CSEC Office Administration Paper 2 May/June 2011 - Free CXC Past Paper with Answers

Organizations normally engage in the functions of collecting and processing data and producing and distributing goods and services.

Explain what is meant by EACH of the following: a) Collecting data b) Processing data c) Producing goods

Differentiate between ‘goods’ and ‘services’.

State TWO reasons for preserving information in an organization.

You are Shirley Weese, the supervisor of an Information Technology department. Your neighbour, Mr Jade Pryce, works in the same department and is your good friend. However, you have noticed that he is often late for work and, on some days, does little or no work.

Write a memo to be e-mailed to Mr Pryce expressing your disappointment with his conduct at the workplace and stating the impact of his frequent lateness on the achievement of goals in the department.

State TWO actions that you as the supervisor should take and TWO actions that Mr Pryce should take to improve the efficiency of the department.

State ONE example of EACH of the following methods of communication: (i) Oral (ii) Electronic (iii) Visual (iv) Written

State THREE items of information that should be given to the hotel reservations clerk when making hotel reservations.

You are Olay Reid and you attended a meeting on 20 April 2011. While you were away, a message from Evelyn Thames of the Examinations Council, 10 Main Street, St. Michael, Barbados, Telephone: 246-207-1733 was received by the secretary, Ms Grace Powell, at 10:00 a.m.

The message states that your travel itinerary has been prepared and will be sent to you shortly. You will be traveling on West Indian Airlines 615 which will depart from Kingston, Jamaica at 3:00 p.m. on 5 December 2011. However, you should present yourself at the check-in counter with your passport at least 2 hours before your flight time. Ms Thames says that your travel will be processed in the usual manner by the airline. You should bear in mind that although your airline reservation has been confirmed, it is your responsibility to check with the airline, preferably the day prior to your departure, to ascertain whether there has been any change to your booking. You will return to Jamaica from Barbados on West Indian Airlines 616 on 10 December 2011.

Use the Message Form provided on the enclosed sheet to record the RELEVANT points of the message.

State TWO actions that Ms Powell may take to ensure the accuracy of the message.

List TWO attributes of an accounts clerk.

State how the Accounts Office of a manufacturing firm interacts with the following offices: (i) Factory (ii) Human Resource (iii) Transport

The following information was included in a quotation submitted for furniture items:

Calculate the trade discount for a purchase of $6 000.00.

Calculate the cash discount.

If the account is settled one week before the due date, what price will a customer pay for the furniture?

There are several internal factors that may contribute to the high labour turnover in an organization.

List ONE such internal factor.

Suggest THREE measures that an organization may adopt to remedy the situation.

Two functions of the human resource department are administering performance appraisals and training. For EACH of these functions, state TWO activities that should be completed by the department in performing these functions.

State TWO actions an employer may take to discipline employees.

The employer has a responsibility to provide for the health, safety and welfare of the employees at the workplace.

Copy the following table in your answer booklet and for EACH of these aspects, outline TWO benefits that an employee may derive from these statutory provisions. The first example of each aspect is done for you

A clerk in the human resource office is assisting with short-listing applicants for the interview. State THREE actions that the clerk should carry out to ensure that the process of short-listing applicants is fair.

Identify FOUR duties of a clerk in the accounts office.

Write any ONE of the following abbreviations in full and explain what it means. (i) C.O.D (ii) E & OE

The table below shows the pay cycle for Anne Hart for the fir t week in December 2010.

Use the information provided in the table to calculate the weekly a) gross pay b) net pay

Ms Hart was also given a commission of 20% of her net pay. Calculate her TOTAL net salary for that week.

Copy the cheque below in your answer booklet and for EACH of the following, complete the cheque to show the TOTAL salary paid to Anne Hart for that week. The cheque should be signed by Mr Dave Watts, the Accountant.

List THREE duties of a clerk in the factory office

Identify THREE documents, other than the job card, that are used in the factory office.

You are Paula Kelly, a clerk in the factory office of Hi-Fashion Limited. Sally Burke is your Supervisor and Peter Kim is the Factory Manager. The factory has just completed Job No. 12 which comprised 40 dozen white, size 10 school shirts.

The following materials and labour were required to complete this job. Material:

• 500 metres white cotton
• 160 dozens white buttons
• 100 spools white cotton thread

Labour:

• 3 cutters @ $20.00 per hour for 5 hours
• 10 stitchers @ $25.00 per hour for 20 hours
• 3 packers @ $18.00 per hour for 4 hours

Use the form provided to complete Job Card #15. Assume it was prepared by the factory clerk on 17 September, approved by the supervisor on 18 September and inspected by the factory manager on 25 September.