CSEC Office Administration Paper 2 May/June 2026 - Free CXC Past Paper with Answers

State ONE reason for using formal communication in the office when communicating important information.

Outline ONE task undertaken by EACH of the following persons at a meeting.

Treasurer

Proxy

Ex-officio member

Mr Aaron Blake, chairman of District Preparatory School, called an emergency board meeting on 20 April 2026 to discuss purchasing a new school bus. Figure 1 shows the notes taken by the secretary, Ms Sasha Kay Johnson.

Using the notes taken by the secretary of the school board, prepare the minutes of the meeting.

Meeting Notes

Date: 20 April 2026 Time: 3:00 p.m. Location: School Conference Room

Key jottings:

• Called to order — Mr Blake — 3:00 p.m. — Adjournment 3:20 p.m.
• Motion to suspend reading and correction of previous minutes by secretary, seconded — Ms Rheanna Taylor, vote taken, passed unanimously.
• Discussion on purchasing a new school bus commenced. Mr Blake emphasized the need for safe and reliable transportation for students.
• Motion moved by Dr Nathan Grant to purchase bus but not exceeding $85 000. Seconded — Mr Daniel Edwards.
• Vote taken: Unanimous approval to purchase the school bus.

Figure 1. Notes taken by secretary

State ONE activity the human resource office is likely to carry out while performing each of the following functions.

Induction

Staff welfare

Deployment

An incomplete flight departure and arrival schedule is shown below.

Complete the table by inserting the correct times for each flight.

The following extract is taken from a job vacancy advertisement published in the local Sundown newspaper. Review the extract and then prepare a job application letter for the advertised vacancy.

Job Vacancy

Caribbean Business Solutions Ltd 14 Business Street Newport

We are a dynamic business committed to innovation, teamwork, and exceptional customer service. We value teamwork, leadership skills, and opportunities for young people to grow professionally.

Available Position: Human Resource Assistant

Salary: $3500 per month

The successful candidate should possess a high school diploma or its equivalent and be able to manage employee records, assist in recruitment and support the team with day-to-day administrative tasks.

Applicants should include two skills that make them ideal for the position. All applications should be addressed to the human resource director, Mr Jimmy Johnson, and submitted no later than Friday, 10 July 2026.

"At Caribsol, service is everything."

The accounts office is responsible for various tasks which are essential for financial management.

State TWO types of bank accounts that the accounts office typically manages.

Apart from managing bank accounts, state TWO additional responsibilities carried out by the accounts office that support effective financial management.

Identify TWO key services that insurance companies can provide to businesses.

On 1 May 2026, the accounts clerk of TechMax Company Ltd replenished the petty cash imprest, restoring it to $500. During the month, the following expenses were paid using petty cash funds.

• On 5 May, Voucher #7 was received for the purchase of office stationery that cost $50.
• On 9 May, Voucher #9 was presented for the purchase of coffee supplies amounting to $25; Voucher #8 was also presented for cleaning supplies that cost $60.
• On 13 May, Voucher #10 was received for taxi fares amounting to $50.
• On 14 May, three reams of typing paper were purchased @$15 per ream (Voucher #11).
• On 17 May, Voucher #12 was presented for the postage of courier mail in the amount of $45.

Use the information listed above to complete the petty cash page for the month of May 2026, to include EACH of the following o Balance at the end of the month o Amount required to replenish the petty cash fund

List THREE key attributes that a purchasing clerk should possess in order to effectively maintain strong relationships with suppliers.

The marketing department of the ABC Group of Companies is planning its annual charity gala to raise funds for the children's hospital. The corporate secretary is responsible for coordinating and sourcing sponsorship for the upcoming annual event.

Suggest THREE strategies that can be used to attract reliable sponsors to support the event.

As part of the preparations for the annual charity gala, the senior marketing manager of the ABC Group of Companies has requested that the marketing clerk advertise the event which will be held on Saturday 21 June 2026 at the Blue Moon Hotel, Sandy Bay. Riverdale. Details of the event are listed below.

• Dress: Formal
• The event will commence at 7:00 p.m. and end at 11:00 p.m.
• Tagline of event: "Join us in making a difference."
• Include the name of the hosting company and the purpose of the event.
• Cost of event: US$100 per person.

In the space provided below, create a flyer to advertise the event. No graphics are required.

Identify TWO incentives that a large manufacturing company may offer its customers to encourage bulk purchases.

Suggest TWO ways in which a company could benefit from offering incentives to its customers.

Papers and Things Manufacturing Company recently employed a new junior dispatch clerk. State TWO duties the junior dispatch clerk will perform in that department.

Agape Manufacturing Ltd has notified the purchasing manager of WYX Stationery Bookstore, 671 High Street, that Order #345 will be ready for dispatch in three business days. Details of the order are listed below.

• Three black office chairs @ $150 per chair
• Two oak finished office desks @ $300 each
• One horizontal filing cabinet @ $320

Use the information provided to complete the advice note on page 19.