TEST CODE 01237020

FORM TP 2014095 MAY/JUNE 2014

CARIBBEAN E XAM I NAT I O N S COUNCIL

CARIBBEAN SECONDARY EDUCATION CERTIFICATE®

EXAMINATION

OFFICE ADMINISTRATION

Paper 02 – General Proficiency

2 hours

27 MAY 2014 (a.m.)

READ THE FOLLOWING INSTRUCTIONS CAREFULLY.

1. This paper consists of SEVEN questions: THREE in SECTION I and FOUR in

SECTION II.

2. Answer ALL THREE questions in SECTION I and any THREE questions in

SECTION II.

3. Begin each answer on a new page in your answer booklet.

4. Number each answer correctly.

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

6. You may use a silent, non-programmable calculator.

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

Copyright © 2013 Caribbean Examinations Council

All rights reserved.
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SECTION I

Answer ALL questions in this section.

1. (a) Name TWO channels of oral communication. (2 marks)

(b) List THREE ways in which communication can flo in an organization. (3 marks)

(c) State the information that is obtained from EACH of the following reference sources:

(i) Thesaurus (1 mark)

(ii) Maps (1 mark)

(iii) Post offic guide (1 mark)

(d) Superior Software Company Ltd of 20 Westmore Crescent, St Johns, Antigua, requires a
clerical assistant immediately.

As the senior clerk, you are given the following information to draft an advertisement for the
Sunday Herald.

• Interested persons may submit résumé on or before 31 May 2014, via email to
www.supesoftco.com, or by mail to: PO Box 101, 20 Westmore Crescent, St Johns,
ANTIGUA.

• We need an energetic, organized and technically-oriented person to perform general

offic duties, word processing and spreadsheet software applications.

• Knowledge of basic accounts and a foreign language are necessary.

• Competence in oral and audio-visual communication would be an asset.

Draft the advertisement in your answer booklet, organizing it in an appropriate format, for
insertion in the Sunday Herald. (7 marks)

Total 15 marks

GO ON TO THE NEXT PAGE

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2. (a) List THREE statutory provisions which are designed for employee protection at the
workplace. (3 marks)

(b) State TWO factors that are used to determine the period for retaining records in the office
(2 marks)

(c) List TWO duties of a records management clerk. (2 marks)

(d) Assume you are Collie Narine who resides at 17 Main Street, Santa Cruz, Trinidad. For the
past two years you have been working at Raja’s Auto Supplies Company at 8 Main Street in
Santa Cruz, Trinidad, as an accounting clerk. During the last couple of months, you have
applied to the University of the West Indies, Mona, Kingston, Jamaica, to pursue a degree
programme in Business Management. You have been accepted to begin your studies in
September. Write the letter of resignation you would send to your employer. (8 marks)

Total 15 marks

3. (a) State the meaning and function of a ‘tickler reminder system’. (2 marks)

(b) List THREE duties that a receptionist is required to perform on a daily basis. (3 marks)

(c) Ed Browne says he is attending the board meeting as an ‘ex officio member. Explain Ed’s
statement. (2 marks)

(d) (i) As a new employee in your organization, you notice that attendance at the monthly
departmental meetings has been decreasing. You suggest to your supervisor that the
following points can help to improve attendance:

• Being on time • Being prepared

• Having an agenda • Greeting/welcoming staff
• Maintaining focus

State how EACH of the points listed above could contribute to a successful meeting.
(5 marks)

(ii) Assume that you are a resident of Barbados and that you intend to travel to Antigua,
Jamaica and England during your upcoming vacation. You are informed that Antigua
shares the same time zone as Barbados, Jamaica is one hour behind Barbados while
England is fiv hours ahead of Barbados. If it is 5:30 p.m. in Barbados, what time
will it be on the 24-hour clock in the following countries?

a) Antigua (1 mark)

b) Jamaica (1 mark)

c) England (1 mark)

Total 15 marks

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SECTION II

Answer any THREE questions in this section.

4. (a) (i) List TWO specialized functions, other than maintaining confidentialit , which are
performed by the human resource clerk. (2 marks)

(ii) In the conduct of regular duties, the human resource clerk will have to ‘keep
information confidential’ Give TWO types of employee information that must be
kept confidentia by the human resource clerk. (2 marks)

(b) Explain the importance of any TWO of the following concepts to the success of a business
entity:

• Collection of accounts
• Credit control
• Audit (2 marks)

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(c) The following represents an appraisal for Ann Wisdom, who is employed in the Human
Resource Department at Superior Stationery Ltd, 6 Hope Avenue, St. Andrew.

Superior Stationery Ltd

6 Hope Avenue
St Andrew

APPRAISAL

Employee: Ann Wisdom Department: HR Supervisor: Oliver Hugh

Date of Hire: 2 Jan. 2013 Date of Last Review: 29 March 2013 Date of Review: 29 June 2013

Rating System:

4 = Excellent 3 = Good 2 = Satisfactory 1 = Needs Improvement

Description Rating Comment

Quality of work 1
Quantity of work 2
Attendance 3 A
Team spirit 4
Organizational skills 1
Job knowledge/expertise 2
Attitude 2

Overall Performance Rating: __________B________________________________________________

Areas of Strength: ___________________C________________________________________________

Areas that need Improvement: ________D_________________________________________________

Supervisor’s signature: _______________E_______________ Date: _____________F_____________

Employee’s signature _______________G_______________ Date: _____________H______________

(i) For EACH of the sections labelled A, B, C, D, E, F, G and H, write the likely responses
in your answer booklet which could complete the performance appraisal for Ann
Wisdom. (6 marks)

(ii) State THREE ways in which an appraisal serves as an effective tool in managing the
performance of an employee whose appraisal results are unsatisfactory. (3 marks)

Total 15 marks
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5. (a) State TWO functions of the Procurement and Inventory Management Office. (2 marks)

(b) Explain the difference between a ‘standing order’ and a ‘letter of credit’. (4 marks)

(c) Assume you are the payroll clerk at Bujmars and Associates Ltd and that you are responsible
for preparing cash pay packets for weekly paid employees. In order for you to prepare the pay
packets, you must have the correct denominations. On the week ending Friday 30 May 2014,
the pay packets for weekly employees are as follows:

Name Net Pay Amount ($)

1. Sasha Thomas 2 010.25

2. Rajesh Maraj 2 400.75

3. Karla Burns 3 005.15

4. Paul Deans 1 490.30

On the forms provided as inserts:

(i) Prepare a Currency Memorandum for the employees by giving the highest currency at
all times possible. You must ensure that EACH employee gets at least ONE $500.00
note. (6 marks)

(ii) Prepare a Cash Summary for the National Commercial Bank at King Street,
Kingstown, for the amount to be paid to the employees. (3 marks)

Total 15 marks

GO ON TO THE NEXT PAGE

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6. (a) State TWO factors that can influenc the procedures for purchasing goods and acquiring
services in the Procurement and Inventory Management Office. (2 marks)

(b) The Marketing, Sales and Customer Service Department is responsible for various duties in
the organization. Identify TWO duties of the clerk in EACH of the following offices

(i) Sales (2 marks)

(ii) Marketing (2 marks)

(c) (i) Use the form, given as an insert, to calculate and complete the stock card for Glow
Head Phones at AAA Company Ltd. (7 marks)

(ii)
Your company has decided to change from a manual recording system of stock control
to an electronic method. Most staff members are resisting this change. Outline TWO
ways in which the electronic method of stock control can benefi your organization.
(2 marks)

Total 15 marks

7. (a) State TWO functions of EACH of the following offices:

(i) Operations (2 marks)

(ii) Despatch (2 marks)

(b) Listed below are two documents used in the Operations, Despatch and Transport Department.
State the purpose of EACH document:

(i) Destination sheet (1 mark)

(ii) Advice note (1 mark)

GO ON TO THE NEXT PAGE

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(c) TMBT Enterprises is a newly established wholesale company which specializes in

manufacturing and exporting trendy men, women and children’s polo shirts globally. Frank
and James Enterprises, Port of Spain, Trinidad, issued the following order two weeks ago.

ORDER

TO: TMBT Enterprises

High Street
Greenfiel
St Vincent 23 June 2014

Please supply the following: COD

QUANTITY DESCRIPTION UNIT PRICE

20 boxes Ladies’ polo (black and red) $210.00

10 boxes Men’s polo (green and brown) $250.00
5 boxes Boys’ polo (white only) $100.00
10 boxes Girls’ polo (pink and purple) $120.00

Order carries a 15% VAT charge on the subtotal

The goods are ready for shipment. Terms and conditions are stipulated as cash on delivery and
errors and omissions excepted.

Use the form, provided as an insert, to calculate and write the required information on
Invoice #7. Use today’s date. (9 marks)

Total 15 marks

END OF TEST

IF YOU FINISH BEFORE TIME IS CALLED, CHECK YOUR WORK ON THIS TEST.

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 TEST CODE 01237020
FORM TP 2014095 MAY/JUNE 2014

CARIBBEAN E XAM I NAT I O N S COUNCIL

CARIBBEAN SECONDARY EDUCATION CERTIFICATE®

EXAMINATION

OFFICE ADMINISTRATION

Paper 02 – General Proficiency

Question No. 5 (c) (i)

....................... Candidate No. ............................................................

CURRENCY MEMORANDUM

NOTES COINS TOTAL

Name
$1 000 $500 $100 $50 $20 $10 $5 .50 .25 .10 .05 $

1. Sasha
Thomas

2. Rajesh
Maraj

3. Karla
Burns

4. Paul
Deans

TOTAL

TO BE ATTACHED TO YOUR ANSWER BOOKLET

01237020/F 2014
 TEST CODE 01237020
FORM TP 2014095 MAY/JUNE 2014

CARIBBEAN E XAM I NAT I O N S COUNCIL

CARIBBEAN SECONDARY EDUCATION CERTIFICATE®

EXAMINATION

OFFICE ADMINISTRATION

Paper 02 – General Proficiency

Question No. 5 (c) (ii)

....................... Candidate No. ............................................................

CASH SUMMARY

NATIONAL COMMERCIAL BANK

KING STREET
KINGSTON

____________ × 1000 = ____________

____________ × 500 = ____________

____________ × 100 = ____________

____________ × 50 = ____________

____________ × 20 = ____________

____________ × 10 = ____________

____________ × 5 = ____________

____________ × .50 = ____________

____________ × .25 = ____________

____________ × .10 = ____________

____________ × .05 = ____________

TOTAL AMOUNT $

TO BE ATTACHED TO YOUR ANSWER BOOKLET

01237020/F 2014
 TEST CODE 01237020
FORM TP 2014095 MAY/JUNE 2014

CARIBBEAN E XAM I NAT I O N S COUNCIL

CARIBBEAN SECONDARY EDUCATION CERTIFICATE®

EXAMINATION

OFFICE ADMINISTRATION

Paper 02 – General Proficiency

Question No. 6 (c) (i)

....................... Candidate No. ............................................................

STOCK CARD

DATE RECEIVED ISSUED BALANCE

1 June 5 boxes
2012 containing
100 per box

4 June 6 boxes containing 100

2012 per box – [Invoice # 391]
Supplier – Taylor &
Taylor Ltd.

5 June 4 boxes containing 100 per box

2012 Issued to the Accounts Department
[Requisition # 219]

7 June 3 boxes containing 100 per box

2012 Issued to the Human Resource Department
[Requisition # 220]

10 June 2 boxes containing 100 per box

2012 Issued to Sales Offic
[Requisition # 221]

14 June 1 boxes containing 100 per box

2012 Issued to Sales Department
[Requisition # 223]

___ June Closing balance (last day of the month)

2013

TO BE ATTACHED TO YOUR ANSWER BOOKLET

01237020/F 2014
 TEST CODE 01237020
FORM TP 2014095 MAY/JUNE 2014

CARIBBEAN E XAM I NAT I O N S COUNCIL

CARIBBEAN SECONDARY EDUCATION CERTIFICATE®

EXAMINATION

OFFICE ADMINISTRATION

Paper 02 – General Proficiency

Question No. 7 (c)

....................... Candidate No. ............................................................

INVOICE

Invoice To: ____________________________ From: ___________________________

____________________________ ___________________________

____________________________ ___________________________

Date: ____________________________ Invoice No.: ___________________________

QUANTITY DESCRIPTION UNIT PRICE TOTAL

TO BE ATTACHED TO YOUR ANSWER BOOKLET

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