CSEC Office Administration Paper 1 May/June 2010 - Free CXC Past Paper with Answers

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?

Avoid him until the matter is resolved.

Drop hints of action to be taken against late comers.

Do not say anything and leave him to receive the official letter.

Warn him of the action to be taken by the human resource department.

The proprietors of James Co Ltd are the

What type of organization do the broken lines in the organizational chart of James Co Ltd represent?

Which of the following pieces of computer hardware is an output device?

Which of the following attributes is NOT required of all beginning office workers?

Leadership qualities

A pleasant disposition

Ability to calculate accurately

The term 'span of control' refers to the

lines of communication between the manager and his/her subordinates

effective number of subordinates the manager can supervise efficiently

manager's influence, right or power to perform a particular task

system of grading management and subordinates on different levels

Where is the subject line placed in a letter?

After the salutation

Before the salutation

The diagram shown above is a

The means of communication illustrated in the above diagram is known as

visual communication

written communication

electronic communication

In which of the following situations would the relationship between employees be described as a 'vertical' relationship?

Each has a similar status in the firm.

One is more senior to the other.

One has been employed longer than the other.

One job is more important than the other.

A PBX system is used to facilitate

storage of documents

retrieval of documents

written communication

The MAJOR difference between the operator assisted call and the direct call would be that the operator assisted call would

incur an additional fee

be monitored by the operator

have to be paid for immediately

By asking to speak to Mr King only, the call placed was a

person to person call

Which of the following machines is used to secure packages or parcels?

Ms Jan Brown is the marketing specialist of Bath Soaps. She wants to send a sample questionnaire about a product, manufactured by the company, to the public. Which of the following types of postal services should she use?

Business reply service

Special delivery service

Which service does the Post Office provide to firms which enables them to collect mail outside of normal delivery times?

Accelerated surface post

A file is said to be inactive when

it is of no further use

it has not been released for filing

it has been withdrawn for reference purposes

the correspondence is too little to open a new file

Which of the following considerations is LEAST important when choosing a filing system?

Capability of expansion

Availability of filing equipment and supplies

Suitability for the nature of the business

Which of the following activities would be the responsibility of the supervisor of records management? I. Classifying records II. Controlling the filing system III. Protecting records IV. Deleting records no longer needed

Suspension filing is

correspondence being held in a temporary file

file folders hanging from a rail in a filing cabinet

the action of removing a folder from the filing cabinet

collection and storage of files being done at specified times

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

The form indicated above is an example of

a cross-referencing sheet

In the diagram above, a drawer of a filing cabinet, the number $\textcircled{1}$ indicates

The term cross-referencing refers to files that are filed under

miscellaneous filing

The receptionist MUST ensure that the reception area is tidy at all times because

it is his/her responsibility

visitors will feel comfortable

visitors can move more freely

it gives a good impression of the firm

One of the duties of an accounts clerk is

completing invoices for goods

preparing debit and credit notes

preparing contracts of employment

directing workers to the payroll clerk

The BEST location for a receptionist's desk is near to the

entrance of the building

busiest part of the building

The term 'verbatim minutes' refers to

a record prepared in the present tense

a detailed recording to the chairman's remarks

an extract of important proceedings in the minutes

an exact wording of the proceedings at the meeting

If the number of persons required to form a quorum is NOT present, the meeting must be

conducted as a subcommittee

conducted as an extraordinary meeting

Which of the following terms is used to describe a committee which has been set up to deal with a specific matter?

All of the following items of business are discussed at an annual general meeting EXCEPT

declaration of dividends

election of directors and auditors

making arrangements for a very important person

presentation and adoption of the company's reports and accounts for the previous year

At a meeting the chairperson suggested that unfinished business be discussed at another meeting. The meeting has therefore been

The clerk responsible for making travel arrangements for a staff member omitted to make a hotel reservation. The officer was due to depart at 10:30 am for Martinique. The error was discovered at 10:00 am on the same day. Which of the following actions should the clerk take to solve the problem? I. Leave matters as they are. II. Make arrangements to explain the problem to the officer on his arrival in Martinique. III. Contact the officer at the local airport and inform him of the error. IV. Call the hotel, explain the situation and make the reservation.

It is important to keep an attendance register at meetings to

prepare name cards for members

ascertain the arrival times of members

arrange the seating accommodation for members

ensure a permanent record of members present

An executive has to attend an overseas meeting and will have to make reference to correspondence on file. Which of the following procedures would BEST be used to allow him to have the relevant information?

Make copies of the correspondence.

Make a summary of the correspondence.

Give him the relevant files and ask him to sign for them.

Give him the correspondence from the files and ask him to sign for it.

A manufacturing company is required to provide all of the following statutory provisions for the protection of its employees EXCEPT

Shortlisting of applications is carried out

when making the list of applicants to be interviewed

after the applicants have been interviewed

as applications for an advertised post are received

when preparing personal record cards for new employees

Some firms offer a programme which aims to assist new employees in becoming familiar with their jobs. This programme is referred to as

The document above is an example of a

personnel specification

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.

'Int' in the debit column of a bank statement refers to interest

paid to the creditor

deducted by the bank

deposited by a creditor

Which of the following is a statutory deduction?

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

a statement of account

a reconciliation statement

The above cheque is payable to

anyone who presents it

the person who has endorsed it

anyone with an account at the bank

the account of the person named on the cheque

To pay his account in cash, a customer tendered: $5 - $20.00 bills $3 - $10.00 bills $10 - $5.00 bills $9 - $1.00 bills $20 - $0.05 pieces

What sum of money did the customer pay?

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.

When cash is paid from the chief cashier to the petty cashier, the transaction should be recorded as I. debit in cash book II. credit in cash book III. debit in petty cash book IV. credit in petty cash book

The maximum level recorded on the stock card helps the accounting clerk to

allow sufficient funds for an item

control the amount used on an item

maintain good communication with stores

ensure the amount to be ordered is not exceeded

The term 'minimum level' on the stock card refers to the

smallest batch that can be bought

lowest balance of stock allowed

amount allowed to the manager

least amount of stock a business can afford

What should a clerk do if the number of items being delivered is less than that shown on the delivery note?

Reprimand the delivery agent and refuse to accept delivery.

Return the goods and ask for urgent delivery of the correct order.

Accept the delivery and ask the company to send the outstanding items.

Write the shortage on the delivery note before signing for receipt of the goods.

The Joy High School wants to build a new canteen and has received promotional material from several firms. In order to select the most suitable firm for the job, the school should invite firms to send

A person who was dismissed from a previous job is filling out an application form for another job. He is required to state the reason for leaving the last place of employment. It is best to

answer 'not applicable'

give the correct reason

make a reasonable excuse

A Personal Data Sheet should be

posted under separate cover

attached to the letter of application

taken along with certificates to the interview

given to the receptionist on the day of the interview

If a seller requires new goods to be paid for in advance, s/he sends the customer

Which of the following forms should be used to report an incident in which an employee was injured?

Accident Report Form

Employee Liability Form

Accident and Insurance Form

The document above is an example of a

The total cost of the job is

The $20%$ overhead charge is

It is now three months since you have applied for a job at a large firm and you have only received a letter of acknowledgement. What action should you now take in an effort to obtain the job?

Write another letter of application.

Write a letter to follow up the application.

Telephone your friend who works with the firm.

Visit the company and ask to see the human resource manager.

A letter of acceptance is sent when a person

receives salary through the bank

plans to attend an interview for a job

agrees to take up an offer of appointment

receives original documents which were sent with an application

CSEC Office Administration Paper 1 May/June 2010 - Free CXC Past Paper with Answers

CSEC Office Administration Paper 1 May/June 2010 Questions