CSEC Office Administration Paper 2 January 2016 - Free CXC Past Paper with Answers

Suggest TWO cultures that are observed in EACH of the following:

A school

A business organization

State ONE characteristic of EACH of the following information management data systems:

Batch processing

Data input

Archiving

Sienna Hepburn, who lives at 24 Highfield Close, Kingston 6, Jamaica, applied to Myers and Mason Manufacturing Co., 16 Kranston Avenue, Kingston 10, Jamaica, for the position of accounts clerk. The post was advertised in the Jamaica Daily Globe on Sunday 2 January 2016. In her excitement, Sienna mailed the application immediately to Mr Richard Richmond, the human resource manager. It is now three weeks and she has had no response.

Assume you are Sienna Hepburn, write a letter to the organization enquiring about the progress of the application.

State the function of EACH of the following:

A tickler file

An out sheet

A card indicator

State FOUR ways in which a receptionist can maintain positive interpersonal relationships between an organization and the public.

Kathryn Ramlal was recently employed as a receptionist at Grey’s Medical Complex. She was asked to cancel the following appointments made for 4 January 2016.

APPOINTMENT BOOK

The nurse in charge asked Kathryn to reschedule all these appointments to 11 January 2016; rescheduling all the morning appointments for the afternoon session, and the afternoon for the morning session. The reason given was that Dr Michelle White would not be available in the afternoon session on 4 January and Dr Green agreed to switch times with her on 11 January. Dr Green also made his appointments in error, as his office will be closed on 4 January.

Rescheduling the appointments can cause negative feelings between the nurse and clients.

Recommend FOUR suitable ways in which the nurse could communicate the changes to the clients to resolve the rescheduling problem satisfactorily.

On the appointment sheet provided on page 11, reschedule the appointments made for 11 January 2016 as outlined in the scenario.

Define the terms 'quorum' and 'ad hoc' as they relate to meetings.

Quorum

Ad hoc

State TWO protocols that are followed during meetings.

Identify TWO duties to be performed by the secretary before the meeting date.

Sashanna Alexander won a trip to Trinidad and Tobago for being the most outstanding customer service employee at Moulton Car Rental Ltd. The company made a tentative booking for her to stay at a five-star hotel and offered to pay all expenses for the trip including the air fare and a rental car. She was allowed US$3,000 spending money in traveller's cheques.

Sashanna decides to take her trip at the beginning of February and has just a short time in which to make the final arrangements. The company had done most of the planning but she now has to complete the final arrangements.

Using the information provided above, prepare a checklist of FIVE outstanding actions that Sashanna must take to complete her travel arrangements.

Assume you are Sashanna, share FOUR experiences you had which show the benefits of using the traveller's cheques while on your trip.

State TWO roles of the procurement office.

Give the meaning of EACH of the following terms:

Cost, insurance and freight (CIF)

Free on board (FOB)

David Kingsley is the payroll clerk at Brydson & Sons Co. Ltd. He is responsible for the payroll of three employees. The monthly payroll for these staff members is as follows:

Juliett Butler $8,550 Garney Green $10,000 Beverly Williams $9,840

David has to prepare a currency memorandum for the three employees. Each employee must receive 10 five-hundred dollar bills. The remaining amounts should be paid using the next highest denominations. Complete the form provided below to show the disbursement of cash to these employees.

Currency Memorandum

Complete the cash summary sheet below to be taken to the bank to withdraw the exact amount of cash needed to pay employees.

Cash Summary Sheet

State TWO duties that a clerk in the customer services department is required to perform.

One of the functions of the transport office is to collect relevant documents from the despatch office.

Identify TWO of those documents other than the destination sheet.

Explain the purpose of a destination sheet.

Bujmar Manufacturing Co. Ltd created a line of sportswear for the 100-strong Caribbean track team to the Olympics, with colours that reflect the spirit and pride of Caribbean people.

As the marketing clerk, compose an advertising gimmick, not exceeding 25 words, that reflects the spirit and pride of the Caribbean and its people.

Create a brand name that represents the Caribbean and its people for the line of sportswear.

What THREE precautions could Bujmar Manufacturing Co. Ltd put in place to ensure the safe movement of the sportswear to the team's headquarters?

State THREE items of information that are found on a customs form.

List THREE key responsibilities of the operations office.

The following information was sent from Superior Office Supplies, 10 Duke Street, St John's, Antigua, to Mr Richard Dillard, 1A Barbuda Crescent, St John's, Antigua.

To supply: 4 three-drawer filing cabinets at $800 each 6 ergonomic office chairs at $300 each Less $12 \frac{1}{2}$ % quantity discount Add 15% VAT E & OE

(i) Use the form provided on page 19 to complete the invoice. (ii) What would be the consequence if the term 'E & OE' was omitted from the invoice?

Use the form provided on page 19 to complete the invoice.

Form for Question 7 (c) (i)

INVOICE

No. ____________________

To: ____________________

Date: ____________________

Order No.: ____________________

Delivered by: ____________________

What would be the consequence if the term 'E & OE' was omitted from the invoice?