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OFFICE
PROCEDURES & ADMINISTRATION
Instructions to candidates:
a) Time
allowed: Three hours (plus an extra ten minutes’ reading time at the start – do
not write anything during this time)
b)
Answer any FIVE questions
c) All
questions carry equal marks. Marks for each question are shown in [ ]
1. a)
Describe the office function. [5]
b) Evaluate the essential characteristics
of:
i. An
office manager
ii. An
administrator
iii. A
general clerk [5 each]
2. a)
Explain the purpose a purchase order serves to an organisation when:
i. Buying
goods
ii. Selling
goods [6 each]
b) For
EACH situation, describe the importance of a purchase order to the accounting
system. [4 each]
3. a)
Evaluate the main advantages of using a franking machine for outgoing mail. [8]
b) Appraise TWO other services that Royal
Mail provides for posting mail. [6 each]
4. Your
organisation wishes to update the system for the control of wages and salaries.
You have been asked by your supervisor to appraise the most appropriate filing
classifications for recording:
a) Employee
details
b) Employee
bank details for payment of salaries
c) Payment
of wages and salaries
d) Income
tax details [5 each]
5. a)
Briefly describe the SIX main elements of how to plan work in an office. [2
each]
b) Evaluate the usefulness of appropriate
computer software when planning and scheduling work. [8]
6.
Evaluate the most appropriate means of communication you would use for the
following situations:
a)
Response to an urgent customer order
b) To
book a two-night stay in a hotel at the end of the week
c) To
place an order for stock required immediately
d) To
advise staff of new salary payment arrangements [5 each]
7. a)
Briefly describe the following terms:
i. PC
ii.
Hard drive
iii.
Extranet
iv.
Apps [3 each]
b)
Appraise the precautions that can be taken to ensure the security of
computerised data. [8]
8. The
marketing department of a local company are arranging a meeting for their
managers in two months’ time. Explain:
a) What
is required to organise such a meeting [8]
b) How
staff should be contacted and advised [6]
c) The
arrangements made for the necessary support services [6]