FORM TP 2014095

qb. TEST CODE OI237O2O

MAY/JLINE 2014

CARIBBEAN EXAMINATIONS COUNCIL

CARIBBEAN SECONDARY EDUCÄTION CERTIF'ICATE@
EXAMINÄTION

OFFICE ADMINISTRÄTION

Paper 02 - General Proficiency

2 hours

27 M^Y 2014 (t.m.\

READ THE FOLLOWING INSTRUCTIONS CAREF'ULLY.

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-progranìmable calculator.

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Do Nor ruRN THrs pAGE uNTrL you ARE ToLD To Do so.

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Copyright @ 2013 Caribbean Examinations Council

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All rishts reserved.
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SECTION I
Answer ALL questions in this section.

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

(b) List THREE ways in which communication can flow in an otganizalion. (3 marks)

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

(Ð Thesaurus (1 mark)

(iÐ Maps (l mark)

(iiÐ Post office guide (1 mark)

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

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
ofûce 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 inthe Sunday Herald. (7 marks)

Total 15 marks

GO ON TO THE NEXT PAGE

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

(b) State TWO factors thatare 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 l7 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 ofñcio'member. Explain Ed's
statement. (2 marks)

(d) (Ð 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 anagenda Greeting/welcoming staff
Maintainins focus

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

(iÐ 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 thatAntigua
shares the same time zone as Barbados, Jamaica is one hour behind Barbados while
England is five hours ahead of Barbados. If it is 5:30 p.m. in Barbados, what time
will it be on the 24-hov clock in the followins countries?

a) Antigua (1mark)

b) Jamaica (l mark)

c) England (1 mark)

Total 15 marks

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SECTION II
Answer any THREE questions in this section.

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

(iÐ 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 confldential by the human resourceclerk. (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
StAndrew

APPRAISAL

Employee: Ann Wisdom Department: HR Supervisor: Oliver Hugh

Date of Hirez 2Jan.2013 Date of LastReview: 29March2073 Date of Review: 29 June 2013

Rating System:

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

Description RatÍng Comment

Quality of work I
Quantity of work 2
a
Attendance J A
Team spirit 4

Organizational skills 1

Job knowledge/expertise 2

Attitude 2

Overall Perþrmance Rating: B-

Areas of Strength: _C

Areas that need Improvement: _ D

S upervisor's signature : _8. Date: _F.

1[
Employee's signature G Date: H
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(Ð FoTEACH ofthe sections labelledA, B, C, D, E, F, G andH, write the likelyresponses
in your answer booklet which could complete the performance appraisal for Ann
Wisdom. (6 marks)

(iÐ 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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s. (a) State TWO functions of the Procurement and Inventory Management Office. (2 marks)

(b) Explain the difference between a 'standing ordet' 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 PayAmount ($)

1. Sasha Thomas 2 0t0.25

2. Rajesh Maraj 2 400.75

3. Karla Burns 3 005.15

4. Paul Deans 1 490.30

On the forms provided as inserts:

(Ð 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)

(iÐ 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

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6. (a) State TWO factors that can influence 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. Identifi. TWO duties of the clerk in EACH of the following offices:

(Ð Sales (2 marks)

(iÐ Marketing (2 marks)

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

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

Total 15 marks

n (a) State TWO functions of EACH of the followins offi.ces:

(Ð Operations (2 marks)

(iÐ Despatch (2 marks)

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

(Ð Destination sheet (l mark)

(iÐ Advice note (1 mark)

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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
Greenfield
St Vincent 23 Jlur¡'e 2014

Please supply the following: COD

QUANTITY DESCRIPTION UNIT PRICB

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

10 boxes Men's polo (green and brown) $2s0.00
5 boxes Boys'polo (white onlY) $100.00
10 boxes Girls'polo (pink and PurPle) s120.00

Order carries a Ií%VN| 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 F'INISH BEF'ORE TIME IS CALLED, CHECK YOUR WORJ( ON THIS TEST.

012370201F 2014
 TEST CODE OI237O2O
FORM TP 2014095 eb. MAY/JUNE 2014

CARIBBEAN EXAMINATIONS COUNCIL

CARIBBEAN SECONDARY EDUCATION CERTIFICÄTE@
EXAMINÄTION

OFFICE ADMINISTRÄTION

Paper 02 - General Proficiency

euestion No. ....1.(:)..(l)....... Candidate No.

CURRENCY MEMORANDUM

NOTES COINS TOTAL

Name
$1 000 $500 $100 $s0 $20 $10 $s .50 )1 .10 .05 $

1. Sasha
Thomas

2. Rajesh
Maraj

3. Karla
Burns

4. Paul
Deans

TOTAL

TO BE ÄTTACHED TO YOURANSWER BOOKLET

0t237020tF 20t4
 TEST CODE OI237O2O
FORM TP 2014095 %. MAY/JLINE 2014

CARIBBEAN EXAMINATIONS COUNCIL

CARIBBEAN SECONDARY EDUCATION CERTIFICATE@
EXAMINATION

OFFICE ADMINISTRATION

Paper 02 - General Proficiency

Candidate No.

CASH SUMMARY

NATIONAL COMMERCIAL BANK

KING STREET
KINGSTON

x 1000

500

100

50

20

10

5:
.50

.25

.10

.05

TOTALAMOLINT $

TO BE ATTACHED TO YOUR ANSWER BOOKLET

0t237020ß 2014
FORM TP 20L 4095
qb. TEST CODE OT237O2O
MAY/JUNE 2014

CARIBBEAN EXAMINATIONS COUNCIL

CARIBBEAN SECONDARY EDUCATION CERTIFICÄTE@
EXAMINATION

OFFICE ADMINISTRATION

Paper 02 - General Proficiency

euestion No. ....9.(:).f:)....... Candidate No.

STOCK CARI)

DATE RECEIVED ISSUED BALANCE

1 June 5 boxes
2012 containing
100 per box

4 June 6 boxes containing 100

2012 per box - flnvoice # 391]
Supplier - Taylor &
Tavlor Ltd.

5 June 4 boxes containing 100 per box

2012 Issued to the Accounts Department
fRequisition # 219]

7 June 3 boxes containing 100 per box

20t2 Issued to the Human Resource Deparlment
fRequisition #220]

l0 June 2 boxes containing 100 per box

20t2 Issued to Sales Office
fRequisition # 22Il

14 June 1 boxes containing 100 per box

2012 Issued to Sales Department
fRequisition #223)

June Closing balance (last day of the month)

2013

TO BE ÄTTACHED TO YOURANSWER BOOKLET

01237020/F 20t4
 TEST CODE OI237O2O
FORM TP 2014095 %. MAY/JUNE 2014

CARIBBEAN EXAMINATIONS COUNCIL

CARIBBEAN SECONDARY EDUCÄTION CERTIFICATE@
EXAMINÄTION

OFFICE ADMINISTRATION

Paper 02 - General Proficiency

QuestionNo. ......1.f.:) Candidate No,

INVOICE

Invoice To: From:

Date: Invoice No.:

QUANTITY DESCRIPTION UNIT PRICE TOTAL

TO BE ÄTTACHBD TO YOURANSWER BOOKLET

01237020tF 2014