CSEC Office Administration Paper 2 May/June 2025 - Free CXC Past Paper with Answers

State THREE reasons why possessing effective communication skills is important for an individual seeking employment in today's competitive job market.

One of the duties of an information records clerk is to manage a company's records.

Outline TWO ways in which the use of technology can help the clerk to complete this duty efficiently.

AXY Corporation employed a new records management clerk to help with the alphabetical filing system in the general office. As part of the orientation exercise, the recruit was asked to index the relevant information from the records listed below.

• Letter referenced 0234 was received from Jones and Brain Associates Ltd on 14 April 2024 concerning outstanding payments. This correspondence is in the pending folder and needs to be filed.
• Dr Ariel C. P. Peters recently got married and now signs Joseph instead of Peters.
• The 9th Street Theatre Club invoices were received three weeks ago and needs to be filed.
• The law firm Mathews and Johnson Associates' letter of contract with the company is released by management for filing.

Use the information to complete the index card below.

A large international corporation that has operations across multiple continents handles various documents, including invoices, shipping documents and correspondence, all related to different countries and regions. The records management clerk is considering changing from an alphabetical filing system to a geographical filing system.

Outline TWO reasons why changing to a geographical filing system would benefit the corporation.

State TWO types of informal meetings that may be held in a business organization.

State THREE advantages of preparing minutes for a meeting.

The Human Resources Manager (HRM) of Lately Fries Ltd has made some critical changes to the employment policies. The changes, which relate to staff salaries and how they are calculated (a complicated process for some staff), must be shared with the employees in other departments. The HRM is deciding how best to communicate this information and has narrowed it down to the monthly bulletin or a meeting with the staff.

Outline TWO reasons why the HRM should convene a face-to-face meeting to share the information instead of using the monthly bulletin.

State TWO activities that should take place in preparation for the meeting.

The management team at Lately Fries Ltd has started the preparation for the company's annual general meeting (AGM). The record indicated that some important committee members who agreed with their plans for expansion would not be available in person but were willing to vote by proxy. They decided to move a motion to allow proxy voting.

Explain TWO reasons why the management team decided to move a motion to allow proxy voting.

Mr Allan Forbes, marketing manager of Helen International, will be travelling overseas on a business trip next month.

Suggest FOUR pieces of information which should be included in an email about hotel reservations made on his behalf.

State TWO benefits of paying for Mr Forbes' hotel accommodation by credit card.

The workers of Dews Manufacturing Corporation have raised numerous concerns about the poor and unsafe conditions they work in daily. However, nothing has been done by management to address their concerns. The workers eventually called a meeting with their union representatives, where it was reported that workers have had numerous discussions with the human resource manager regarding the company's violations of the OSHA Act. One of the violations of the Act that has affected workers severely is working with hazardous and malfunctioning equipment to complete tasks.

Assuming you are the union representative, Ms Pat James ([email protected]), write an email to Mr Tony Greene ([email protected]), human resource manager of Dews Corporation. Include the following in your email.

• A statement on the meeting held with workers and union representatives.
• An outline of ONE way in which the identified violation can affect workers' safety and well-being.
• An outline of ONE measure to address the problem in accordance with OSHA standards.

The presence and proper use of personal protective equipment and safety tools are essential for protecting workers and the integrity of a construction project.

In the table below, suggest ONE reason why it is important to use the following displayed items in the operations department.

Identify TWO duties of a clerk in the accounts office.

Outline the procedure for making payments through the bank using EACH of the following methods.

Standing order

Credit transfer

Employees at PQR Enterprise Limited are paid weekly. Regular overtime is paid to employees at the rate of $10 per hour. Work done on public holidays is paid at double the overtime rate. National insurance (NIS) is deducted at 2% of basic pay and union dues are $12 per week.

During the week ending 25 April 2025, overtime hours were as follows.

Use the information given to complete the payroll sheet for week ending 25 April 2025.

PAYROLL

You were recently employed as a clerk in the purchasing department at ABC Company. Other than preparing or processing purchase requisitions, state TWO duties that you are required to perform.

Outline TWO functions of the marketing office.

On Thursday 8 May, Mrs Janice Raven was asked to send Purchase Requisition #P5005 to the purchasing officer. Authorization was given for 30 reams of A4 copy paper, 18 reams of legal size paper and one laminator.

Since the items are needed by the first business day of the next week, the stores supervisor, Mr Jonas Brown, had to authorize the requisition the following day. Carib Stationeries is the company's supplier for all stationery and office equipment. Supplies Ltd provides all other equipment.

Use the purchase requisition below to enter the relevant information.

Purchase Requisition

To: Req. No: Date:

Please supply the following items.

Date Required Requested by Date Authorized Authorized by