Free CXC Office Administration Paper 2 May/June 2016 past paper from 2016. Includes a worked answer key. Open the PDF, take a timed test, and study with AI on Caribbean AI.
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CSEC Office Administration Paper 2 May/June 2016 - Free CXC Past Paper with Answers
Free CXC Office Administration Paper 2 May/June 2016 past paper from 2016. 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.
List THREE attitudes an office worker should possess.
[3 marks]
State THREE ways in which social responsibility may be displayed in the workplace.
[3 marks]
State ONE purpose for which an office clerk may use EACH of the following charts:
[2 marks]
Bar chart
[1 mark]
Pie chart
[1 mark]
The type of communication climate that exists in an office may influence morale and productivity.
Explain TWO ways in which fostering an open communication climate may enhance the morale and productivity in an office
[4 marks]
Mesha-Gay Butler is employed as a clerk at Moses and Dwyer Co. Ltd. Her supervisor is Mr Timothy Allen. The office does not have any electronic recording equipment and she has to answer the telephone and take messages when necessary. As she is about to leave for lunch at 1:00 p.m. the telephone rings. She receives a message from Mr Sean Browne, the managing director at ACMR Financial Services Ltd.
<![CDATA[State TWO ways in which a tickler fil may be used as an effective reminder system.Mr Browne instructs Mesha-Gray to inform her supervisor, Mr Allen, that the two new accounts that are to be opened have now been approved and the documents prepared. He should have one other person accompany him to have their signatures affixed to the document.
Use the information given in the scenario to complete the telephone message form provided below.
TO: 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[3 marks]
Identify THREE factors that are taken into consideration when retaining records.
[3 marks]
State TWO conditions that would influence the decision to dispose of a file
[2 marks]
Indira recently graduated from the St Gabriel School for Girls. She is invited for an interview as a clerk at the prestigious company Lazarus and Fletcher. Indira thought that she should do some research on the company before the interview.
[8 marks]
Suggest FOUR ways in which prior research would enhance Indira’s level of confidence during the interview.
[4 marks]
Indira also researched the possible questions that she may be asked.
Suggest TWO possible questions that Indira may be asked at the interview.
[4 marks]
State TWO roles performed by EACH of the following persons at a meeting: Treasurer Ex-offici member
[4 marks]
Describe THREE follow-up tasks a secretary may be required to complete after a meeting.
[3 marks]
Thomas Reid is assigned to assist the secretary at Chin Sang Travel Co. located in Basseterre, St Kitts. His boss, Mr Chad Sang, is preparing to travel on business to promote interisland tourism within the Caribbean region. He instructed Thomas to perform the following tasks:
[15 marks]
Indicate how EACH of the above tasks, when completed properly by Thomas, would assist Mr Sang in preparation for his promotional activities abroad.
Call airline and confirm travel dates and hotel reservations
Prepare meeting documents for his trip
Get monetary instruments needed for travel
Prepare his travel folder
Ensure his passport is valid
[5 marks]
THREE resources that Mr Chad Sang would need on his trip to promote interisland tourism are: a promotional video, list of names, addresses and telephone contacts in each island, and a flash drive.
How would EACH of the above resources help Mr Sang to achieve the objectives of his trip?
Promotional video
List of names and contact information
Flash drive
[3 marks]
SECTION II
Answer any THREE questions in this section.
Define the term ‘collective agreement’.
[2 marks]
State TWO benefit to be derived from the Factories Act designed for factory workers.
[2 marks]
Identify TWO International Labour Organization (ILO) conventions that protect the rights of workers.
[2 marks]
Marsha Riley is employed at Shamer and Shamer Corporation as a human resource clerk where she reports to the human resource administrative assistant. She is required to work from 8:00 a.m. to 4:30 p.m., Monday to Friday, with one hour for lunch. The salary scale is $12 500 to $13 500 per month.
Using the above information, complete the job specification provided below for Marsha Riley. Include FOUR details of her duties and responsibilities and any special skills and qualification that a clerk would bring to the organization. Also, provide a brief job summary. Use today's date.
Shamer and Shamer Corporation
Job Title:
Department:
Work Hours:
Leave Entitlement:
Salary Range:
Reports To:
Qualifications:
Special Skills Required:
Duties & Responsibilities:
Job Summary:
Date:
[7 marks]
One function of the central bank is to print and issue currency/money.
Suggest TWO circumstances under which the central bank may perform this function.
[2 marks]
Identify TWO attributes of a purchasing clerk.
[2 marks]
State TWO main duties of a purchasing clerk.
[2 marks]
Define EACH of the following terms associated with bank statements:
[2 marks]
Credit transfer
[1 mark]
Outstanding cheques
[1 mark]
The following are extracts of a cash book and a bank statement as at 1 July 2015.
| Dr | Cr | ||||||
|---|---|---|---|---|---|---|---|
| Date | Particulars | Folio | Bank | Date | Particulars | Folio | Bank |
| 2015 | 2016 | ||||||
| 1 July | Balance | b/d | $500 | 12 July | B. Myers | $50 | |
| 14 July | S. Yee | $700 | 18 July | M. Alleyne Cheque 3279 | $300 | ||
| 28 July | Balance | c/d | $850 | ||||
| $1 200 | $1 200 |
| Date | Particulars | Debit | Credit | Balance |
|---|---|---|---|---|
| 2015 | ||||
| 1 July | Balance b/f | $500 | ||
| 15 July | M. Alleyne | $300 | $200 | |
| 22 July | Cheque deposit | $600 | $800 |
Study the extracts carefully. Describe the following transactions. (i) Cash Book: B. Myers: $50 (ii) Cash Book: S. Yee: $700 (iii) Bank Statement: M. Alleyne: $300
[3 marks]
Use the cash book and bank statement on page 16 to prepare a bank reconciliation statement, starting with the updated cash book balance.
Show all calculations.
| Dr | Cr | ||||||
|---|---|---|---|---|---|---|---|
| Date | Particulars | Folio | Bank | Date | Particulars | Folio | Bank |
[15 marks]
List FOUR functions of the despatch office
[4 marks]
State TWO purposes for recording the minimum level on a stock control card.
[2 marks]
On 4 April, the human resource department submitted requisition No. 004, as shown in Figure 1, to request stationery for a training seminar for 20 employees scheduled for 27 April.
Req. No. 004 Date: 4 April 2016
From Human Resource Department To Stationery Store
| QUANTITY | DESCRIPTION |
|---|---|
| 24 | Expo dry erase whiteboard markers |
| 4 | Reams 81/2" x 11" white copy paper |
| 24 | Notepads 8"x 4" (White) |
| 24 | Stabilo blue ink pens (m) |
Signed Magella Payne Date 4 April 2016
Figure 1. Requisition form
Using the information in Figure 1, complete the stock control card in Figure 2 to account for the notepads that have been issued. (5 marks)
Item: 8" x 4" Notepads (white) Store Ref: 325 Location: G4
Maximum: 40 Reorder Level: 15 Minimum: 10 Unit:
| Receipts | Issues | Balance | On Order |
|---|---|---|---|
| Date | Inv. No. | Quantity | Req. No. |
| 1 Apr. | |||
| 4 Apr. | |||
| 7 Apr. | J22 |
Figure 2. Stock control card
Because the notepads have been in great demand recently, the maximum stock level was changed to 45. There was another order for 9 notepads also issued on 4 April. Recalculate the balance in stock at 7 April. Show all calculations. (4 marks)
[9 marks]
Using the information in Figure 1, complete the stock control card in Figure 2 to account for the notepads that have been issued.
[5 marks]
Because the notepads have been in great demand recently, the maximum stock level was changed to 45. There was another order for 9 notepads also issued on 4 April. Recalculate the balance in stock at 7 April. Show all calculations.
[4 marks]
State ONE way in which EACH of the following documents may be used in buying and selling transactions:
Insurance certificat
Manifest
[2 marks]
State TWO ways in which bar codes can contribute to inventory management.
[2 marks]
State TWO advantages of using the FIFO (first-in-first-out) inventory method.
[2 marks]
Calculate the value of closing stock at 31 October 2015 using the FIFO method.
[5 marks]