LITTLE LONDON HIGH SCHOOL

Nurturing Rising Stars to the Utmost

OFFICE ADMINISTRATION

Examination Booklet

Student’s Name _____________________________________________

Date_______________________________________________________

Instructions:

1. This question paper consists of TWO sections:

2. Answer ALL questions on the paper
3. You have 11/2 hours to answer all questions
4. Number the answers correctly according to the numbering system used on this
paper.

5. Do NOT write in the right-hand margin.

6. Read ALL the questions carefully

7. In general, a mark is allocated per fact. A 2-mark question would therefore

require two facts, etc.

8. Write neatly and legibly

For Official Use Only

Questions Score

Teacher’s Signature:
______________________________

DO NOT TURN THIS PAGE UNTIL YOU ARE

TOLD TO DO SO

Section A Multiple Choice Questions 1 mk each

Answer all the following questions by CIRCLING the appropriate response that makes the
statement true.

1. Dissemination of information means that the information is:

a. Stored

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 b. Destroyed

c. Altered

d. Distributed

2. The basic skills and knowledge that are most important to office job are:

a. Skills in numeracy and literacy

b. Maintaining good working relationships

c. The ability to use basic computer software applications

d. All of the above

3. The main objective of any business is to:

a. Find more customers in order to replace the old ones

b. Make sure its employees are always happy in their jobs

c. Make profit by giving its customers what they want

d. Expand its premises so that it has more space to produce what it produces.

4. The word skills means the same as;

a. Abilities

b. Attitudes

c. Qualifications

d. Experience

5. Zara is creating a ten-page staff handbook and needs 100 copies. Which THREE items of
equipment would she most likely to use?

a. A shredder, a guillotine and a stapler

b. A printer, a fax and a laminator

c. A computer, a photocopier and a binding machine

6. The person directly above you on an organisation chart is always:

a. The chief executive

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 b. Your subordinate

c. Your colleague

d. Your boss

7. A characteristic of an open-plan office is:

a. It does not exist-users communicate in cyber space

b. Many staff work in open areas separated by cubicles to give some privacy

c. There are no walls or screens between managers and staff

d. It is designed to have ergonomic benefits

8. An advantage of working in an ergonomically designed office is that:

a. It has the latest equipment

b. There is better team spirit

c. It will be easier to work efficiently and safely

d. It will be an open plan area

9. The main feature of a centralised records management system is:

a. Expensive equipment

b. Having computerised system

c. It holds all of the records in one place

d. Records are kept in different departments.

10. The role of the office in relation to the distribution of goods and services is to:

a. Sell at a very reasonable price and on acceptable terms

b. Ensure the goods reach the customers in good condition

c. Prepare the necessary documents and make arrangements with drivers

d. Verify whether payment has been received before the goods are dispatched

11. Assume you are employed in a firm in which you are accountable to several specialists.
What type of organisational structure does this firm have?

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 a. Line

b. Committee

c. Functional

d. Staff

12. Persons who serve or help others are called:

a. Co-workers

b. Peers

c. Superiors

d. Assistants

13. Combination equipment usually mixes the features of the following pieces of office
equipment:

a. Telephone, photocopier, fax machine

b. Risograph, printer, fax machine

c. Fax machine, photocopier, shredder

d. Photocopier, fax machine, printer

14. Deployment enables a person to:

a. Resolve a grievance problem

b. Specialise in one field

c. Use his/her full potential

d. Retain his original post

15. The principle of having each type of work for all the different departments is done in the
department itself by its own staff, the activities in this firm are said to be:
a. Decentralised

b. Privatized

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 c. Organised

d. Itemised

16. Which of the following office activities should be de-centralised?

a. Book-keeping and accounting

b. Typing and word processing

c. Filing of confidential records

d. Stock control

17. A proprietor is about to start a new business with centralised services. Which of the
following would you recommend to him?

a. All offices must be in the same building and close to one another

b. Office must not be close to each other

c. Offices must not be in separate building far apart

d. The offices must be situated at different locations

18. One advantage of a centralised service is:

a. The opportunity to learn a variety of skills

b. Routine work all the time

c. No delays in responses to queries

d. The use of a variety of the best equipment

19. Office layout is the term used to describe the:

a. Location of an office

b. Arrangement of furniture

c. Physical setting of an office

d. Number of items of office equipment

20. Which type of office layout should a manager use?

a. Cellular

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 b. Landscape

c. Open-plan

d. Executive

21. A virtual office provides an employee with more:

a. Responsibility

b. Integrity

c. Accountability

d. Flexibility

22. One disadvantage of open – plan office is the:

a. Lack of adequate supervision

b. Unsuitability for confidential discussions

c. Provision of greater flexibility

d. Risk to staff in case of a mishap

23. What provides privacy and noise-level management in an open-plan office?

a. Systems

b. Ergonomics

c. Sectional dividers

d. Fixtures and fittings

24. Changing the environment to suit people is referred to as:

a. Economics

b. Dynamics

c. Epidemics

d. Ergonomics

25. Ergonomics is used to improve:

a. Productivity

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 b. Flexibility

c. Consistency

d. Efficiency

26. One advantage of ergonomics is:

a. There is more socialisation

b. People tend to be healthier

c. It takes time to study ergonomics

d. People adapt to the environment

27. Documents with confidential information that is no longer required are cut into strips
using a:

a. Shredder

b. Guillotine

c. Cutter

d. Decollators

28. Which of the following pieces of equipment can be used to capture images?

a. Photocopier

b. Multimedia

c. Overhead projector

d. Digital camera

29. A master of an original is prepared by using a:

a. Camera

b. Computer

c. Risograph

d. Copier

30. Which piece of office equipment can be used to call one department from another and
transfer information?

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 a. Fax machine

b. Computer

c. Automatic banking machine

d. Plotter

31. An overhead projector is used in:

a. Cinemas to show films

b. Offices to show people entering

c. Lectures to show visual displays

d. Supermarkets to show movements at corners

32. The way you think, act or feel about a person or thing is referred to as your:

a. Quality

b. Attitude

c. Attribute

d. Training

33. Which form of training teaches a new member of staff about an organisation – its history,
structure, office rules, polices and amenities available to staff – and includes a tour of the
departments?

a. Supervisory

b. Management

c. Orientation/induction

d. Long – term

34. To learn under supervision the method of doing a job, the skills required and the business
systems involved one must seek:

a. Management training

b. Long-term training

c. Formal training

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 d. On-the-job training

35. Qualifications in general and technical/vocational subjects are referred to as:

a. Formal training

b. Long-term training

c. On-the-job training

d. Induction training

36. A characteristic of a person of a person is called his/her:

a. Tolerance

b. Attribute

c. Attitude

d. Deportment

37. Which of the following contributes to office efficiency?

a. Morale among employees

b. Care and consideration

c. Interest in the job

d. Good human relationship

38. The official who is assigned to project and maintain the image of an organisation is the:
a. Public relations officer

b. General Manager

c. Human resources officer

d. Chairman

39. Who is the first person encountered in a firm whose role includes helping to maintain a
good relationship between the firm and the public?

a. Public relations officer

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 b. Receptionist

c. Human resources officer

d. Typist

40. Pleasant interaction with other people is considered to be:

a. A contributing factor to interpersonal relationships

b. A benefit gained from good interpersonal relationships

c. Business socialisation

d. Good human relationships

SECTION II

1. Define the term ‘organizational structure’.

________________________________________________________________________
__________________________________________________________ (2 marks)
a. Describe how the size of a small business may affect the way it deploys its staff.
__________________________________________________________________
_________________________________________________________(2 marks)
b. State the purpose of EACH of the following pieces of office equipment:
i. Shredder
____________________________________________________________
____________________________________________________ (1 mark)
ii. Overhead Projector
____________________________________________________________
____________________________________________________ (1 mark)
iii. Risograph
____________________________________________________________
___________________________________________________ (1 mark)

c. Sasha Wray is employed at OJC Company Limited, which operates in the city. At
the end of the year she was appraised by her supervisor. She obtained a low score
for punctuality and regularity in her evaluation. Suggest FOUR ways in which she
may improve her punctuality and regularity.

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 __________________________________________________________________
__________________________________________________________________
__________________________________________________________________
_________________________________________________________ (4 marks)
d. Outline TWO ways in which the following skills can improve efficiency in the
office.
i. The ability to operate a variety of office machines
____________________________________________________________
___________________________________________________ (2 marks)
ii. The ability to solve problems
____________________________________________________________
___________________________________________________(2 marks)
Total 15 marks
1. Computer literacy and proficiency in the use of productivity tools and office equipment
are essential skills for office workers.
a. Differentiate between:
i. Computer literacy and productivity tools
____________________________________________________________
____________________________________________________________
____________________________________________________(2 marks)
ii. Collating and addressing machines
____________________________________________________________
____________________________________________________________
____________________________________________________(2 marks)
b. Word processing and time management are two important skills for office
workers.
i. State ONE reason why EACH of these skills is important to an
organization.
____________________________________________________________
____________________________________________________(2marks)
c. Word processing and time management are two important skills for office
workers.
i. State ONE reason why EACH of these skills is important to an
organization.
____________________________________________________________
__________________________________________________(2 marks)
d. Vijay is employed as a clerical assistant in the Technical and Vocational Unit of
the Ministry of Education. After six months, he is appraised by his supervisor as
“someone with excellent interpersonal skills”.
i. Outline TWO ways in which Vijay’s interpersonal skills can be used to
settle disputes/conflicts at his workplace

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 ____________________________________________________________
____________________________________________________(2 marks)

e. Identify THREE functions of the General Administrative Office.

__________________________________________________________________
__________________________________________________________________
_________________________________________________________ (3 marks)
i. State TWO advantages of working in an office that has centralized its
services.
____________________________________________________________
___________________________________________________ (2 marks)
(Total 15 marks)

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