CSEC Office Administration Paper 1 May/June 2003 - Free CXC Past Paper with Answers

Which of the following documents gives information on the lines of authority in a company?

In the business of a sole trader the decision of what to purchase is usually made by the

In an office where large quantities of printed materials have to be cut to size, it would be MOST useful to have access to a

large pair of scissors

Your immediate supervisor has asked you to get some information and bring it to his office promptly. You have all that is required, but another senior executive is now with him. What is the best course of action for you to take?

Wait until he is free and take it in to him

Slip quietly into his office and try to attract his attention

Knock on his door and ask him if he would like to have it now

Obtain permission on his extension to take in the information

Which of the following are likely to be at a high level if there are good interpersonal relationships between the supervisor and their employees? I. Production II. Staff morale III. Staff welfare IV. Labour turnover

In business a memorandum is used

in place of post-cards

for internal communication

Which of the following should be used to obtain postage rates?

Which of the following procedures is NOT proper telephone etiquette?

Answer the telephone as soon as it rings

Thank the customer for calling.

Allow the person who called to end the conversation.

Answer the phone, with a cheery "hello".

A PBX system is used to facilitate

written communication

retrieval of documents

storage of documents

The maintenance foreman of an organization usually has to be moving around the building and is thus seldom in the office. Which of the following instruments should he have to facilitate office contact with him?

Which of the following machines would provide the MOST effective service for companies which frequently require immediate despatch and receipt of written information?

A customer called about a letter which had been sent to the firm a month ago. However, the letter could not be found. To which of the following should the mail clerk refer, to determine if it were received?

Correspondence digest

When the mail instruction 'poste restante' is used it indicates that the mail is to be

returned to the sender if undelivered

sent by special delivery

collected from the post office

dispatched immediately

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.

Which of the following items received in the mail MUST be recorded in the Remittances Book?

I. A receipt II. A cheque III. A money order IV. A bank statement

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?

Deal with all work in the order received.

Arrange all work in order of requested priority and work in that order.

Do shorter and simpler tasks first.

Deal with the requests from the senior officers first.

Which of the following is NOT an advantage of the decimal numeric filing system?

It allows for removal of files for transfer.

Divisions are possible.

There is little possibility of over-crowding in the files.

It has unlimited expansion.

For what purpose should a tickler file be used?

Keeping temporary records

Serving as a reminder

Storing confidential information

Keeping permanent records

When a file has been requisitioned, important information about the loan of the file should be recorded on a/an

In which order should the following names be filed?

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

To find a file in a numerical filing system one must FIRST refer to the

A job specification gives the

general description of the duties which are to be performed

list of qualifications and skills required for performing the job

identification of tasks and specific times required for performing a job

evaluation of a job to determine the wages for its performance

A file clerk in a new organisation has been handed a bundle of documents and asked to set up the filing system. Which of the following items of supplies are required?

I. Dividers II. Out cards III. File jackets IV. Cross-reference sheets

Mr. Smith, a valued customer, visits the office a day before his scheduled appointment because he is in the area. What should the receptionist do?

Suggest to Mr. Smith that he sees someone else.

Tell Mr. Smith that the person he is to see is out.

Remind Mr. Smith politely of the date of his appointment.

Find out if the person with whom Mr. Smith has the appointment can see him.

Which of the following is used to record information about visitors to a firm?

A schedule of activities

A reception register

An urgently required piece of equipment was delivered to the office in a damaged condition. Which of the following actions should the receptionist take?

Refuse to accept it on the grounds that the item is damaged.

Make a note of the damage on the delivery note, sign it, and inform the supervisor of the damage.

Phone the supplier, report the damage, and follow his or her advice.

Sign the delivery note and at the first opportunity inform the supervisor of the damage.

Assume that you are employed as a receptionist and an executive tells you at the beginning of the day that he will be unable to keep a 3:00 p.m. appointment with a client in his office. What action MUST you take?

Write the client, apologize and ask him to suggest an alternative date.

When the client arrives, apologize and offer him another appointment.

When the client arrives apologize and suggest that he might wish to see someone else.

Telephone the client, apologize and suggest the time for a new appointment.

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?

A member will submit a closure.

The motion will 'lie on the table'.

The meeting will have to be adjourned.

The chairman will be allowed a casting vote.

A term used to describe a committee which has been set up to deal with a specific matter

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.

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

A draft of the minutes must be seen by the chairman before they are circulated.

A draft of the minutes must be circulated to all members for their comments.

The minutes must be compared with the chairman's agenda.

The minutes must be confirmed at the next board meeting.

The term 'matters arising thereon' on an agenda provides for discussion of topics

listed on the agenda

which members want to add

related to the minutes

on correspondence presented

Minutes of meetings are important because they provide

detailed information on the items listed on the agenda

the exact wording of all discussions

a plan for the meeting

a record of all matters discussed

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

II, III, and IV only

You are travelling with TT$1 650. If this amount is converted to EC$1 = TT$3.00, it will be equivalent to

In the Caribbean, travellers' cheques may be purchased from a/an

Which of the following services is NOT provided for by the Human Resources office?

Education and training

Induction and orientation

Production and maintenance

Which one of the following statements applies to contracts of employment?

They are not binding on employee or employer.

They are binding on employee and employer.

They are binding on employer only.

They are binding on employee 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

Which of the following duties would be carried out by a clerk, who works in the Human Resource department of an organisation? I. Recruitment of new staff II. Drawing up contracts of employment III. Receiving articles for the company's magazine IV. Recording information on staff record cards

Which of the following deductions can be made from wages without obtaining permission from the employee? I. Company health scheme II. National insurance III. Income tax IV. Union dues

A customer who has credit facilities by a firm should expect to receive a record of payments and purchases made each month on a/an

statement of account

reconciliation statement

Which of the following bank services should a company use to pay specified personal bills each month? I. Ask the bank to act as an executor II. Use standing order facilities III. Ask the bank to pay the creditors on demand IV. Lodge post-dated cheques for creditors with the bank

Your employer has received an urgent request for $70 from a sales representative who is out of town. Which of the following means of payment would allow the salesman to receive the money quickly?

Telegraphic Money order

To pay his account in cash, a customer tenders: Five $20.00 bills Three $10.00 bills Ten $5.00 bills Nine $1.00 bills Twenty $0.05 pieces What sum of money does the customer pay?

In the cash book, all monies received are indicated as a

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

The term 'carriage paid' means that the

carrier must be paid by the purchaser before the goods can be despatched

price quoted does not include overseas transport

carrier must be paid before the goods are delivered

price quoted includes delivery to the customer's door

The Joy High School wants to build a new canteen. In order to select the MOST suitable firm for the job, the school should invite firms to send

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

What is the correct action to be taken by a receptionist who has run low on stationery?

Send immediately to suppliers for a further order.

Ask the Petty Cashier for money to buy stationery.

Complete a requisition and hand it to the stock clerk.

Buy the stationery at her expense and make a claim later.

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

order, quotation, inquiry, invoice

inquiry, order, quotation, invoice

order, inquiry, invoice, quotation

inquiry, quotation, order, invoice

A sum of money given to a cashier at the start of a day to make change is called

Which of the following terms of sale would BEST influence retailers to buy some articles in large quantities?

2% discount on sale prices

The function of the factory office is to

assemble goods for despatch

purchase and manufacture goods

organise the production processes

establish links with reputable suppliers

A person who was dismissed from a previous job, is now requested to give on the application form for another job, the reason for leaving the last place of employment. It is best to

answer 'not applicable'

give the correct reason

make a reasonable excuse

The letters 'E. & O.E.' on the invoice indicate that

Mr. Lee should not regard this document as a request for payment

Garden Supplies & Plant Care Services can correct any error made when preparing the bill

Mr. Lee can hold Garden Supplies & Plant Care Services to the terms of sale as shown on the invoice

Garden Supplies & Plant Care Services may not have included all the items that Mr. Lee ordered

Mr. Johnson, the supervisor of BLT Manufacturing Co. Ltd is responsible for all staff records in the workshop at the factory. For which of the following he is NOT responsible? i. Costing of the finished product ii. Preparing duty and holiday roster iii. Preparing Accident report iv. Submitting recommendations on Staff promotion

Which of the following would be the accepted sequence of the paragraphs below in writing a letter of application: i. request for an interview ii. give proof of qualification iii. state source, experience and interest in position iv. give references

Marilyn Gordon was told about the vacancy of Production Secretary to the Manager in a large firm. Who should she address her letter of application to?

The Production Manager

The Personnel Manager

CSEC Office Administration Paper 1 May/June 2003 - Free CXC Past Paper with Answers

CSEC Office Administration Paper 1 May/June 2003 Questions