CSEC Office Administration Paper 1 May/June 1997 - Free CXC Past Paper with Answers

You are a clerk in a small organisation. Your supervisor is the Secretary, and the head of the organisation is the General Manager. You feel that some improvements can be made in the filing system. What should you do?

Which of the following types of paper should be used to prepare copies from an ink stencil?

You have been asked to make copies of reports for different members of staff. They have indicated the dates and times by which they would like to have the copies. Which of the following procedures should you use to ensure that staff members receive their reports on time?

For what purpose should a memorandum be used?

A receptionist may BEST be described as a/an

For what purpose should a complimentary slip be used?

Which of the following should be counted when calculating the chargeable words in an overseas telegram?

I. Initials II. Numerals III. Standard words IV. Punctuation signs

The switchboard operator has been trying to connect Mr Smith to his bank manager, but she keeps getting the busy tone. What action should she take?

Which of the following are advantages of a franking machine?

I. There is no need to keep large quantities of stamps. II. Less money is spent on postage. III. A record is made of where the mail is being sent. IV. Stamps do not have to be pasted on to the envelopes.

Jamie works as a switchboard operator at Office Supplies Limited. Which of the following is the correct way for Jamie to answer an incoming call on the switchboard?

To which of the following departments should the mail clerk send incoming invoices?

A firm wishes the Post Office to provide information on the date and time of delivery of a tender. Which of the following postal services should be used?

You have been asked at 1600 hours to send the message above by telegram. Which of the following actions would be the MOST appropriate?

The paper which should be used to prepare the copies is

Which of the following items of stationery are required for setting up a filing system? I. Dividers II. Out cards III. File jackets IV. Cross-reference sheets

For what purpose should a tickler file be used?

'Suspension filing' may be described as the placing of

Which of the following procedures describes the correct sequence for filing?

Information from staff files has been leaked on many occasions. Which of the following actions are MOST likely to reduce the problem? I. Use the alphabetic filing system for staff files. II. Use the numeric filing system for staff files. III. Store all staff files in the central filing department. IV. Store all staff files in the personnel department.

Correspondence from Jackson-Ward Manufacturers should be filed under

In which order should the following names be filed?

I. Capt. Richard P Dundee II. The Dundee Cake Co III. Dundee and Dundee Ltd IV. James Dundee & Sons

Which of the following is a duty of a receptionist?

A visitor to an office wishes to see a senior executive. He asks to be introduced as AG. The receptionist should respond by

Which of the following agencies should a businessman consult in order to obtain US $15 000 in foreign currency?

I. A commercial bank II. The Ministry of Trade III. The Central Bank/Ministry of Finance IV. The Ministry of Foreign Affairs

A receptionist forgot to notify an executive of an appointment with a consultant. When the consultant arrives the receptionist should immediately

The purpose of the Annual General Meeting of a company is to

Which of the following courses of action should always be taken by the receiving clerk, if there is a discrepancy in a shipment being received?

When is the election of the Executive Committee of a club usually held?

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?

What FINAL action MUST be taken before the minutes of a board meeting can be declared an accurate record of the matters discussed in the meeting?

As secretary of your school club, which of the following actions should you take AFTER a meeting? I. Prepare the minutes of the meeting just concluded. II. Draft the agenda for the next meeting. III. Ensure that decisions taken at the meeting are carried out. IV. Change any motions made if necessary.

Which of the following items of information could be obtained from an airline schedule? I. The cost of fares for the airline II. The flight number of the airline for a particular route at a specified time III. The identification of the aircraft used by an airline IV. The times at which the airline flies to and from different airports.

Which of the following would be the BEST source of information on hotel accommodation for a person who is planning to visit foreign countries?

Which of the following items of information would you give to a travel agent to make airline reservations for a staff member who has to travel overseas? I. Class of travel II. Preference of carrier III. Employee's position IV. Schedule of places to be visited

Which of the following would NOT be included in a contract of employment?

If a firm does not have a canteen and members of staff would like to have such a facility, they should FIRST make suggestions to the

Which of the following, if offered by a company, would be considered fringe benefits? I. Salary II. Induction training III. Contributory pension plan IV. Contributory medical insurance

Which of the following sequences should be used when planning interview appointments? I. Inform each applicant of the date and time of the interview. II. Give the receptionist the names of applicants and the time each is expected. III. Plan that each interview lasts at least half an hour. IV. Make a note of the exact time set for each applicant.

Which of the following departments would be responsible for credit control?

Which of the following are usually functions of the Accounts Office? I. Controlling credit II. Purchasing supplies III. Controlling stock IV. Making PAYE deductions

To correct an error which has been made when writing a cheque, one should

A junior employee has to leave the office to travel out of town on the Company's business. The transportation cost is $8.00. How should the employee obtain this amount?

The totals above were extracted from a petty cash book at the end of a period. The petty cash float is $100 and it is operated on the imprest system. Which of the following amounts should the petty cashier receive to start the new period?

If an employer submits to his bank a list of employees and the amount payable to each, and requests his bank to make payment to his employees' bank accounts, which banking service would he be using?

A petty cashier whose Imprest is $100 has $20 cash in her tin. She has four petty cash vouchers for $15, $25, $10 and $15. What is the amount of money NOT accounted for?

E. & O.E. on an invoice indicates that the firm

Which of the following items of information should be put on an index of suppliers? I. Terms of delivery II. Terms of payment III. Date of reference of orders IV. Names and addresses of suppliers

Assuming a similar quality and quantity of goods and the same rate of insurance coverage, which of the following shipping terms will give the greatest benefit to a company purchasing goods?

The stock clerk should have placed an order for paper on

A stylus is used for writing/drawing on a

In a sales transaction, the correct sequence for the flow of documents between the purchaser and the supplier is

Which of the following abbreviations is MOST likely to be included on an invoice?

An invoice for $100, dated March 31 and offering terms $2/10$ N/$30$, was paid on April 9. How much would the purchaser have to pay?

A buyer purchased goods from a foreign country on terms F.O.B. For which of the following charges MUST the buyer be responsible? I. Cost of the goods II. Insurance of the goods III. Freight charges IV. Carriage to docks

From the information given above, the 'Unit Price' will be

Which of the following is NOT included in a job description?

Which of the following should NOT be found on a Job Card?

Assume that you attended two job interviews and have been offered a position by both firms to start work in two weeks' time. What action should you take with regard to the job offer you are NOT accepting?