TEST CODE 01237020

FORM TP 2009099 MAY/JUNE 2009

CARIBBEAN EXAMINATIONS COUNCIL

SECONDARY EDUCATION CERTIFICATE
EXAMINATION
OFFICE ADMINISTRATION
Paper 02 - General Proficiency
2 hours

( 29 MAY 2009 (a.m.) )

INSTRUCTIONS TO CANDIDATES

1. This paper consists of EIGHT questions.

2. Answer ALL questions in SECTION I and any TWO questions in SECTION II.

3. Number each answer in your booklet correctly.

4. Begin each answer on a new page.

5. Use the blank form(s) supplied to prepare answers where necessary .

6. The use of a silent non-programmable calculator is allowed.

DO NOT TURN TillS PAGE UNTIL YOU ARE TOLD TO DO SO.

Copyright © 2007 Caribbean Examinations Council ®.
All rights reserved.
01 237020/F 2009
 - 2-

SECTION I

Answer ALL questions in this section.

1. (a) Identify THREE levels of staff that may be employed to run a large industrial complex.
( 3 marks)

(b) Olivia, a word processing clerk, is employed in the Administrative Department of

Technology Plus Inc.

Give TWO tasks she would be expected to perform. ( 2 marks)

(c) List ONE advantage and ONE disadvantage of working in an enclosed office.
( 2 marks)

(d) Assume that you are employed at the Inland Revenue Department. You notice Keno, a
new worker, is often alone. He seems to have difficulty relating to customers, his
supervisor and colleagues. Members of staff are willing to assist him in overcoming
this problem.

(i) Outline TWO actions that should be recommended to Keno to improve

relationships. ( 2 marks)

(ii) State TWO benefits that can be gained from maintaining good relationships
with EACH of the following:

a) Customers
b) Supervisors
c) Colleagues ( 6 marks)

Total 15 marks

2. (a) (i) Give the information that is found in EACH of the following sources:

a) Hansard
b) Post Office Guide
c) Travel Schedule
d) Official Gazette ( 4 marks)

(ii) Name THREE reference materials, other than those mentioned in 2 (a) (i) above,
that are considered useful in the library of a public high school.
( 3 marks)

(b) (i) In your Office Administration class, Jon argues that despite the technological
era, there is still need for courier services.

State THREE points that Jon can use to convince the class that courier services
will be required as long as businesses exist. ( 3 marks)

GO ON TO THE NEXT PAGE

01237020/F 2009
 -3-

(ii) Give ONE reason an international sales representative would find the poste
restante service convenient. ( 1 mark )

(iii) A junior clerk has been assigned to the registry of your firm.

Develop a checklist of THREE procedures for receiving a parcel by post that

can be given to him to assist in performing this duty. ( 4 marks)

Total 15 marks

3. (a) As a receptionist, two of your duties are to

(i) attend to visitors

(ii) receive and file business cards.

For EACH of the above duties, state TWO steps you should take to ensure that the
duties are performed effectively. ( 4 marks)

(b) State THREE attributes that a receptionist should display when introducing visitors.
( 3 marks)

(c) You are Jon Wiles and you need to develop a Reminder System for your Manager, Mrs.
Hilda Coates, who has just returned from an overseas trip. The following activities
have been scheduled between 9:00a.m. and 5:00p.m. on June 01 , 2009.

Conduct regular monthly meeting with officers two hours before lunch.
Meet with secretarial staff two hours before the end of the work day.
Review activities listed in the diary for the day. This will take one hour.
Three-hour working lunch with directors from noon.

Copy the "Things To Do, Reminder System" given below in your answer booklet and
complete it by arranging the activities given in 3 (c) above in order of scheduled time.

Things To Do, Reminder System

N arne: Hilda Coates Date: June 01, 2009

Time Activity

1.

2.

3.

4.
( 8 marks)

Total 15 marks

GO ON TO THE NEXT PAGE

01237020/F 2009
 - 4-

4. (a) Identify FOUR factors that should be taken into account when making hotel reserva-
tions for a company executive. ( 4 marks)

(b) You are required to prepare the travel folder for Mr. Bob Levy who will be travelling to
Barbados, St. Lucia, Antigua and Jamaica during August 20-27, 2009. You have begun
to compile material for his travel folder.

State the information that should be included on the label of the travel folder.
( 3 marks)

(c) You have been chosen by your graduation class of the High Flyers Secondary School
in your country to sit on a panel to discuss the topic, "Requirements of the Work
Environment".

Prepare TWO points for EACH of the following headings that you will address in the
panel discussion.

Differences between school and the workplace

Confidentiality at the workplace
Development of new skills
Desirable attitudes ( 8 marks)

Total 15 marks

GO ON TO THE NEXT PAGE

01237020/F 2009
 -5-

SECTION II

Answer any TWO questions in this section.

5. (a) (i) State FOUR reasons employers should provide for the safety of workers.
( 4 marks)

(ii) The Factories Act requires employers to put in place certain safety, health and
welfare provisions as approved by the Chief Factory Inspector.

State ONE health and ONE welfare provision employers should put in place for
their workers. ( 2 marks)

(b) (i) Copy the cheque below in your answer booklet and prepare and sign a crossed
cheque with today's date and paid to Wil Paymar for the amount of $1 001.50.

Antigua Publishing House 01

Date _ _ _ _ _ __ _ _ __

Pay to the order of _ _ _ _ _ _ _ _ _ _ _ _ __ $ _ _ _ __

Theswmof _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ ___

Citizens ' Bank of Antigua Ltd.

Rose Street Branch

002 003 004

( 6 marks)

(ii) Other than the information represented on the cheque, prepare a set of THREE
guidelines for junior clerks to use when writing a cheque.
( 3 marks)

Total 15 marks

GO ON TO THE NEXT PAGE

01237020/F 2009
 - 6-

6. (a) (i) Define the term 'stock control'. ( 2 marks)

(ii) List FOUR reasons for controlling stock. ( 4 marks)

(b) (i) Your supervisor gave you the following list of items to record on the Stock
Control Card.

50 1L bottles cleaning fluid- order No. 10AI received May 2, 2009

100 1L bottles cleaning fluid- order No. 5B8 received May 28, 2009.

Copy the Stock Control Card given below in your answer booklet and complete
it using the information given in 6 (b) (i) above.

STOCK CONTROL CARD

(Item)

Date Order No. Received Used Total Balance

( 3 marks)

(ii) On the form provided, use the information presented in the table below to
calculate the value of inventory, using the FIFO method of stock valuation.

Record of Transactions
For Period September - December 2008

RECEIPTS/PURCHASES ISSUES

AA Batteries AA Batteries
2008 2008
September 5 10@ $50 October 20 20
October 17 15 @ $60 November 22 12
November 21 12@ $40 -

December 10 12@ $70 -

( 6 marks)

Total 15 marks

GO ON TO THE NEXT PAGE

01237020/F 2009
 - 7-

7. (a) State ONE function of EACH of the following items of equipment used in sales and
marketing.
Answering machine
Calculator
Computer
Risograph ( 4 marks)

(b) Give TWO uses of a Planning Master. ( 2 marks)

(c) Assume you are Jhane Brew who works as a clerk in the Factory Office of Trendy
Garment Ltd. Suzie Crowne is your supervisor and Sam Hugh is the factory manager.
The factory has just completed 50 dozen white, size 12 school blouses.
The following were required to complete the job No. 100.

Material 700 metres white cotton

200 dozen white buttons
150 spools white cotton thread
Labour 4 cutters @ $50.00 for 4 hours
20 stitchers @ $60.00 per hour for 26 hours
4 packers @ $40.00 per hour for 5 hours
Use the form provided to complete Job Card #50. Assume it was prepared by the
factory clerk on August 01 , approved by the supervisor on August 02 and inspected by
the factory manager on August 20. ( 9 marks)

TotallS marks

8. (a) (i) Identify TWO duties, other than the routine office duties, of a clerk in the
Despatch and Transport office. ( 2 marks)

(ii) State TWO responsibilities of a clerk in the Despatch and Transport office.
( 2 marks)
(b) Define the following terms used in Despatch and Transport documents:
Consignee
Freight ( 2 marks)

(c) (i) You are Jay Wray, a clerk employed by the firm KSO Corporation in Lakeville,
Spanish Town, Jamaica. The telephone number for the company is 479-2525.
Your supervisor told you to inform Liz Hector of Bridge Palm Grove, Steer
Town, Hanover, in response to Order No. 25D that her goods will be sent by
truck on June 8, 2009. The order contained 1 000 bags of brown rice, to be
received by Ms. M. Wheatley.
Use the form provided to complete the Advice Note. ( 6 marks)

(ii) What THREE actions should a driver of a transport vehicle take before
delivering goods to customers? ( 3 marks)

TotallS marks
ENDOFTEST

01237020/F 2009
Question No . • • • • • • • • • •
8. (c) (i)
• • • • 0 ••• ••••• • • Candidate No ........ .. ............ .

ADVICE NOTE

Seller: Telephone:

Order No:

Buyer:

Please receive the following on:

Quantity Item Description

Received by:

01237020/F 2009
Question No. . ........ ~· .. (c) .......... . Candidate No. . .................... .

JOB CARD

Job No: Card No: _ _ _ _ _ _ _ __

Date:

Job description:

Material used:

Quantity Description

Workers employed:

Number Type Rate of pay

Time taken to complete job:

Approved by:------------------- Date:

Inspected by: Date:
Prepared by: Date:

01237020/F 2009
:,

6. ( b) (ii) Candidate No ................. . .... .

Question No. 0 0 •• 0. 0 0. 0 • • • • • • • • • • • • • • •

BATTERY SUPPLIES COMPANY

Purchasing Department

Record of Transactions FIFO Method

For Period September- December 2008

Item: AA Batteries

DATE RECEIPTS ISSUES BALANCE VALUE

September 5

October 17

October 20

November 21

November22

December 10

01237020/F 2009