Free CXC Office Administration Paper 1 May/June 2009 past paper from 2009. Includes a worked answer key. Open the PDF, take a timed test, and study with AI on Caribbean AI.
Answer keys are free on Caribbean AI. View the answers to every past-paper question at no cost - no payment needed - with step-by-step worked solutions and instant AI marking available on Premium.
CSEC Office Administration Paper 1 May/June 2009 - Free CXC Past Paper with Answers
Free CXC Office Administration Paper 1 May/June 2009 past paper from 2009. Includes a worked answer key. Open the PDF, take a timed test, and study with AI on Caribbean AI.
Opening the interactive papers…
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.
In the business of a sole trader the decision of what to purchase is usually made by the
cashier
proprietor
stock control clerk
purchasing manager
An application for the position of despatch clerk was addressed to the company. To whom should the mail clerk send this application?
Shipping supervisor
Marketing manager
Administrative officer
Human resource manager
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. Which of the following 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.
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
guillotine
letter opener
sharp-edged knife
large pair of scissors
A person who completes forms, types simple correspondence and attends to the petty cash in a small office is usually referred to as
a mail clerk
a clerk-typist
a stenographer
an audio-typist
The following information was on the salary slip of an employee:
Gross Pay - $1,570.00 PAYE - $ 115.00 NIS - $ 43.00 Pension - $ 33.50
The employee is also given a travel allowance of $200.00. What is his net pay?
$1,378.00
$1,578.50
$1,762.00
$1,962.00
The maintenance foreman of an organization usually moves around the building and is thus seldom in the office. Which of the following instruments should he have to facilitate office contact with him?
Intercom
A telerest
A paging device
Extension telephone
A draft of revised procedures for handling mail is to be prepared and submitted to the office manager. Which of the following formats should be used?
Note
Report
Letter
Statement
Which of the following is NOT a characteristic of registered mail?
It offers proof of postage.
It facilitates safe delivery of mail.
It is normally sent by second-class mail.
It offers compensation for loss or damage up to a specified amount.
A clerk in the human resource department overhears that a friend in another department who reports late for work every day is to be given a warning and notice of dismissal if his punctuality does not improve. What should the clerk do?
Warn him of the action to be taken by the human resource department.
Drop hints of action to be taken against late comers.
Avoid him until the matter is resolved.
Do not say anything and leave him to receive the official letter.
You are travelling to a country which is one hour ahead of your time. If your plane departs at 12.00 noon and your flight takes one hour and fifteen minutes, at what time will you arrive at your destination?
1415 hours
1315 hours
1215 hours
0215 hours
Which of the following means of communication is MOST efficient to inform 100 members of staff of new rules regarding the use of office telephones?
Staff meeting
Individual letters
Notice on the bulletin board
Circular memorandum to departments
A confidential letter addressed to your employer is received in a torn condition. You should
return the letter to the mail department
attach a note to the envelope and deliver by hand to your employer
put the letter into a new envelope and take it to your employer
refuse to accept the envelope from the mail department
The standard check-in time for all flights is 3 hours before departure of the flight. What is the check-in time for BW264 departing Kingston to Heathrow on 29 November?
1000 hrs
1720 hrs
1100 hrs
1400 hrs
What is the day of service for flight BW262?
Sunday
Tuesday
Wednesday
Friday
To which of the following departments should the mail clerk send incoming invoices?
I. Accounts II. Sales III. Purchases IV. Administration
I and II only
I and III only
II and IV only
III and IV only
The accounts department has requested information from the central filing department. Which of the following actions should the file clerk take? I. Act on a written request from the accounts department. II. Complete an 'out' sheet and place it in the file. III. Ask the person receiving the information to sign for it. IV. Send the file with a request for it to be returned in an hour's time.
I and IV only
I, II and III only
I, III and IV only
II, III and IV only
Which of the following characteristics is the MOST important when choosing a filing system?
Easy to operate
Capability of expansion
Availability of filing equipment and supplies
Suitability for the nature of the business
On which of the following types of envelopes is the receiver's address NOT placed?
Linen
Window
Official
Post Office preferred
For what purpose should a complimentary slip be used?
Accepting an invitation
Congratulating the recipient
Acknowledging receipt of payment
Accompanying enclosures sent without a letter
A 'follow-up file' refers to a file containing papers to be
put in an officer's in-tray
sorted and put away by the file clerk
brought up for action at a later date
given to management outlining action taken
Filing through the use of microfilming is valuable for the storage of
passport sized 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
A tickler file should be used to
Serve as a reminder
Keep temporary records
Keep permanent records
Store confidential information
Which of the following is the MOST appropriate order for completing the tasks?
I, IV, III and II
I, II, IV and III
II, III, I and IV
II, I, IV and III
Which of the following items should a receptionist keep for reference in the reception area?
I. Organization chart II. Flow chart showing product move-ment III. Alphabetical index for numerical filing IV. Index of callers' cards
I only
II only
I and IV only
II and III only
The correct procedure for a receptionist to use when introducing a visitor is to announce the person's
name
name and company
name, company and title
name, title and company
Before starting to set up appointments, a secretary should first thoroughly familiarise herself with which of the following?
The pattern of her boss' work day
The correct procedure for greeting callers
The method of recording appoint-ments
The extension numbers for each member of staff
Which of the following items of business are NOT discussed at an annual general meeting?
Declaration of dividends
Making arrangements for a very important person
Election of directors and auditors
Presentation and adoption of the company's reports and accounts for the previous year
An ex-officio committee member is one who
is appointed by a majority vote
votes on behalf of an absent member
attends meetings by virtue of an office
manages the proceedings of the meeting
When there is an equal number of votes 'for' and 'against' a motion the Chairman should
cast a vote
drop the motion
recount the votes
amend the motion
At a meeting held on November 25, 2008, discussions were held concerning the appointment of a secretary. What document should be consulted to obtain the information that was discussed at the meeting so that follow-up actions can be taken?
The Chairman's Agenda
The Notice of the meeting
The Minutes of the meeting
The Agenda for the meeting
At a meeting the Chairperson has suggested that unfinished business be discussed at another meeting. The meeting has therefore been
altered
amended
postponed
adjourned
Traveller's cheques should be countersigned
before taking it to the person accepting payment or cashing it
as soon as it is issued
in the presence of the person accepting payment or cashing it
at the hotel before taking it to the person accepting payment or cashing it
Your employer is on a business trip in another Caribbean territory and urgently requires additional money. The BEST way to send money to her is by
international bank draft
credit transfer
debit transfer
electronic money transfer
Which of the following is used by Caribbean businessmen who travel between various English-speaking Caribbean countries?
Visa
Passport
National identification card
Smallpox immunisation certificate
Which of the following describes an FAP meal plan?
No meals
Continental breakfast
Breakfast and dinner only
Breakfast, lunch and dinner
The amount of represents money owed
to Carry Supplies
to Compact Office Supplies
on 02-09-08
on 12-09-08
ONE of the MOST important functions of a Human Resource Department is
receiving visitors to the firm
ensuring proper communication
introduction of new employees
attending to the welfare of employees
There is a growing feeling among staff, that concerns over their general welfare are being overlooked by management. What is the FIRST action which should be taken by staff to improve the situation?
Request a meeting with the human resource manager.
Take industrial action.
Bring the matter to the attention of the Trade Union.
Request a meeting with the head of the organization.
A document outlining the major tasks for a job is known as a
job contract
job description
job evaluation
job specification
Clare Lee is paid a basic wage of $8.00 per hour for a 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?
$76.80
$320.00
$396.80
$760.00
The drawer of the cheque in the figure above is
G Diaz
Trade Merchants Ltd.
Hyland General Bank
Trade Merchants Bank
A junior employee has to leave the office to travel out of town on Company's business. The transportation cost is $8.00. How should the employee obtain this amount?
Obtain a voucher from the petty cashier, fill it out and present it to her for payment.
Pay the transportation cost from personal money and request the money from her supervisor on her return.
Request the money in writing from her supervisor who will write up a cheque for the amount.
Fill out a voucher, get approval from her supervisor and present it to the petty cashier for payment.
Which of the following sources can a NEW employee use to familiarise himself with the organization?
Personal files
Company secretary
Company manual
Contract of Employment
The diagram shown above is an example of a
cash book
summary sheet
bank reconciliation statement
statement of account
Assuming that there are no further transactions, the opening balance on the account on February 01 will be
$105.00
$155.00
$195.00
$285.00
Which of the following computer software programs is BEST suited for an accounts department?
Graphics
PowerPoint
Spreadsheets
Microsoft Word
Which of the following BEST describes the purpose of the petty cash fund?
For prevention of theft by employees
For making small payments conveniently
To reduce clerical work
To store cash efficiently
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
The term 'minimum level' on the stock card refers to the
least amount of stock a business can afford
lowest balance of stock allowed
smallest batch that can be bought
amount allowed to the manager
Which of the following does NOT apply to the stock record card?
It shows information relating to the maximum quantity of stock kept.
It is used to keep stock from falling below a required minimum.
Each stockroom item is recorded on a separate form.
An inventory can replace this form since it gives the same information.
Which of the following is the BEST method of processing inventory data?
Manual
Mechanical
Electronic
Physical
One important reason for controlling stock is to
provide goods of a high quality
ensure that adequate supplies are always available
restrict the items in which the company deals
ensure that the company offers the same goods as other firms
A planning master for factory work includes details of the
production process
training process
distribution process
stock re-order levels
The factory office is responsible for planning and organizing the
costs of production
marketing of goods
production processes
contracts of employment of the workers
Which of the following forms of transport is BEST suited to distributing perishable goods locally?
Trucks
Pick-up vans
Air-conditioned cars
Cold-storage vehicles
To cover transported goods from any risk, the despatch and transport office usually obtains a
bill of lading
certificate of origin
certificate of insurance
customs declaration form
An unsolicited letter of application may be written when
a job is advertised in the newspaper
a company advertises for a vacancy
a company's application form is made available
an application is sent enquiring about a vacancy
Follow-up letters are sent after an application when
no reply is received
there is no vacancy
one year has elapsed
another job has been accepted
Which of the following is an example of a fringe benefit?
Promotion offers
Training opportunities
Holiday arrangements
Use of company vehicle