Describe the office function

Describe the office function



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]

Price: £ 40

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