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WorksheetsOFFICE ADMINISTRATION 5 FORM
Total questions: 60
Worksheet time: 30mins
Employees in a large organisation are MOST likely to have
very close supervision
limited career prospects
a high degree of specialization
direct contact with management
An application for the position of despatch clerk was addressed to a company. To whom should the mail clerk forward this application ?
Shipping supervisor
Marketing manager
Administration officer
Human resource manager
The term 'span of control' refers to the
manager's influence, right or power to perform a particular task
system of grading management and subordinates on different levels
lines of communication between the manage and his/her subordinates
maximum number of subordinates the manager can supervise efficiently
You are the clerk in a small organisation and you are accountable to your supervisor who is the secretary . You feel that some improvements can be made in the filing system. Which of the following would be the most appropriate step for you to take?
Discuss your ideas with a colleague.
Discuss your ideas with the secretary.
Make the changes you feel is necessary.
Continue with the old system until you are asked for an opinion.
In which of the following situations would the relationship between employees be described as 'vertical'?
One is senior to the other.
Each has a similar status in the firm.
One job is more important than the other.
One has been employed longer than the other.
The MAJOR difference between an operated-assisted call and a direct call is
the timing of the call
the additional fee charged
having to pay immediately
monitoring by the operator
A caller to a business asked to speak to a manager only. What type of call should the operator make?
House
Personal
Conference
Person-to-person
Which of the following is NOT an example of a fringe benefit?
Training opportunity
Holiday arrangement
Use of company vehicle
Promotional opportunity
Which of the following services would be offered to customers who have fixed deposits accounts at a commercial bank?
Permission to write cheques on the accounts
Withdrawals on demand with interest earned
Higher interest rate than that offered on saving accounts
Which of the following guidelines should be followed by the interviewee during a job interview?
Be pleasant and alert
Be confident when answering questions.
Maintain minimal eye contact with the interviewer
Which of the following would be MOST suitable for storing inactive soft copies of files?
Storage box
Accordion folder
Suspension folder
External hard drive
Which of the following can be used as a reminder system in an organisation?
Appointment books
Tickler files
Diaries
What is the correct order in which the following headings should appear in the minutes of a meeting?
Minutes of last meeting
Apologies for absence
Matters arising from minutes
Your employer wishes to hold a meeting in the staff room on 18 June at 8;00 a.m. Which of the following documents should be prepared and distributed prior to the meeting?
Motion
Recommendations
Notice and agenda
Apologies for absence
One of the MOST important functions of the Human resource department is
introducing new employees
receiving visitors to the firm
ensuring proper communication
attending to the welfare of employees
In which of the following situations is cross-referencing NOT needed?
The name of a supplier is changed.
A female customer has a name change through marriage
A document is to placed under a special name for easy retrieval.
A piece of correspondence relates to more than one name.
A clerk was asked to make 900 copies of a document. The MINIMUM quantity of paper she should request to complete the task is
2 reams
2 quires
3 quires
3 reams
An executive is on a business trip in another Caribbean territory and urgently requires additional money. The BEST way to send money to him/her is by
electronic money transfer
international bank draft
credit transfer
debit transfer
Credit cards are used instead of cash when travelling abroad because they
have a greater value than cash
offer greater security than cash
are preferred to cash in foreign countries
give the traveler a high status rating in the foreign country
Files which are no longer in use and placed in storage are referred to as
stored
indexed
archived
reserved
In a meeting, the role of a proxy is to
present the agenda
put forward motions
act on behalf of an absent member
collect votes from all in attendance
At the annual general meeting of Verona Enterprises, an equal number of votes were cast for and against a motion. What action should the chairperson take to break the tie?
Exercise casting the vote
Ask the members to vote again
Adjourn the meeting to another date
Ask the members to ratify the motion
The chairperson's role in a meeting is to
control the discussions and guide members
make notes of the discussion as it takes place
ensure all members are given an opportunity
An unsolicited letter of application may be written when
a company advertises for a vacancy
a company's application form is made available
An application is sent enquiring about a vacancy
An application is sent in response to an advertisement
Which document used in shipping is both a contract for carriage and a document of title?
Airway bill
Bill of lading
Custom forms
Export licence
The Human resource clerk has been asked to review a list of jobs applicants and to select those who meet the necessary requirements for the job. This process is referred to as
elimination
shortlisting
downsizing
interviewing
At the beginning of the year, a firm employs 50 persons. During the year, ten of these persons leave the firm. Which of the following represents the labour turnover?
5%
10%
20%
25%
The use of perpetual inventory system in a large department store enables
goods that were purchased first to be sold first
goods that were purchased last to be sold first
the sale of goods on a person-to-person basis
the calculation of stock levels and values at specific intervals
What is the term given to describe a cheque dated ahead of time?
Crossed
Certified
Postdated
Stale-dated
What is the first step that a businessman should take if his cash book and bank statement show a difference of $20?
inform the bank that an error has been made in his account.
Reconcile his bank statement with his cash book.
Regard the $20 as interest on his current account.
Write a cheque for $20 to balance his statement with the bank.
The term 'imprest ' refers to
a special sum in the bank
money set aside for petty cash purposes
a fixed amount of money budgeted by a cabinet
a fixed amount of money used for bulk purchases
Which of the following would have a MAJOR effect on labour turnover?
Appraisal report
Staff development
working conditions
Terms of employment
The science o f fitting the workplace to meet the needs of employees is known as
ergonomics
networking
telecommuting
social responsibility
In a cash book, all monies received are indicated as a
deposit
deduction
credit entry
debit entry
Which of the following BEST describes the purpose of the petty cash fund?
To reduce clerical work
To store cash efficiently
For prevention of theft by employees
For making small payments conveniently
The term 'cross-referencing' refers to documents that are filed
as misplaced
as miscellaneous
under the same heading
under different headings
Which of the following is NOT always a requirement of a letter of application?
It should be typed.
The grammar used should be correct.
It should request an opportunity for an interview.
It should indicate the position for which the person is applying
A large office space with many employees working in the same area is referred to as
cellular
enclosed
extended
open-plan
1500 HOURS .. THE TIME DISPLAYED IS
3.00 a.m.
3.00 p.m.
5.00 a.m.
5.00 p.m.
A printed pamphlet which describes goods for sale is called a
leaflet
pricelist
catalogue
sales enquiry
which of the following cards is LEAST likely to be used in the factory office?
Bin
Job
Cost
Time
Which of the following types of office layout is BEST suited for maintaining privacy in the office?
Virtual
Locked
Cellular
Open-plan
'In response to your advertisement in the Trinidad Express dated 4th February 2017, I hereby apply for the position of clerk in your firm'
In which of the following types of letters are you MOST likely to find the above extract?
Solicited
Follow-up
Unsolicited
Acknowledgement
Which of the following is an optional section in a resume?
Education
Contact information
List of academic awards
Skills and work experience
XYZ Construction has 1 branches and 3000 customers across the Caribbean. The MOST appropriate records management classification system for XYZ Construction to use is
subject
numerical
alphabetical
geographical
A records management clerk should file documents for Mary Hickson-Smith as
Smith, Mary
Hickson, Mary
Smith-Hickson, Mary
Hickson-Smith, Mary
The privilege an individual has to view his personal data is referred to as
right to access
secrecy provision
breach of confidence
defamation of character
An advantage of centralized filing is that
it takes less time to retrieved files
more space and equipment are required
all records are stored and managed in one place
all records are stored and managed in each department
What is the name given to a cheque dated ahead of time?
Crossed
Certified
Post-dated
Stale-dated
Letters of credit may be used by a traveller when
enough cash is not available
travellers cheque is not available
payments are made for small amounts
large sums of money are needed abroad
The chain of command within an organization can be shown on a /an;
organization chart
matrix
line graph
office layout
The type of organizational structure most suited for creating project teams is the ;
line
matrix
line and staff
functional
Which of the following pieces of information would you expect to hear on an answering machine?
firm's name
time
date
receptionist's name
Which of the following should be included on a memo?
salutation
telephone number
date of communication
complimentary close
How long does it normally take for the interviewer to determine whether you are a good match for the company?
30 minutes
20 minutes
5 minutes
at the conclusion of the interview
What should you NOT do to prepare for an interview?
Research the company
Learn the company's concerns and challenges
Practise top interview questions and answers
Memorise key answers to interview questions
A record retention schedule specifies:
the time of collection of dead files
the period of time for which a record should be kept before destruction
the time for retrieval of active files
the period of time
The systematic control of records from their creation to final disposal is called:
records life cycle
indexing
microfilm
document preparation
'Goodwill' refers to:
the goods received note
products manufactured by the firm
the positive relationship between a business and its customers
tangible assets owned by a business.
What does the abbreviation 'ETA' mean?
European Travel Agency
Estimated Time of Arrival
Estimated Travel Agency
Electronic Travel Agenda
