CSEC Office Administration Paper 2 May/June 2007 - Free CXC Past Paper with Answers

Give ONE advantage and ONE disadvantage of using electronic mail (e-mail) as a means of communication in business.

List THREE examples of visual forms of communication.

State TWO barriers to effective communication.

You are Greta, the receptionist, at Ambit Marketing Services where an upgraded voice messaging system has been installed on the switchboard.

Ms. Chin, the Office Administrator, left the following note on your desk.

Greta:

Please draft a message for the new voice messaging system. Organise the following information in the message so that when customers call they will hear it.

Instructions to record a message Action that will be taken by Ambit Marketing System Name of the Company Reason for recording a message Thanking the caller A greeting

Draft a message for the new voice messaging system using the instructions given in the note.

List FOUR steps in the information cycle of an information management system.

Identify THREE types of information that will be found in the records management system in a school.

Copy the following table in your answer booklet. Use the format provided to write EACH of the following names in the boxes to show the correct indexing order.

Prepare the cross-reference sheet for Mary Sampson-Hill.

Arrange the THREE remaining names in alphabetical order.

State THREE ways in which employees, while working in reception and hospitality, could portray a positive image of the business.

Identify TWO categories of visitors to the Reception and Hospitality area.

List TWO steps that should be followed by the receptionist when cancelling an appointment.

Read the following advertisement which appeared in the Daily Spectrum Newspaper.

Office Assistant

Are you willing to take the challenge?

A promising new organisation is seeking to fill a vacancy in its Marketing Customer Relations Division. The prospective candidate must have a vibrant personality and should be a hard-working team player. Competence in word processing skills and proficiency in oral and written communication will be an asset. Excellent salary and benefit package.

Address applications to the Human Resource Manager, 481 Haskins Road, Georgetown, Guyana.

Closing date for receipt of applications is June 30, 2007.

Use the headings in the following table to develop a checklist of FOUR factors and considerations to help you make a decision about applying for the position. An example is done for you.

Identify THREE criteria that employers may use for short listing applicants for a job.

State THREE possible reasons for the dismissal of an employee from a job.

The human resource department of a service business provided the following data for the management report.

Given that there are 200 working days in a year, how many working days could be expected of the number of employees in 2005 and 2006?

What percentage of working days was lost in each year?

Draw the comparative graph to show the relationship between THE DAYS OF WORK LOST for the two years.

State THREE factors that the purchasing manager of a business should consider when ordering goods.

Give THREE reasons for keeping control of stock in a business.

The computer system at Marine Supplies Company Ltd updates its records when items are sold or placed on the shelves.

As purchasing clerk you use the record of transactions to prepare a quarterly report on the value of stock.

On the form provided, use the information in the table below to calculate the value of inventory using the FIFO method of stock valuation.

Record of Transactions For period May – August, 2007

State TWO duties performed by clerical staff in the factory office.

List FOUR documents used in the despatch and transport of goods.

An accident occurred in the factory of Bronson Office Furniture Manufacturers Ltd. at 1500 hours on May 5, 2007. Mr Harry Khan was lifting planks of wood when they fell on his left foot. The Emergency Health Services ambulance was called and he was taken to the St Mary's Hospital. This was the tenth accident for the year.

On the form provided, complete the accident report form so that the factory manager will sign it on his return to the office.

List THREE factors that must be considered when organising promotional activities for a specific target market.

Identify THREE persons that the marketing clerk may work with to generate suitable packaging designs to promote their products.

Walter and Chris work for the same company. Use the information provided below to calculate: (i) their gross pay, and (ii) net wages for one week.

their gross pay; and

net wages for one week.