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WorksheetsOffice Administration In-class Test
Total questions: 50
Worksheet time: 52mins
A follow-up letter is normally prepared in all of the following situations except:
resignation from a job
no reply received to application
acceptance of job
non-acceptance of job.
What should you do before an interview?
Find out more about the company or school
Inform your referees that they will be contacted by the company or school
Write a thank you email to the interviewer and explain why you think they should hire you
It is important to dress appropriately for an interview. Which of the following is the appropriate grooming and attire for men for an interview? (Select 3 options)
Tie
polo tee
long sleeved shirt
sandals
business pants
Gestures, posture and eye contact are considered to be_______________.
not important
social skills
body language
soft skills
Practice before you go on an interview.
True
False
What 2 items should be included in the first paragraph of a cover letter?
education
the specific job that you are applying for
your first and last name
where you heard of the job
your job history
What part of the cover letter contains the greeting?
Heading
Introduction
Body
Closing
References are:
People that can verify your work experience
People that like you
Family members
Close Friends
Select the purposes of a follow-up letter.
Informing the organisation of your continuing serious interest
To showcase your writing skills
Giving you the opportunity to highlight your qualifications
To waist the employer's time
I would be very grateful if you could let me know the status of my application. (you could also offer to resend the information that you sent previously.This is the closing paragraph of which type of letter?
Letter of acknowledgement
Acceptance letter
Letter of resignation
No reply application
Select the characteristics of an effective records management system.
Access protocols;
Security
Accountability
Expansion.
What are some of the duties of a records management clerk?
Preparing documents;
Payment of staff
Processing data;
Managing records;
Good filing systems include_________. Please any three options.
Information that is up to date
Suitable area to hold the documents
Easy to retrieve documents
No files
If there is a poor filing system in MHS, what may happen?
Documents may be filed incorrectly
Nothing
Documents may get lost
Staff like poor filing
________is checking to see that the correspondence is released or approved for filing.
Inspecting
Indexing
Coding
Non is correct
In a/ an ________ filing system records are given numbers and then stored in a numerical order.
chronological
alphabetical
numerical
geographical
What is the first thing that you should do when filing numerically?
An alphabetical card and folder must be prepared and filed both in their respective places.
Assign the next available number to the correspondence.
Check to see if a number has been assigned to the correspondence.
What should you do when you want to find a correspondence that is already filing using the numerical filing system?
you must refer to the alphabetical card index
You must go to the cabinet and check for the number
When you names of persons or businesses are the same,_________ is used to determine the alphabetical order.
the street name
the name of the two or city
The picture above is an example of
alphabetical filing
geographical filing
electronic filing
chronological filing
Documents that are filed in date order are stored:
In subject order
In numerical order
In geographical order
I'm chronological order
The first step when filing is?
Cross-referencing
Sorting
Inspecting
When individual records are removed/borrowed from a folder, it is replaced with a/an
Return Guide
Out Guide
Out Folder
A customer, Krissa Ali, wrote to inform the company that she is now married and that her new name is Krissa Mohammed. You must:
set up a subject system
send out a congratulation letter
cross-reference her names
take no action
When Jan removed a file for the filing cabinet, she placed a card in its place. The card is called a/an
ticker card
cross-reference card
out card
note card
What is filing?
Photographically reducing documents to store on microfilm
Converting documents to electronic form
Creating, distribution, use maintenance and dispositiion of records
The process of storing records in an orderly manner within an organized system
What does records disposition refer to?
Transferring records to permanent storage or destroying records
List of how long each type of record should be kept
Includes steps for prevention, readiness reaction and recovery from an event that causes harm to or loss of records
A set of procedures used to organize, store, retrieve, and dispose of records
What is a record management system
A set of procedures used to organize, store, retrieve, and dispose of records
Mr. Knowles' system of LP, EP, and 45's
The process of storing records in an orderly manner within an organized system
Transferring records to permanent storage or destroying records
A tickler system is devised to:
Make sure you work more quickly
Remind you about things to check
Make you laugh
Help you find what you need
For chronological filing, physical records are arranged by reverse date order within a file folder.
True
False
Identify the BASIC classification methods
Alphabetical
Numerical
sequential
subject
chronological
Records with historical value that are preserved permanently are called:
active records
working records
archive records
both a and b
Labour law covers:
health and safety
equal opportunity and discrimination
the recognition of trade unions
relation between employer and employee
Legal rights of all employees include________ .
( select 3 options)
To be able to join a trade union
to get an annual pay increase
To be paid at or above minimum wage
To work in a safe environment
The main role of the International Labour Organisation (ILO).
To find jobs for people who want them.
To represent Caribbean territories at international conference
To encourage Caribbean people to work hard
To promote decent working conditions and wages for every
Your friend has listed the following differences between school and work. identify those that are correct.
You are expected to work harder at school than a work
You work longer hours at work than at school.
You have to schedule and manage your own time at work
You can wear anything you want when you go to work.
Which system arranges records by topic?
Alphabetical Filing System
Chronological Filing System
Subject Filing System
Numeric Filing System
An advantage of geographic filing is that it is very hard to make a mistake when filing.
True
False
If a business name starts with the word 'The' which unit will it be placed?
First unit
Middle unit
Last unit
Ignore the word
How would you index a business name that has a symbol? example: $ # &
Ignore the symbol
Write it out
Leave symbol as is
What do you do when indexing a hyphenated word?
Ignore the hyphen and make it one unit
Ignore the hyphen and separate the word
Write the word as is
How would you index "The Faith For-Life Boutique"
The Faith Forlife Boutique
Faith Forlife Boutique The
Faith For-Life Boutique The
How would you index "The Bahamas" ?
Bahamas The
The-Bahamas
The Bahamas
A filing system based on colors
Alphabetic color coding
Closed files
Numeric color coding
Colour coding
Files that are no longer used.
Active files
Inactive files
Closed files
Open files
Arranging items to be filed in a sequence before going to the file cabinet or shelf.
coding
sorting
indexing
Releasing
Placing a mark on the paper to indicate it is ready for filing: usually OA's initials
Filing
Conditioning
Indexing
Releasing
Which of the following situations would
MOST likely result in a supplier’s file being
classified as inactive?
A supplier now sells a wider range
of goods.
The organization has stopped
buying from a particular supplier.
The supplier with which the
organization does business has
changed its name.
The supplier with which the
organization does business has
changed its business address.
Which of the following is the MOST
appropriate sequence to be used when
writing a letter of application for a job?
I. Qualifications
II. List of references
III. Interest in the position
IV. Request for an interview
I, II, III and IV
II, IV, I and III
III, I, II and IV
III, I, IV and II
What is the difference between a file and a folder?
A folder is a document and a file where the documents are stored
A folder is where the documents are stored and a file is a document
