded communication II. Immediate verbal contact III. Continuous communication IV. Immediate feedback
I and II only
II and III only
II, III and IV only
I, II, III and IV
What type of graph is MOST suitable for comparing the quantity of premiums sold by three insurance agents?
Line graph
Pie chart
Bar graph
Histogram
Mr. Lee of the Sales Department asked the telephonist to transfer a call from a customer to Mr. Field of the Accounts Department. If the call is disconnected while it is being put through to the Accounts Department, what should the telephonist do?
Telephone Mr. Lee, explain what happened and offer an apology.
Telephone Mr. Field, explain what happened and offer an apology.
Leave the line open so that the customer will be able to call again.
Ask Mr. Lee for the customer's number, call, apologise and connect to Mr. Field.
The mail clerk noticed that on a cheque received the amount in figures differed from the amount in words. What action should the mail clerk take?
Return the cheque to the payee.
Ask the bank to certify the cheque.
Correct the error on the cheque and initial the correction on behalf of the payee.
Send the cheque to the accounts department advising them of the error.
Which of the following measures would offer maximum security if a cheque is to be mailed? I. Crossed cheque II. Express delivery III. Registered post IV. Linen envelope
I and III only
III and IV only
I, II and III only
I, II and IV only
Which of the following procedures should be used to find a telephone number in the yellow pages for Thompson Electrical Services? I. Look for the section headed Services. II. Look for the section headed Electric. III. Look for Thompson Electrical Services.
III only
I and III only
II and III only
I, II and III
A cheque which has been sent to your firm is made payable to another firm. What action should be taken? I. Forward the cheque to the firm to which it is made payable. II. Change the name of the cheque, initial it, and notify the sender. III. Make a note of the error in the Remittances Book. IV. Return the cheque to the sender.
I and III only
II only
II and III only
III and IV only
Which of the following characteristics is the MOST important when choosing a filing system?
Easy to operate
Capable of expansion
Availability of filing equipment and supplies
Suitability for the nature of the business
A cross reference sheet is prepared when
two pieces of correspondence are to be put in the same file
one piece of correspondence can be put on two or more files
correspondence is to be seen by more than one person
the correspondence in a file is no longer required
The most widely used type of file is the
flat file
vertical file
pigeon-hole file
box file
A clothing manufacturer wishes to keep a check on the quantity of orders, for the various styles of clothing, which the company is selling to retail outlets in different parts of the country. The filing system MOST useful is
numeric and alphabetic
numeric and geographic
alphabetic, geographic and chronologic
alphabetic, geographic and numeric
Filing through the use of microfilm is valuable for the storage of
passport size photographs of staff members
information which must be kept for many years
official records which are frequently used
customers accounts from which statements are to be made
The Head Office of a Caribbean company uses a geographical filing system. In which order should index cards for the following be filed? I. Anthony Jackson, Queen Street, Bridge-town, Barbados. II. Brown Brothers Ltd., Broad Street, Roseau, Dominica III. Carlton Associates, Grenville Street, Basseterre, St. Kitts IV. Smith and Co. Ltd., High Street, St. John's, Antigua
II, III, I, IV
II, III, IV, I
III, II, I, IV
IV, I, II, III
The Caribbean Pen Makers Company should be indexed on file as
Caribbean Pen Makers Company (The)
The Caribbean Pen Makers Company
Pen Makers Caribbean Company (The)
Company, The Caribbean Pen Makers
Which of the following is used to record information about visitors to a firm?
A tickler file
A schedule of activities
A reception register
A business card
A receptionist may BEST be described as a/an
personal secretary
office hostess/host
records clerk
receiving clerk
The receptionist has been told that Mr. Bell, the Sales Manager, will be out of the office for the day. What action should the receptionist take to deal with persons calling to speak to Mr. Bell on that day?
Say that Mr. Bell is out of office and offer to take a message for him.
Explain that Mr. Bell will be out of office for the day and ask them to call on him the following day.
Put the calls through to Mr. Bell's extension and expect that someone in the sales department will answer.
Advise that Mr. Bell is out of office and ask if anyone else can help.
The purpose of keeping a reception register in any organisation is to determine the
number of people who visit the organisation
number of firms which do business with the organisation
names of persons who attend functions of the organisation
names of persons who visit the organisation
An 'ad hoc' committee is BEST described as a committee which
meets from time to time
is set up to carry out one particular piece of work
supervises the work of other committees
conducts meetings when there will not be a quorum
You have been elected secretary of your school's thrift society. Which of the following gives the correct order for conducting the business of the meeting?
I. Matters Arising II. New Business III. Approval of the Minutes IV. Any Other Business
I, II, III, IV
II, III, I, IV
III, I, II, IV
III, I, IV, II
Which of the following actions MUST the secretary take when preparing the agenda for a meeting?
I. Consult with persons who attended the last meeting. II. Consult with the Chairman of the meeting. III. Refer to the agenda of the last meeting. IV. Refer to the minutes of the last meeting.
II and IV only
I, II and IV only
II, III and IV only
I, II, III and IV
If the number of persons required to form a quorum is NOT present, the meeting must be
adjourned
postponed
conducted as a sub-committee
conducted as an extra-ordinary meeting
Two staff members and a consultant were invited to a management committee meeting to discuss a particular item on the agenda. Who should receive copies of the minutes of this meeting?
I. Members of the management committee who were present II. Members of the management committee who were absent III. The two staff members IV. The consultant
I only
I and II only
I, II and III only
I, II, III and IV
If all members at a meeting voted in favour of a motion, the motion is said to have
been carried unanimously
the majority vote
been voted for enbloc
been carried nem. con.
Which of the following is used by West Indian businessmen who travel between various English-speaking Caribbean countries?
Passport
National identification card
Small-pox immunisation certificate
Visa
An executive who is planning to visit various Caribbean territories on a sales promotion campaign, has been given permission to purchase foreign currency. The BEST method of taking this money out of the country is by using
money orders
currency of each territory
a single bank draft
travellers' cheques
You have been asked to collect information, to be used to prepare an itinerary for a group of persons who will be arriving for a conference, which your company is hosting. Which of the following items of information must you try to obtain? I. Hotel at which the visitors will be staying II. Visitors' flight numbers, arrival and departure times III. Schedule of activities for the conference IV. List of documents packed
II only
III only
II and III only
I, II and III
The first document a personnel officer should prepare relating to a new staff member is a
merit rating sheet
record card
progress report
job description
Which of the following duties would be carried out by a clerk, who works in the personnel department of an organisation? I. Recruiting new staff. II. Drawing up contracts of employment. III. Receiving articles for the company's magazine IV. Recording information on staff record cards
I and III only
II and III only
III and IV only
I, III and IV only
Which of the following records would show an employee's duties, grade and salary? I. The employment contract II. The job specification III. The company manual
I and II only
I and III only
II and III only
I, II and III
There is a growing feeling among staff, that concerns over their general welfare are being over-looked by management. What is the FIRST action which should be taken by staff to improve the situation?
Request a meeting with the personnel officer.
Take industrial action.
Bring the matter to the attention of the Trade Union.
Request a meeting with the head of the organisation.
Within what period of time should a cheque be presented for payment?
Fourteen days
Four weeks
Six months
One year
When is a statement of account sent to a customer?
After each credit transaction
At the end of the financial year
At fixed intervals, usually monthly
Whenever payment is made on the account
An open cheque may be described as one
in which the sum to be paid is left blank
in which the date of the cheque is omitted
which must be endorsed and deposited into a bank account
which can be endorsed and cashed over the counter
Which of the following benefits are enjoyed by customers who have a current account with a bank? I. They earn high rates of interest II. They can make payments by cheques. III. They receive a statement of account at specified periods.
III only
I and II only
II and III only
I, II and III
Which of the following is the BEST device to use when totalling several long columns of figures, which are to be checked for discrepancies/errors?
Calculator
Cash register
Ready reckoner
Add lister
What steps should a businessman take if his cash book and bank statement show a difference of $20.00?
Reconcile his bank statement with his cash book.
Regard the $20.00 as interest on his current account.
Inform the bank that an error has been made in his account.
Write a cheque for $20.00 to balance his statement with the bank.
The above table gives the number of hours an employee worked in one week. What is the gross pay if the rate of pay is $10.00 an hour for an 8 hour day, Monday to Friday, and time and a-half for overtime and Saturday?
$480.00
$520.00
$560.00
$720.00
The term 'carriage paid' means that the
carriage must be paid by the purchaser before the goods can be despatched
price quoted does not include overseas transport
carriage must be paid before the goods are delivered
price quoted includes delivery to the customer's door
Which of the following documents MUST be presented to the customs department to obtain goods which have been imported? I. Invoices II. Delivery notes III. Bills of lading
III only
I and II only
I and III only
I, II and III
How many reams must be ordered on 23rd April to restore stock to maximum?
20
30
45
50
Which of the following sets of information is NOT required when preparing purchasing requisitions?
Date, reference, quantity
Description, department, signature
Transport, tax, arrival time
Sender, catalogue number, supplier
Which of the following departments should prepare a quotation in response to an enquiry?
Purchasing
Accounts
Advertising
Sales
The document which lists the items which a customer wishes to buy from a supplier is called
an order
an invoice
a requisition
a credit note
An invoice dated 6 May was billed for $500 and allowed a trade discount of . The terms were 2/10, N/30. If the customer pays the bill on May 19, the amount payable is
$487.50
$480.25
$477.75
$470.75
A supermarket is planning to introduce a delivery service for customers. Which of the following records will be prepared and given to the driver? I. Destination sheets II. Delivery notes III. Bills of Lading IV. Route cards
I and II only
I and III only
I and IV only
II and IV only
Which of the following sequences gives the correct order in which the duties of a dispatch clerk should be performed? I. Prepare II. Frank III. Check IV. Record V. Sort
I, II, V, IV and III
III, I, V, II and IV
II, V, IV, III and I
IV, II, I, III and V
Which of the following terms of sale would BEST influence retailers to buy some articles in large quantities?
2% Cash discount
2% Trade discount
Cash on delivery
2% discount on sale prices
From the information given above, the 'Unit Price' will be
$86.25
$172.50
$183.75
$258.75
Which order should be used when writing a letter of application? I. Qualifications II. List of references III. Request for an interview IV. Interest in the position
IV, I, II and III
III, II, IV and I
I, IV, III and II
II, III, I and IV
Which of the following should you prepare before going to a job interview? I. A list of details you would like to know about the position II. A list of questions you may be asked and the responses you should give III. A file with the originals of all certificates IV. A personal record card
I and II only
II and IV only
I, II and III only
II, III and IV only