TEST CODE 01237020

FORM TP 2009017 JANUARY 2009

CARIBBEAN EXAMINATIONS COUNCIL

SECONDARY EDUCATION CERTIFICATE
EXAMINATION
OFFICE ADMINISTRATION
Paper 02 - General Proficiency
2 hours

( 09 JANUARY 2009 (a.m.0

INSTRUCTIONS TO CANDIDATES

1. Answer ALL questions in SECTION I and any TWO questions in SECTION II.

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

3. Number each answer in your booklet correctly.

4. Begin each answer on a new page.

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

Copyright © 2007 Caribbean Examinations Council®.

All rights reserved.
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SECTION I

Answer ALL questions in this section.

1. Use the following letter to answer (a)- (c).

STAROPENER INC.*
21 Bradshaw Drive, St. P eter, Barbados, Telephone: 1-246-2677-2509
F ax: 1-246-267-8809; e-mail: Staropener-Inc@starshop.net

20 December 2008

The Sales Manager

Modem Trends & Systems Ltd
New Village
P 0 Box 513
Roseau, DOMINICA

Dear Madam

S tarop ener Inc. is in the process of marketing easy-style denim Jay Jeans. We anticipate we will have
the competitive edge in the jeans market among trendy young males and females ages 16 - 35.

I wish to draw attention to this new product that we are willing to offer you at an introductory price that
is well below our listed price.

S tarop ener Inc. is prepared to negotiate a price tailored for you and ship at your earliest convenience.

P lease see the attached catalogue and price list which you will agree offers the best choices and prices
in the fashion industry.

Yours truly
STAROPENERS INC.

Jack Rene
Jack Rene
Regional Sales Manager

Enc

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The letter was received and dealt with by your department manager on January 2, 2009. She
has asked that you process and prepare it for filing.

(a) List THREE steps used to process the letter from receipt to filing under an appropriate
heading. ( 3 marks)

(b) Draft a letter for your sales manager in response to the offer by Staropener Inc.
Inform Staropener Inc that you are willing to meet with them to negotiate the
proposed price for the order. ( 8 marks)

(c) Two types of layouts most often applied to office design are as follows:

• Conventional Plan
• Open Plan

(i) List ONE advantage of EACH plan. ( 2 marks)

(ii) List ONE disadvantage of EACH plan. ( 2 marks)

Total 15 marks

2. (a) List FOUR factors that a business should consider when deciding to use the World
Wide Web (WWW) as a medium of communication. ( 4 marks)

(b) State THREE ways in which an itinerary could be important to a manager who has to
travel abroad to address a marketing group. ( 3 marks)

(c) The marketing manager of Modern Trends and Systems Ltd. requires a meeting within
two days to continue discussions on the strategy for marketing the new blue and black
Jay Jeans. This meeting will take place in the conference room. At this meeting, the
team will elect a member to head a committee that will put the marketing plan into
action so that the jeans will be available to the public by the end of next month.

Prepare a Notice and Agenda to circulate to members of the marketing department,

informing them of the manager's intention. ( 8 marks)

Total 15 marks

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3. (a) Identify THREE steps that should be taken with files that will no longer be used.
( 3 mar ks)

(b) State FOUR ways in which a charge-out card is useful to the records management
clerk. ( 4 marks)

(c) As a receptionist at Staropener Inc. you are responsible for maintaining records of
the visitors to the company. On January 5th 2009 the following persons visited the
company:

• Mrs. D. Clarke from Graphic Solutions Ltd. saw Mr. Arnold in the transport
department during the hours of I 0:30a.m. and 11.15 a.m.
• Mr. C. Franci s from the Kingstown branch of Insurers Inc. saw Dr. Henry, the
I
human resource manager at 2:00 p.m. The meeting lasted for hour.

• Dr. Carrington from Management Inc., in St. James arrived on time for his l: 15
appointment with Ms. M. Jordan, the accounting manager.

• Mr. Yuri Terry from TOFAS Inc. in Alexander City met with Mr. Ian Fay, the
systems manager from 3:25p.m. to 4:45p.m.

(i) Design a simple reception register with appropriate headings to assist in

organizing the record of visitors to the company. ( 4 marks)

(ii) Record the visitors for January 5th 2009 in the register. ( 4 marks)

Total 15 marks

4. (a) Define the following terms:

(i) Verbatim

(ii) Proxy

(iii) Casting Vote ( 3 marks)

(b) List TWO of the duties performed in a meeting by:

(i) The Chairperson
(ii) The Secretary ( 4 marks)

(c) An executive will be attending a regional conference from March J 5 - J 8, 2009.

Registration for the event must be completed in advance at the conference venue,
Hotel Ces Chez Nous, in Belize. You are required to assist in making the arrangements
for travel.
Prepare a checklist showing FOUR things that you must do to ensure the executive
member attends the conference. ( 8 marks)

Total 15 marks

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SECTION II

Answer any TWO questions in this section.

5. (a) State THREE reasons why a business may find it necessary to deploy staff.
( 3 marks)

(b) State THREE effects of staff welfare programmes within a company. ( 3 marks)

(c) The company in which you are employed is currently reorganizing the system of
working in the human resource department in an effort to optimize its human
resource. One of the measures that your supervisor is thinking of is the introduction of
an Employee Appraisal System.

Outline TWO ways in which an employee appraisal system may benefit the

(i) employee

(ii) organization ( 9 marks)

Total 15 marks

6. (a) Define the following terms used in sales transactions:

(i) Free on Board (f.o.b.)

(ii) Cost, Insurance & Freight (c.i.f.)

(iii) Ex works ( 3 marks)

(b) State THREE ways in which the use of modem technology at 'point of sale' check out
counters has facilitated inventory control. ( 3 marks)

(c) Assume you are Zoe Hart, a clerk in the purchasing department. You have been asked
by your supervisor to place an order for the following items of stock.

3 boxes envelopes 12..!:_" X 19" @ $40.00 per box

2
5 boxes airmail envelopes 5" X 12" @ $25.00 per box
1 dozen accordion files 12 inch @ $50.00 each

The stock is available from Stationery Supplies Ltd., 21 Mountain View Park, Kingston.

(i) Use the Purchase Order form provided to complete the order. ( 7 marks)

(ii) A quantity discount of 2% has been applied to the price of the envelopes.
Calculate the revised purchase order total. ( 2 marks)

Total 15 marks

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7. (a) Give THREE reasons why it is important for the sales and marketing office to engage
in customer follow-up. ( 3 marks)

(b) List THREE duties of a clerk in the sales department. ( 3 marks)

(c) Certain discounts were omitted from a customer's invoices, as shown on the incomplete
record below.

Receipts from Reception

Sub-total invoiced (Not including discounts) $1,000 00
Discount allowed for special promotion 15%
SUB-TOTAL

VAT 10%
SUB-TOTAL
Service Charge 8%
TOTAL

In your answer booklet, compute the discount and other charges to reconcile the
account. ( 9 marks)

Total 15 marks

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8. (a) State TWO ways in which ensuring quality control of goods produced in a factory
will be of benefit to the:

(i) Factory

(ii) Customer ( 4 m arks)

(b) Identify TWO ways in which a carefully completed cost card will benefit a company
responsible for the production of goods and the provision of services. ( 2 m arks)

(c) Use the information below to complete the delivery schedule.

Goods are to be delivered today to the following customers in the town of Mongouge:

Joan Davis, 12 Mountain View Park,

Shana Sekou, Cane Gardens,
Merry Dian, Sunset Drive,
Blurry Mountain, 300 Mountain View,
Holly Wells, 119 Chateau Belair, Samsland.

Layout o f Mongouge

' S*1
S Mountain
View '''« Mountain View Park
700 Mountain View Park
Samsland Park'-' - ^

Evan Lane
sunset Dr

Your Cane Gardens

Company

Copy the follow ing headings in your answ er booklet and prepare a d eliv ery
schedule using the layout of Mongouge for driver Leon Small, vehicle: Nissan truck
number 3467, showing a logical delivery sequence.

Vehicle
Vehicle No.
D river

Destination Client

( 9 m arks)

Total 15 m arks
END O F TEST

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4 I '
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•

Question No . .....~:.......... ~~!

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

ORDER NO.:
PURCHASE ORDER

TO: DATE:

ADDRESS:

Pl ease supply the following:

QTY DESCRIPTION UNIT COST TOTAL COST

$ $

TOTAL

PREPARED BY:

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