OFFICE

ADMINISTRATION

MULTIPLE CHOICE
QUESTIONS
WITH ANSWER

REVISED EDITION
1. In an office where large quantities of printed materials have to be cut to size it would be
MOST useful to have access to a

(A) sharp-edged knife

(B) large pair of scissors
(C) guillotine
(D) letter opener

2. Which of the following documents should be given to a junior officer on the first day of
work?

1. Job letter
11. Job description
111. Job manual
1V. Job specification

(A) 1,11 and 111 only

(B) 11 and 111 only
(C) 1,111 and 1V only
(D) 11 and 1V only

3. Your regular lunch hour is from 1200 hours to 1300 hours, but you have an appointment
between 1300 hours and 1400 hours today. You should request

(A) a friend who has lunch from 1300 hours to 1400 hours to switch lunch hours with you
(B) the Personnel Manager to change your working hours
(C) the Supervisor to permit a change in your working hours
(D) a friend to explain your absence if anyone asks for you

4. To determine if a reference book has information on a specific topic, one should consult the

(A) foreword
(B) title page
(C) bibliography
(D) index

5. Before placing a call, a person who wants to know the cost of a long-distance telephone call
should ask the operator for a/an

(A) transfer charge call

(B) A.D.C. call
(C) Person-person call
(D) Alarm call

6. Assume that you are employed as a receptionist. Your employer made an appointment by
telephone with Mr. Bain, but did not mention it to you, nor did he enter it on his appointment
for the same time with Mr. Green. Both callers arrived together. What should you do in this
situation?
(A) Let Mr. Bain keep his appointment as scheduled, since the employer made his
appointment.
(B) Cancel Mr. Green’s appointment with an explanation and issue him with a new
appointment date
(C) Inform your employer and let him decide whom to see first.
(D) Direct Mr. Green to your employer’s assistant, since he will be busy seeing Mr. Bain.

7. For which of the following forms of business organisation should Messrs be used in the
address?

(A) Partnership
(B) Corporation
(C) Sole trader
(D) Limited company

8. A business letter which begins with the salutation “Dear Sirs” should end with the
complimentary close

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(A) Yours sincerely
(B) Your affectionately
(C) Yours faithfully
(D) Faithfully yours

9. The surface of the paper to be used for making copies on an ink stencil duplicator must be

(A) waxed
(B) absorbent
(C) greasy
(D) smooth

Item 10 refers to the following message:

PLYMAN
MIAMI

HOLD ORDER 567529 12TH INST REVISED ORDER FOLLOWS STOP ADVISE IF
ITEM AVAILABLE FOR IMMEDIATE DELIVERY
STANBUL

10. You have been asked at 1600 hours to send the message above by telegram. Which of the
following actions would be the MOST appropriate?

(A) Send immediately by full rate.

(B) Send immediately by ‘night letter’ rate
(C) Wait until morning and send by full rate.
(D) Give the messenger for action on his way to work in the
morning.

11. The Main purpose of a franking machine is to

(A) print attractive designs on letter heads

(B) collate pages
(C) strip papers into small pieces
(D) print the amount of postage on envelopes

12. Where a basic monthly rate for telephone calls exists, the rate charged for local calls, will be
the same

(A) at any time day or night

(B) during the day only
(C) at night time only
(D) during normal office hours

13. A cheque which has been sent to your firm is made payable to another firm. What action
should be taken?

1. Forward the cheque to the firm to which it is made payable

11. Change the name of the cheque, initial it, and notify the sender.
111. Make a note of the error in the Remittance Book
1V. Return the cheque to the sender.

(A) 1 and 111 only

(B) 11 only
(C) 11 and 111 only
(D) 111 and 1V only

14. Which of the following steps are necessary, and in what sequence, when sending valuables by
post?

1. Place valuables in a large brown envelope.

11. Send the valuables by registered mail.
111. Wrap and secure the valuables with adhesive tape
1V. Initial the seal on the package
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(A) 11 and 1V only
(B) 1,11,111 and 1V
(C) 11,111 and 1V only
(D) 1,111 and 11 only

15. Which of the following names can be used to refer to the reception area?

1. Lobby
11. Information desk
111. Service entrance
1V. Enquiries desk

(A) 1 and 11 only

(B) 11,111 and 1V only
(C) 1,11 and 111 only
(D) 1,11 and 1V only

16. The Caribbean Pen Markers Company should be indexed on files as

(A) Caribbean Pen Markers Company (The)

(B) The Caribbean Pen Markers Company
(C) Pan Markers Caribbean Company (The)
(D) Company, The Caribbean Pen Markers

17. On receipts of an incoming letter, the mail clerk’s first action should be to

(A) hand it to the supervisor

(B) route it correctly
(C) code it
(D) date-stamp it

18. Which of the following documents should a salesman use to dispatch goods to a customer?

(A) Invoice
(B) Purchase requisition
(C) Purchase order
(D) Voucher

19. The filing system in your office is to be changed from the alphabetical system to the
numerical system. How would this change affect the filing system?

(A) There would be less confusion from similar names on file

(B) It would be cheaper
(C) Expansion of files would be easier.
(D) The filing clerk would remember numbers easily

20. An employee’s gross earnings totalled $182.80. His statutory deductions totalled $22.00 and
voluntary $9.80. How much was his net pay?

(A) $173,00
(B) $160.80
(C) $151.00
(D) $214.60

21. You work in a small office in which there is no filing system. You have been asked to
arrange all the documents in a common system and store them. What action would you take?

(A) Place on an open shelf in easy reach of the staff

(B) Place in boxes and leave them with the storekeeper
(C) Classify and store them in boxes in a special room
(D) Classify and store them in cabinets

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22. Which of the following are MOST likely to be kept in departmental files?

1. Personal records
11. Dead files
111. Customers files
1V. Specialised documents

(A) 1 only
(B) 1,11 and 111 only
(C) 1,111 and 1V only
(D) 11,111 and 1V only

23. Which of the following are desirable attributes of an office messenger?

1. Reliability
11. Punctuality
111. Smart looks
1V. Willingness

(A) 1 and 11 only

(B) 1 and 1V only
(C) 11 and 111 only
(D) 1,11 and 1V only

24. When additional money is paid to an employee for more work completed in less hours than
specified, the amount is calculated at

(A) flat rate

(B) bonus rate
(C) overtime rate
(D) double-time rate

25. Assume that you are employed as a

Receptionists and an executive tell you at the beginning of the day that he will be unable to
keep a 3:00 p.m. appointment with a client in his office. What action MUST you take?

(A) Write the client, apologize and ask him to suggest an alternative date
(B) When the client arrives, apologize and offer him another appointment.
(C) When the client arrives apologize and suggest that he might wish to see someone else
(D) Telephone the client, apologize and suggest the time for a new appointment.

26. An important customer has told the receptionist that he will be unable to keep an appointment
with the sales manager on the following day as he will be out of the island. He asks to see the
sales manager now. What should the receptionist do?

(A) Check the sales manager’s appointments for the day and discuss the matter with him
(B) Ask the customer to try and keep his appointment the next day.
(C) Offer to make a new appointment for the customer when he returns from overseas.
(D) Suggest that the customer explains his situation to the sales manager and let him
decide what to do

27. The MAIN reason for sending adequate notice of an Annual General Meeting is so that
members would

(A) have sufficient time to review the relevant documents

(B) have sufficient time to arrange their schedule
(C) be able to send notification of absence
(D) know that the meeting is properly constituted

28. A client cannot keep an appointment with a lawyer. What appropriate action should be taken?

(A) Call the secretary and explain the situation, then write a follow-up letter confirming
the cancellation.
(B) Do not show up for the appointment, but call the secretary on the following day.
(C) Call the secretary and try to get a new appointment on another name.
(D) Forget about the appointment and do not show up.
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29. Which of the following items of information MUST be included in a notice of a meeting?

1. Name of the organisation

11. Date and time of meeting
111. Name of the secretary
1V. Venue of the meeting

(A) 1 and 11 only

(B) 1,11 and 111 only
(C) 1,11 and 1V only
(D) 1,11,111 and 1V

30. A quorum is constituted of the

(A) minimum number of members to be present for a meeting to be called to order

(B) specific executive members who must be present for a meeting to be conducted
(C) executive members of the committee present at the meeting
(D) number of members present at a meeting
31. Which of the following is NOT a function of the Human Resource office?

(A) Preparing cheques for training specialists

(B) Evaluating training programmes
(C) Arranging for employee induction
(D) Preparing staff records

32. Which of the following is the correct sequence of procedures to be followed after a meeting

1. Approval of minutes by Chairman

11. Circulation of the minutes to relevant persons
111. Preparation of draft copy of the minutes
1V Follow-up action by the Secretary on relevant matters

(A) 111 and 1,11 and 1V

(B) 1,111,1V and 11
(C) 111,1,1V and 11
(D) 1V, 111,1 and 11

33. In what order should the following items on an agenda be arranged?

1. Any other business

11. Minutes of last meeting
111. Matters arising from the minutes
1V. Space allocations and equipment

(A) 11,111,1V, 1
(B) 11,1V, 1,111
(C) 1V, 1,11,111
(D) 1V, 11,111,1

34. You are travelling to a country which is one hour ahead of your time. If your plane departs at
12.00 noon and your flight takes one hour and fifteen minutes, at what time would you arrive
at your destination?

(A) 1415 hours

(B) 1215 hours
(C) 1315 hours
(D) 0215 hours

35. Which of the following statements applies to a contract of employment?

(A) It is binding on the employee only

(B) It is binding on the employer only
(C) It is not binding on the employee or the employer
(D) It is binding on both the employee and the employer.

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36. Which of the following actions MUST the
secretary take when preparing the agenda for a meeting?
1. Consult with persons who attended the last meeting
11. Consult with the Chairman of the meeting
111. Refer to the agenda of the last meeting.
1V. Refer to the minutes of the last meeting

(A) 11 and 1V only

(B) 1,11 and 1V only
(C) 11,111 and 1V only
(D) 1,11,111 and 1V

37. In the Caribbean, which of the following can USUALLY be obtained through a travel
agency?

1. Purchase of airline tickets

11. Hotel reservations
111. Visas for visits to foreign countries
1V. Purchase of foreign currency

(A) 1 only
(B) 1 and 11 only
(C) 1,11 and 111 only
(D) 1,11,111 and 1V

38. Assume that it is your second month at work as a clerk in a small organization. You feel that
some improvements can be made in the filing system. Your immediate supervisor is the
secretary and the head of the organization is the general manager. What should you do?

(A) Discuss your idea with the secretary

(B) Make the changes you feel are necessary
(C) Continue the old system until you are asked for an opinion
(D) Discuss your ideas with the general manager

39. The purpose of a visa is to

(A) record entry and exit to and from a

country
(B) verify that all taxes were paid in
your country
(C) introduce a person to a foreign
country
(D) grant permission to enter a
Country

40. The clerk responsible for making travel arrangements for a staff member omitted to make a
hotel reservation. The officer was due to depart at 10:30 hours for Martinique. The error was
discovered at 10:00 hours on the same day. Which of the following actions should the clerk
take to solve the problem?

1. Leave matters as it is too late to do anything.

11. Make arrangements for the officer to be paged on arrival at the airport in Martinique
and explain the problem.
111. Contact the officer at the local airport and inform him of the error
1V. Call the hotel, explain the situation and make the reservation.

(A) 1 only
(B) 11 and 1V only
(C) 111 only
(D) 111 and 1V only

41. The MAIN reason for controlling credit is to

(A) deal with delinquent customers

(B) minimise bad debts of customers
(C) Meet financial commitments to creditors
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(D) give credit to all customers

42. A ‘posted dated cheque’ is one which

(A) carries a date after that on which it is written

(B) carries a date before that on which it is written
(C) is mailed on the day on which it is written
(D) is mailed after the date on which it is written

43. The production department of a large firm is starting a new line of goods. Which of the
following documents would be needed to get the production started?

1. Planning master
11. Job cards
111. Cost cards
1V. Bills of lading

(A) 1 and 11 only

(B) 11 and 111 only
(C) 111 and 1V only
(D) 1,11,111 and 1V

44. The stationery stock card for typing paper shows a beginning balance of 30 reams. What
would be the closing balance, if 5 reams of the item were sent to the Sales Department, 15
reams came in, and 5 reams were given to the Human Resources office?

(A) 13
(B) 30
(C) 35
(D) 10

45. The BEST way of dealing with an enquiry for a large quantity of merchandise is by sending
a/an

(A) credit memorandum

(B) pro forma invoice
(C) price list
(D) invoice

46. The person who is responsible for issuing price lists in a large organisation is the

(A) accounts clerk

(B) cashier
(C) despatch clerk
(D) sales clerk

47. For which of the following reasons might firms transfer the information from customers’
order forms to their own sales order forms

1. to simplify checking procedures

11. To limit the control of credit
111. To ensure that the order has all the necessary information
1V. To check whether any debt is overdue

(A) 1 and 111 only

(B) 11 and 111 only
(C) 1 and 1V only
(D) 11 and 1V only

48. A time card is used when calculating the

(A) salaries for monthly paid workers

(B) machine hours needed for a job
(C) time required to complete a job
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(D) wages for hourly paid workers

49. When despatching goods to a foreign destination which of the following documents is used to
check them?

(A) Consignment note

(B) Destination sheet
(C) Bill of sight
(D) Bill of lading

50. Which of the following would NOT be included in a contract of employment?

(A) Regular hours of work

(B) Overtime hours
(C) Details of pension scheme
(D) Rate of salary

51. You have just filled out a company’s Application For Employment Form. Which of the
following document(s) would be MOST appropriate to send along with this form?

1. Personal Data Sheet

11. Copies of ceritficate(s)
111. Letters of recommendation

(A) 11 only
(B) 1 and 111 only
(C) 11 and 111 only
(D) 1,11 and 111

52. Which of the following items of information may be obtained from the Human Resources
Office?
1. Experience of persons who were employed previously
11. Knowledge and skills available among employees
111. Punctuality and absenteeism of employees
1V. Cost of wages and salaries for the organisation

(A) 1 and 1V only

(B) 11 and 111 only
(C) 1,11 and 111 only
(D) 1,11,111 and 1V

53. You are attending an interview. What procedures should you following after being shown
into the interviewing room?

1. Introduce yourself
11. Wait to be announced
111. Take a seat
1V. Stand until offered a seat

(A) 1 and 111 only

(B) 11 and 111 only
(C) 11 and 1V only
(D) 1 and 1V only

54. Microfilming is used primarily to:

(A) start a new filing system

(B) economise in the use of storage space for files
(C) sort files for numerical filing
(D) destroy old records

55. Which of the following duties should not

be given to the receptionist?

(A) preparing wage sheets

(B) receiving packages
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(C) maintaining a notice board
(D) operating a switchboard

56. How should the name, Dr. F. D. Singh,

appear on a file folder?

(A) (Dr.) F.C. Singh

(B) F. D. Singh (Dr.)
(C) (Dr.) Singh, F. D.
(D) Singh, F. D. (Dr).

57. For which of the following could a

telephone directory be used?

1. To determine a telephone number

11. To check the spelling of a name
111. To check an address
1V. To determine the suppliers of goods and services

(A) 1 only
(B) 11 and 111 only
(C) 1,11 and 111 only
(D) 1,11,111 and 1V

58. In the business of a sole trader the decision

of what to purchase is usually made by the,

(A) Stock control clerk

(B) Purchasing Manager
(C) Proprietor
(D) Cashier

59. The amount of outgoing mail in a firm has

increased greatly. Which of the following
actions should be taken to improve
efficiency of posting?

1. Assign more mail clerks to paste the postage stamp on all outgoing mail.
11. Ask each department to try to reduce the amount of outgoing mail
111. Set a specific time when outgoing mail will be collected from all department
1V. Frank outgoing mail.

(A) 1 only
(B) 11 and 111 only
(C) 111 and 1V only
(D) 1,11,111 and 1V.

60. A clerk was asked to file some invoices, in chronological order. These documents
should be arranged by;

(A) Date
(B) Reference
(C) Order number
(D) Quantity delivered

61. Assume that you have been elected to be secretary of your school thrift society. Which of the
following give the correct sequence of the items to be put on the agenda?

1. Matters arising
11. New business
111. Approval of the Minutes
1V. Any other business

(A) 11,111,1,1V
(B) 1,11,111,1V
(C) 111,1,11,1V
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(D) 111,1,1V, 11

62. In the Caribbean, travellers cheques may be purchased from a/an

(A) Commercial bank

(B) Travel agent
(C) Airline office
(D) Hotel

63. Which of the following items of information should be given to a travel agent to make
reservations for a staff member who has to travel to the USA.

1. Class of travel
11. Preference of carrier
111. Employee’s position
1V. Schedule of places to be visited

(A) 1V only
(B) 111 and 1V only
(C) 1,11 and 1V only
(D) 11,111 and 1V only

64. A stale cheque is invalid because it

(A) It was not presented to the bank on the date it was written
(B) was written over six (6) months ago
(C) has been cancelled by the drawee
(D) has been paid and returned by the bank

65. Which of the following duties should be carried out by the person who opens the mails?

1. Checking that all enclosures are received

11. Stamping the correspo
12.
13. ndence to show the date received
111. Recording remittances and sending them to the bank
! V. Checking if the return address on the envelope corresponds with the address in the
letter

(A) 11 only
(B) 1,11 and 111 only
(C) 1,11 and 1V only
(D) 11,111 and 1V only

66. The document which lists items which a customer wishes to buy from a supplier is called:

(A) An order
(B) An invoice
(C) A requisition
(D) A credit note
67. Assume that you attended two job interviews and have been offered a position by both firms
to start working in two weeks’ time. What action should you take with regard to the position
you are not accepting?

(A) Go to the firm and ask to speak to the manager to explain the situation
(B) Write a letter to the firm saying that you cannot accept the position offered
(C) Telephone the firm and state that you will not be accepting the position
(D) Say nothing and do not report for your work

68. Which of the following procedures is NOT proper business telephone etiquette?

(A) Answering the telephone as soon as it rings

(B) Thanking a customer for calling
(C) Answering the phone with a cheery Hello
(D) Allowing the person who called to indicate when the conversation must end

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69. Verbatim minutes is a/an

(A) record prepared in the present tense

(B) exact wording of the proceedings at the meeting
(C) extract of the important proceedings in the minutes
(D) details recording of the chairman’s remark

70 A receptionist forgot to notify an executive of an appointment. When the caller arrives the
receptionist should

(A) ask if the executive would see the caller

(B) let the caller know that she forgot to tell the executive
(C) offer to make another appointment for the caller
(D) tell the caller that she made a mistake about the date

71. An ‘Ad hoc committee’ is best described as a committee which

(A) meets from time to time

(B) is set up to carry out one particular piece of work
(C) supervises the work of other committees
(D) conduct meetings when there cannot be a quorum

72. The envelope is NOT addressed when mail is being sent in a/an

(A) linen envelope

(B) window envelope
(C) official envelope
(D) Post Office preferred envelope

73. On opening the mail, the clerk discovered an envelope marked “Urgent” with no
correspondence enclosed. Which of the following courses of action should be taken?

(A) Contact the firm indicated by the return address on the envelope and explain the error
(B) Place a written report in the pending tray to the head of your department
(C) Expect that the company will send it as soon as the error is discovered
(D) Place the envelope in the waste and proceed with the opening of the other envelopes

74. Which of the following are disadvantages of the ink duplicating process?

1. It can be messy
11. The copies become discoloured with age
111. The copies fade when exposed to sunlight
1V. Only a limited number of copies can be produced

(A) 1 only
(B) 11 and 111 only
(C) 111 and 1V only
(D) 1,11 and 1V only

75. A salesman from Beverages Manufacturing Co. Ltd has arrived for his appointment to see the
manager, Mr. Hill. However, Mr. Grant of Healthy Foods Co. is meeting with Mr. Hill.
Which of the following would be the BEST response for the receptionist to make?

(A) “I am sorry, Mr. Hill is busy at present. He is having a discussion with Mr. Grant of
Healthy Foods Co.”
(B) “Mr. Hill is busy. You will have to wait. Please take a seat”.
(C) “I am sorry, Mr. Hill will be busy for a few minute. Will you have a seat?”
(D) “Mr. Hill is busy with a caller. You can either wait a few minutes or make a new
appointment

76. When is a statement of account sent to a customer

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1
(A) After each credit transaction
(B) At the end of the financial year
(C) At fixed intervals, usually monthly
(D) Whenever payment is made on the account

77. Which of the following groups shows the titles of files in the correct order for alphabetical
filing?

(A) DaCosta, Roberta

DaCoate , Edwards
Moore, Mary Anne
Dejesus, Peter

(B) McAllister, Thomas

McGreggor, the Rt. Hon Hugh
MasNeal, Peter
MacNeal, Christopher

(C) O’Neal, Suzan

O’Neall, Sue
Roach, Ann
Standford, Peter

(D) St. Angela’s Infant School

St. Andrew Parish Church
St. Leonard’s Boys’ School
St. Anne’s Prep School

78. A tickler file is used to

(A) keep temporary records

(B) serve as a reminder
(C) store confidential information
(D) keep permanent records

79. Members who cannot attend a meeting at which officers will be elected but who wish to vote,
do so by

(A) poll
(B) order
(C) ballot
(D) proxy

80. Which of the following machines provide the MOST effective service for companies which
frequently require immediate dispatch and receipt of written information?

(A) Telex
(B) Telefax
(C) Teleprinter
(D) Computer

81. In which of the following situations should the customer’s account be credited?

1. Damaged goods were returned by the customer

11. Containers, on which a deposit was charged, were returned by the customer
111. The customer was undercharged for goods supplied
1V. The customer was charged twice for the same goods

(A) 111 only

(B) 1 and 11 only
(C) 1,11,111 and 1V
(D) 1,11 and 1V

82. For which of the following reasons would a meeting be postponed?

1
2
(A) Too few members are present
(B) The chairman is absent
(C) The Agenda of the meeting was not sent to the members
(D) Minutes of the last meeting were not circulated

83. In which of the following situations would the relationship between two employees be
described as a “lateral relationship”?

(A) Each has a similar status in the firm

(B) One is more senior that the other
(C) One has been employed longer than the other
(D) Each has an important job in the company

84. Periodically checking stock on a random sample basis is called

(A) Perpetual inventory

(B) Annual stock taking
(C) Annual inventory
(D) Stock control

85. A business sells goods for $600 on January 01, subject to a trade discount of 10%, and a 2
½% cash discount within a month. Which of the following is the correct amount to be paid if
the account is settled on January 17, of the same year?

(A) $525.00
(B) $526.00
(C) $540.00
(D) $585.00

86. Which of the following applies only to the vendor’s copy of the purchase order?

(A) The purchasing agent signs it

before mailing it to the supplier
(B) It function as a counter-check with
the invoice
(C) It is used to check the goods when
they are received
(D) It is filed with the requisition
and/or invoice among “Order
Received

87. Which of the following are advantages of a franking machine?

1. Stamps do not have to be bought

11. The amount spent on postage is reduced
111. A record is made of where the mail is sent
1V. Stamps do not have to be paste on the envelope

(A) 1 and 11 only

(B) 1 and 1V only
(C) 11 and 111 only
(D) 111 and 1V only

88. Which of the following types of paper must be used to prepare copies from an ink stencil?

(A) Carbon
(B) Flimsy
(C) Gloss
(D) Absorbent

89. Which of the following gives the procedure for filing in correct
sequence?

1
3
1. Check
11. Sort
111. Code
1V. Cross-reference
V. File
VI. Index

(A) 1,V1, 111,11,V

(B) 11,1,V1,11,1V,V
(C) 111,11,1V,V1, 1,V
(D) 111,V1, 1,11,1V,V

90. In which of the following situations should the Chairman advise that the meeting proceed
with the next business?

1. No decision can be reached on the item under discussion

11. Discussion on an item has been completed
111. A motion has just been moved
1V. All items on the agenda have been completed

(A) 1V only
(B) 1 and 11 only
(C) 111 and 1V only
(D) 1,11,111 and 1V

91. A caller comes into the office and asks to see a senior staff member about a routine matter.
What should the receptionist do?

(A) Send him to the staff member

(B) Refer him to the person who deals with such matters
(C) Suggest that he write a letter about the matter
(D) Tell him that he would have to make an appointment to see the senior staff member

92. There is a growing feeling among staff, that concerns over their general welfare are being
overlooked by management. What is the FIRST action which should be taken by staff to
improve the situation?

(A) Request a meeting with the personnel officer

(B) Take industrial action
(C) Prepare a suggestion box
(D) Request a meeting with the head of the organisation

93. Which of the following items of information could be obtained from an airline schedule?

1. The fares for specific flights on the airline

11. The type of airline used for each flight
111. The flight number for each flight on the schedule
1V. The times at which each flight will depart from and arrive at specific airports

(A) 111 and 1V only

(B) 1,111 and 1V only
(C) 11,111 and 1V only
(D) 1,11,111 and 1V

94. Which of the following are likely to be high if there are good interpersonal relationship
between the supervisor and subordinate employees?

1. Production
11. Staff morale
111. Staff welfare
1V. Labour turnover

(A) 1 and 11 only

(B) 1 and 111 only
(C) 11 and 111 only
(D) 11 and 1V only
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95. For which of the following groups of persons would a personnel department prepare personal
records cards/

1. Registered shareholders
11. Board of directors
111. Company auditors
1V. Permanent employees

(A) 1V only
(B) 11 and 1V only
(C) 11 and 111 only
(D) 1,11,111 and 1V

96. Which of the following items of information may be obtained from the personnel department?

1. Experience of persons who were employed previously

11. Knowledge and skills available among employees
111. Punctuality and absenteeism of employees
1V. Cost of wages and salaries for the organisation

(A) 1 and 1V only

(B) 11 and 111 only
(C) 1,11 and 111 only
(D) 1,11,111 and 1V

97. Which of the following items received in the mail MUST be recorded in the remittance book?

1. A receipt
11. A cheque
111. A money order
1V. A bank statement

(A) 1 and 11 only

(B) 11 and 111 only
(C) 11,111 and 1V only
(D) 1,11,111 and 1V

98. Which of the following means of communication is it advisable that a letter be sent as a
follow up?

1. Telex
11. Telephone
111. Telegram
1V. Telefax

(A) 1 and 11 only

(B) 11 and 111 only
(C) 1,11 and 111 only
(D) 1,11,111 and 1V

99. What should a clerk do if the number of items being delivered is less than that shown on the
delivery note?

(A) Reprimand the delivery agent and refuse to accept delivery

(B) Return the goods and ask for urgent delivery of the correct order
(C) Accept the delivery and ask the company to send the outstanding items
(D) Write the shortage on the delivery note before signing for receipt of the goods.

100. What do the terms 2/10, n/60 on an invoice means?

(A) 2% trade discount if paid within 10 days, or full amount if paid within 60 days
(B) 2% cash discount if paid within 10 days, or full amount if paid within 60 days
(C) 2% trade discount, and 10% trade discount, payable within 60 days
(D) 2% cash discount, 10% trade discount, payable within 60 days

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101. Which of the following departments should prepare a quotation in response to an enquiry?

(A) Purchases
(B) Accounts
(C) Advertising
(D) Sales

102. Three applicants are to be interviewed for a vacant post. Which of the following duties
should be carried out by the clerk in the personnel office on the day of the interview?

1. Remind each applicant of the time of the interview

11. Give the receptionist the names of the a applicants and the time each is expected
111. Prepare the interview room

(A) 1 and 11 only

(B) 1 and 111 only
(C) 11 and 111 only
(D) 1,11 and 111

103. Which of the following documents would be required to clear a shipment of goods which has
arrived from overseas by ship?

1. Bill of lading
11. Letter of credit
111. Customs form
1V. Delivery note

(A) 1V only
(B) 1 and 111 only
(C) 1,11 and 111 only
(D) 1,111 and 1V only

104. Which of the following procedures could the file clerk BEST use to avoid delays in finding
correspondence from Mary Browne-Smith

(A) Make a copy of each correspondence and file it under Browne-Smith, Mary and Smith
Browne, Mary
(B) File correspondence under Browne-Smith, Mary and cross-reference it under Browne,
Mary
(C) File correspondence under Mary Browne-Smith without rearranging the name to avoid
confusion
(D) File correspondence under Smith Browne, Mary and cross-reference it under Browne-
Smith Mary.

105. The term ‘matters arising’ on an agenda provides for discussion of topics which:

(A) are listed on the agenda

(B) members want to add
(C) are related to the minutes
(D) are on correspondence presented

106. Which of the following procedures should be used to find a telephone number in the yellow
pages for Thompson Electrical Services?

1. Find the section headed Services

11. Find the section headed Electrical Services
111. Look for Thompson Electrical
1V. Look for Thompson Electrical Services

(A) 1V only
(B) 1 and 111 only
(C) 1 and 1V only
(D) 11 and 1V only

107. Which of the following may apply to customers who have a current account with a bank?

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1. They earn high rates of interest
11. They may be granted overdraft facilities
111. They can make payments by cheque
1V. They receive a statement of account at specific periods

(A) 1 and 11 only

(B) 111 and 1V only
(C) 11,111 and 1V only
(D) 1,11,111,1V

108. Which of the following items should be sent by registered mail?

(A) Legal documents

(B) Hand bills
(C) Newspapers
(D) Catalogues

109. The purpose of the Annual General

Meeting of a company is to:

(A) give information to shareholders on

the finance and progress of the
company
(B) allow the board of directors to
discuss general matters relating to the company
(C) foster better communications
among shareholders, staff and customers
(D) outline to staff the plans and
policies for the coming year

110. A large organisation has a problem with the confidentiality of information in staff files.
Which of the following actions are MOST likely to reduced the problem?

1. Use the alphabetical system for staff files

11. Use the numerical filing system
for staff files
111. Ask each staff member to keep his/her file
1V. Store all staff files in the central filing department
V. Store all staff files in the personnel department

(A) 111 only

(B) 1 and 1V only
(C) 11 and 1V only
(D) 11 and V only

111. A bank reconciliation statement attempts to:

(A) settle arguments between bank and customer

(B) compare the balance given in a customer’s bank statement with that in his cash book
(bank column)
(C) prepare a customer for an increase in bank charges
(D) balance the bank’s ledger with its actual cash holding

112. If an overcharge has been made on an invoice, the document used to correct it is a:

(A) Corrected invoice

(B) Credit note
(C) Debit note
(D) Reconciliation statement

113. What FINAL action must be taken to ensure the minutes of the meeting are an accurate record
of the matters discussed at the meeting?

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(A) A draft of the minutes must be seen by the chairman before they are circulated
(B) A draft of the minutes must be circulated for their comments
(C) The minutes must be compared with the chairman’s agenda
(D) The minutes must be confirmed at the next meeting

Items 114 –116 refer to the following request

Please make arrangements to prepare 800 copies of a top quality brochure which will be used
at an executive conference.

114. The machine which should be used is the:

(A) Photocopier
(B) Offset litho
(C) Resograph
(D) Stencil duplicator

115. The paper which should be requested is

(A) flimsy
(B) absorbent finish
(C) smooth finish, light weight
(D) smooth finish, medium weight

116. The minimum quantity of paper to be requested is

(A) 2 quires
(B) 4 quires
(C) 2 reams
(D) 4 reams

117. Which of the following employees in an organisation is usually responsible for keeping the
register of shareholders up to date?

(A) Bursar
(B) Personnel officer
(C) Managing director
(D) Company secretary

118. Which of the following machines would be chosen for speed and economy in the preparation
of invoices?

(A) Accounting machines

(B) Adding and listing machine
(C) Rotary calculator
(D) Programmed desk computer

119. When a file is removed from cabinet, the clerk keeps track of it by putting in its place a/an

(A) Outcard
(B) Follow-up mark
(C) Index strip
(D) Folder label

120. When preparing an itinerary, one should list:

(A) Currency exchange rate

(B) Health and Insurance regulations
(C) Dates for visiting and leaving places
(D) Claims for reimbursement

121. Original petty cash was $25.00. Expenditures totalled $23, and $2.00 was received for calls
made. The next imprest is to be increased by $5.00. How much will be required when the
petty cash fund is replenished?

(A) $23.00
(B) $25.00
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(C) $26.00
(D) $28.00

122. In which order must you arrange index cards in the filing of documents that are brought up for
regular review?

(A) Alpha numeric

(B) Alphabetical
(C) Chronological
(D) Numeric

123. Before a meeting is called to order, the chairman must ensure that there is a:

(A) Convenor
(B) Committee
(C) Panel
(D) Quorum

124. Which of the following items of information should the receptionist record when arranging an
appointment for an executive?

1. The person’s name, company address and telephone number

11. The date, time and place of the meeting
111. The expected duration of the meeting
1V. The list of the points to be discussed

(A) 1,11 and 111 only

(B) 1,11 and 1V only
(C) 1,111 and 1V only
(D) 11,111 and 1V only

Item 125 refers to the following statement.

On 1 January, Margaret Niles had an overdraft of $200 with the National Bank of commerce. During
the period, January 01 – 16 the following transactions occurred-

2 Jan The bank charges $5 interest

5 Jan She deposited $500 cash in the bank

12 Jan She received a cheque for $200 from Tom Dew, which she banked

15 Jan She drew a cheque for $100 in favour of E. White

17 Jan The bank levied a bank charge of $10

125. What will be the opening balance in her account on 17 January?

(A) $200
(B) $385
(C) $500
(D) $585

126. A thesaurus is the BEST form of reference to be used if a person needs to:

(A) determine the meaning of a word

(B) check a person’s form of address
(C) check rules about letter writing
(D) select the most appropriate word

127. A contractor wants to make a bid on a local construction job and has to support it with $100.
Which of the following forms of remittance would be BEST for him to use?

(A) Cash
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(B) Bank draft
(C) Personal cheque
(D) Certified cheque

128. For which of the following reasons would you advise a salesman travelling through the
Caribbean to use Poste Restante?

(A) Convenient collection of his mail

(B) Safe delivery of correspondence
(C) Proof that mail is received intact
(D) Prompt receipt of special mail

129. The abbreviation S.T.D. represents:

(A) Switchboard Telephone Directory

(B) Subscriber Trunk Dialling
(C) Standard Telex Directory
(D) Subscriber Telephone Dialling

130. A salesman is in charge of retail outlets throughout the country. Which of the following
system should be used when filing correspondence with these outlets?

(A) Geographic
(B) Numeric
(C) Alphabetic
(D) Alpha-numeric

131. The lines of authority in a company are illustrated by means of a/an:

(A) Flow chart

(B) Bar chart
(C) Line graph
(D) Organisation chart

132. The most common sizes of office-based filing cabinets are:

(A) one-, two- and three drawer models

(B) two-, three- and four- drawer models
(C) three-, four- and five drawer models
(D) one-, two-, three, four- and five drawer models

133. The process by which records can reduced in size for economy is known as:

(A) mini-filing
(B) micro-storage
(C) maxi-filing
(D) micro-filming

134. One who computes service charges, files

cheques, photographs records, operates various machines and opens accounts is called a/an

(A) Bank clerk

(B) Accounting clerk
(C) Machine operator
(D) File clerk

135. As a mail clerk you received a letter

which requires action by one person and which must be seen by four other members of staff.
What is the MOST efficient method to ensure that is seen by all concerned?

(A) ask the typist to make carbon copies for distribution

(B) Prepare a routing slip and attach it to the correspondence
(C) Display the correspondence on the notice board
(D) Make the photocopies for distribution
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136. Periodic meetings of the directors of a
company are known as:

(A) management meetings

(B) policy meetings
(C) board meetings
(D) committee meetings

137. The following are steps to be followed by a company when purchasing goods:

1. Issue purchases requisition

14. Place purchase order
111. Issue stock requisition
1V. Write cheques

Which sequence gives the order in which these steps should be carried out?

(A) 1,11,111,1V
(B) 11,1,1V, 111
(C) 111,1,11,1V
(D) 1V, 111,1,11

138. An employee’s application letter, interview assessment, merit rating and other such records
are called his/her:

(A) Personal records

(B) Personnel records
(C) Curriculum Vitae
(D) References and testimonials

139. How many index units are contained in

the name Tower-Hill Farm?

(A) 1
(B) 2
(C) 3
(D) 4

140. Mr. Gordon, the Sales Manager, told the receptionist that he was expecting Mr. Murray, a
regular customer with the firm, whom he would like to see on arrival. When Mr. Murray
arrived Mr. Gordon was at the Accounts Department. Which of the following actions should
the receptionist take?

1. Send Mr. Murray to Mr. Gordon’s office on arrival

11. Call Mr. Gordon at the Accounts Department and let him know that Mr. Murray has
arrived
111. Send Mr. Murray to the Accounts Department

(A) 111 only

(B) 11 and 111 only
(C) 11 only
(D) 1 and 11 only
141. A member of staff is travelling overseas. Which of the following actions should be taken by
the clerk who is making travel arrangements?

1. Prepare the travellers cheques

11. Prepare the hotel reservations
111. Make the airline reservations and arrange for the tickets
1V. Remind the officer of the necessary travel documents

(A) 1 and 11 only

(B) 111 and 1V only
2
1
(C) 11,111 and 1V only
(D) 1,11,111 and 1V

142. Which of the following statements outlines the function of the telex machine?

1. It is used only for sending telegrams and cablegrams

11. It allows immediate two-way communication
111. The message is received in printed form
1V. The message is received even if no one is present to receive it

(A) 1 only
(B) 1 and 111 only
(C) 11,111 and 1V only
(D) 1,11,111 and 1V

143. An outstanding cheque may be defined as one that:

(A) has not yet been presented to the bank for payment
(B) must be certified by the bank manager
(C) needs more than one signature
(D) was written for more than is in the account

144. A clerk who has been permanently employed with an organization has decided to leave.
Which of the following practices on giving notice would be acceptable?

1. Oral notice of two to four weeks in

advance
11. Written notice on the day of leaving
111. Written notice two to four weeks in advance

(A) 1 only
(B) 111 only
(C) 1 and 11 only
(D) 1 and 111 only

145. The credit metre of a franking machine is set by

(A) The office manager

(B) A clerk in the post office
(C) A clerk who is responsible for mail in the firm
(D) The firm which manufactured the credit meter

146. What type of discount do some firms allow for prompt settlement of account?

(A) Cash
(B) Sales
(C) Trade
(D) Purchases

147. A pro forma invoice is issued when goods are sold:

(A) On hire purchase

(B) With a trade discount
(C) On credit
(D) Subject to approval

148. Which of the following abbreviations is usually put on an invoice?

(A) S. A. E.
(B) R/D
(C) E. & O. E.
(D) C. O. D,

149. Mail sent by parcel post is treated as:

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2
(A) Surcharge mail
(B) First class mail
(C) Second class mail
(D) Classified mail

150. A decision taken at a meeting is termed a:

(A) Bill
(B) Resolution
(C) Proxy
(D) Motion

151. How will the petty cash book be affected if

$1.00 received from employees for personal telephone calls is included in the total
expenditure column?

1. The total expenditure will be $1.00 too much

11. The total of the analysis column will be $2.00 short
111. The balance to be carried down will be $2.00 short
1V. The receipt column will be $1.00 short

(A) 1,11 and 1V only

(B) 1,111 and 1V only
(C) 11 and 111 only
(D) 1,111 and 1V only

152. If a firm has a plan for mechanization, employees who wish to remain with the firm try to
develop skills for:

(A) Redeployment
(B) Employment
(C) Promotion
(D) Secondment

153. Induction training courses familiarize new employees with:

(A) Procedures for carrying out their specific duties

(B) Their item of reference and conditions of service
(C) The firm’s structure, polices and procedures
(D) The procedures which may be taken if they have any grievance

154. Correspondence from John Mayden is accumulating in the miscellaneous. An individual

folder should be prepared when the items number more than:

(A) 3
(B) 5
(C) 7
(D) 9

155. Which of the following documents must be prepared when exporting goods by air?

1. Airway bill
11. Bill of lading
111. Invoice
1V. Destination sheet

(A) 1 and 11 only

(B) 1 and 111 only
(C) 1,11 and 111 only
(D) 1,11,111 and 1V

156. For what purposes should copies of the minutes of a meeting be used?

1. As a permanent record
11. For reference at the next meeting
2
3
111. For distribution to all invited persons
1V. For distribution to members of the group
V. For cutting up according to topic and file

(A) 1 and 1V only

(B) 111 and V only
(C) 1,11 and 1V only
(D) 1,11,1V and V

157. Which of the following are functions of the personnel office.

1. Handling grievances relating to salary

11. Encouraging employees to pursue further training
111. Processing application for vacancies
1V. Keeping a record of employees’ absences

(A) 111 and 1V

(B) 1,11 and 111 only
(C) 1,111 and 1V only
(D) 1,11,111 and 1V

158. Which of the following may be used to obtain cash from a current account at a bank?

1. Cheques
11. Withdrawal slips
111. Standing orders

(A) 1 only
(B) 11 only
(C) 1 and 11 only
(D) 1,11 and 111

159. Which of the following documents should be taken to an interview?

1. Letter of introduction
11. Copy of application for employment
111. Original copies of academic certificates
1V. Invitation to interview

(A) 1 and 1V only

(B) 1 and 11 only
(C) 11 and 111 only
(D) 111 and 1V only

160. What action should be taken by a clerk to deal with mail which is marked “URGENT, For the
attention of Mr. P. H. Johnson?”

(A) Send the letter to Mr. Johnson

(B) Call Mr. Johnson to collect the mail immediately’
(C) Send the mail to be filed and route to Mr. Johnson immediately
(D) ‘Send the mail to be filed and routed at the normal period of distribution

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Item 161 refers to the following cheque

NATIONAL INVESTMENT BANK 3 October 1998

No____________ Bridgetown
_ Barbados

Date Pay to the order of – Jacob Niles $150

___________

The sum of One hundred & fifty Dollars

To No. 37 Mildred King
_____________
Amount________
_
For____________
_

161. In the cheque illustrated above Mildred King is the:

(A) Payee
(B) Endorser
(C) Drawee
(D) Drawer

COST CARD: Per Door

Material Cost
$75.00

Labour Cost 15 hours $1.50 per hour

Overhead Cost 15 hours $5.00 per hour

TOTAL COST

Profit 50%

Unit Price

162. From the information given above, the unit price of a door will be:

(A) $258.75
(B) $183.75
(C) $172.50
(D) $ 86.26

163. For which of the following purposes may a franking machine be used?

1. Printing the required postage on outgoing mail

11. Addressing the envelopes of outgoing mail
111. Printing slogans on the envelopes of outgoing mail
1V. Seal the envelopes of outgoing mail

(A) 1 only
(B) 1 and 111 only

(C) 1,111 and 1V only

(D) 1,11,111 and 1V

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164. Which of the following means of sending a letter would provide the Post Office with a record
of the person receiving it?

1. Registered mail
11. Special delivery
111. First class mail

(A) 1 only
(B) 11 only
(C) 11 and 111 only
(D) 1,11 and 1

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165. Which of the following should be included in a job description?

1. Main duties
11. Hours of work
111. Abilities and skills required
1V. Salary Scales

(A) 1 and 11 only

(B) 1 and 111 only
(C) 1,11 and 111 only
(D) 1,11,111 and 1V

166. Which of the following would be BEST economical price of an article?

(A) $26 per 50 kg CIF

(B) $22 per 50 kg FOB, $1 per 10 kg
(C) $24 per 50 kg plus 5% carriage
(D) $25 per 50 kg plus shipping charge $5.00

167. A good reason for sending the sales order to the credit clerk manager is to have:

(A) it filed with previous orders from the same customer

(B) it approved and the terms of the sales set
(C) the items on the order priced
(D) the shipping papers for the order prepared

168. Which of the following is the correct attitude to have when starting your first job?

(A) Assume that any task given to you is important

(B) Try to develop close friendship with your colleagues
(C) Do only those tasks which you are told to do
(D) Do NOT expect any responsible job for the first day

169. Sally’s employer has told her that he will be out of the office the following day. What action
should she take concerning people with appointments for the day?

(A) Explain his absence to them when they come to the office
(B) Send letters to them postponing their appointments
(C) Notify them by telephone and offer to make another appointment
(D) Remind the employer that he has appointments and suggest that he go away another
day

170. A hotel quotes you two prices, one for rooms only and the other MAP. The second rate will
include:

(A) Breakfast only

(B) Lunch and dinner
(C) Breakfast and dinner
(D) Breakfast , lunch and dinner

171. An executive has sent you a cable that he will be arriving by Air Jamaica 230 at 2240 hrs.
This time could be interpreted

(A) 1:20 am
(B) 2:40 p.m.
(C) 11: 20 am
(D) 10:40 p.m

172. Which of the following bank forms are used by holders of current accounts?

1. Counterfoils
11. Deposit slips
111. Withdrawal slips
1V. Cheques

(A) 1V only
(B) 11 and 111 only
(C) 1,11 and 111 only
(D) 1,1 and 1V only

173. Poste Restante is a postal service which ensures that:

(A) mail sent to a travelling person is returned if not delivered

(B) mail can be collected by a travelling person from a local post office
(C) the hotel receptionist will accept and hold mail for a travelling person
(D) the post office deliver mail to the hotel indicated by the travelling person on specified
dates

174. The King’s High School wants to build a new canteen. In order to select the most suitable
firm for the job the school should invite firms to send

(A) Price lists

(B) Catalogues
(C) Statements
(D) Tenders
175. When can minutes of a meeting be corrected?

(A) Anytime the secretary or chairman detects an error

(B) At a meeting at which the minutes are presented but before they are adopted
(C) At the meeting at which the minutes are presented
(D) At a subsequent meeting following the adoption of the minutes

176. Short listing of applications is carried out:

(A) when making the list of applicants to be interviewed

(B) when preparing personal cards for new employees
(C) after the applicants have been interviewed
(D) as applications for the advertised

177. What is the name given to a system used by many organizations in which an officer is given a
sum of money for paying small bills and a refund is given to restore the balance to the original
amount?

(A) Double entry

(B) Continuous
(C) Mechanized
(D) Imprest

178. Which of the following bank services should be used by a busy person who wishes the bank
to pay specified bills each month?

(A) Ask the bank to act as executor

(B) Use standing order facilities
(C) Ask the bank to pay the creditors on demand
(D) Lodge post-dated cheques for creditors with the bank

PEOPLE’S BANK
Date: March 30, 1998

PAY TO THE ORDER OF JOHN LOWE

The Sum of Two hundred Dollars $200.00
Paul Jones

179. The illustrated is an example of a cheque that is

(A) Cancelled
(B) Certified
(C) Crossed, generally
(D) Crossed, specially
180. Which of the following steps must John Lowe take to receive equivalent cash from over the
counter after endorsing the cheque?

(A) Deposit it to his account at the Village Bank, Bridgetown and then withdraw the cash
(B) Present it to the People’s Bank, Bridgetown, to be cashed immediately
(C) Deposit it to his account at any People’s Bank ant then withdraw the cash
(D) Present it to the teller at the Village Bank, Bridgetown or at any Bank to be cashed
immediately

Questions 181 – 183 are based on the following diagram of a push button telephone switchboard.

Hold 00124 00125 00126 Intercom

Signal

0 0 0 0 0
0

181. If the caller dials 00126, what will happen?

(A) The telephone will ring and all the buttons will flash
(B) The telephone will ring and the push-button of the line will flash
(C) The push-button of the line will light up and the telephone will not ring
(D) The push button of the intercom will light up and the telephone will not ring

182. If a caller is on a line and HOLD is the only button depressed by the operator, which of the
following will happen?

(A) The telephone will be automatically disconnected

(B) The caller will be able to speak to the operator
(C) The incoming call will be retained on the line
(D) A busy tone signal will be heard on the telephone

182a. How many ‘trunk lines’ are available on the telephone switchboard?

(A) 6
(B) 5
(C) 4
(D) 3

183. You have been asked to prepare an itinerary for an executive who will be arriving for a
conference. Which of the following must you prepare?

(A) List of regulations for the country

(B) Schedule of appointments
(C) List of invitees to the conference
(D) List of activities for the day

184. A businessman is on his way to the UK to purchase machinery for his firm. Which of the
following is the MOST suitable form of money for him to take?

(A) Bank Draft

(B) Bill of Exchange
(C) Traveller’s cheques
(D) Local Currency

185. Which of the following persons is responsible for preparing a conference room for an
executive meeting?

(A) Secretary
(B) Chairman
(C) Office Cleaner
(D) Supervisor

186. What form of written communication would the Personnel Manager use to tell the Office
Manager that a meeting of all supervisory staff will be held?

(A) Report
(B) Letter
(C) Memorandum
(D) Agenda

187. The correct indexing arrangements of names of individuals is:

(A) Surname, Middle name, Last name

(B) First name, Surname, Middle name
(C) Middle name, Surname, Last name
(D) Surname, First name, Middle name

188. In what order should items of the following classes of mail be placed on the employer’s desk?

1. Registered letter
11. Personal letter
111. Telegram
1V. Ordinary letter

(A) 1,111,11,1V
(B) 11,1,111,1V
(C) 111,1,11,1V
(D) 111,11,1V

189. A5 paper is suitable for typing

(A) Minutes of a meeting

(B) Long letters
(C) Complimentary cards
(D) Short letters

190. Which of the following aids in filing must always be used as a support to a numerical filing
system?

(A) Subject register

(B) Alphabetical index
(C) Tickler file
(D) Cross reference

191. The most popular method of storing correspondence which is in current use is:

(A) vertical filing

(B) horizontal filing
(C) lateral filing
(D) box filing

192. Two weeks have passed since you were interviewed for a job and you have not yet received
any word. What is the MOST effective action you should take?

(A) Request another interview

(B) Call to see the Personnel Manager
(C) Telephone the Personnel Manager
(D) Write a follow-up letter

193. The purpose of keeping a reception register in any organization is to ascertain the:

(A) number of persons who visited the organization

(B) number of firms which do business with the organization
(C) names of persons who attend functions of the organization
(D) names of person who visited the organization
194. If you were asked for a job specification, which of the following information should you
give?

(A) a description of the duties which are to be performed

(B) The qualification of tasks and specific times required for performing the job
(C) An evaluation of a job to determine the wages for its performance
(D) The specific amount of material required for a job

195. A verbatim report is presented:

(A) by word of mouth

(B) word for word
(C) in the present tense
(D) as a summary

196. An office worker shows good judgement when he/she

(A) demonstrates the ability to chose well between alternatives

(B) displays interest in work to be done
(C) follows instructions easily
(D) finds something useful to do

197. The Document which enables each individual in a company to know his position with the firm
and the person to whom he reports is known as the:

(A) Job chart

(B) Work manual
(C) Organization chart
(D) Organization manual

198. The type of office which is not divided into separate rooms but consists of one large room in
which everyone works is known as:

(A) economy block

(B) open form
(C) open plan
(D) economy lay-out
199. Which of the following is NOT an advantage of the decimal numeric system?

(A) It allows for removal of files transfer

(B) Divisions are possible
(C) There is little possibility of overcrowding in the files
(D) It has unlimited expansion

200. Handling the incoming mail usually involves three of the following. Select the item which
should be omitted.

(A) sorting and opening

(B) Sorting the unopened mail
(C) Routing the sorted mail
(D) Routing the unsorted mail

201. A good file clerk should not file a document unless it has:

(A) been cross-referenced

(B) an out-guide
(C) a release mark
(D) a follow-up card

202. When charges are not reversed on a long-distance telephone call, it means that:

(A) If the charge is $23 the caller pays $32

(B) If the charge is $23 the person called pays $32
(C) The person called agrees to pay the charges
(D) The caller pays the charges
203. After you have duplicated 60 copies of a 4-page report, you are instructed to collate it. Which
of the following actions would you take?

(A) Put the good copies in one pile and poor in another pile
(B) Put the pages together in sequence 1 - 4
(C) Check to see that there are 60 copies of each page
(D) Check to see if there are any errors

204. Which of the following groups BEST represents ways used to pay debts?

(A) Coins, promissory note, postage stamps, money

(B) Banker’s order, cheques, credit transfer, postal order
(C) Bill of exchange, credit note, postage stamp, bank note
(D) Credit transfer, cash, bonds, promissory not

205. Entries under the debit of the Bank statement show that:

(A) Those amounts are outstanding

(B) The company had paid those sums to the bank
(C) They are amounts discounted from transactions
(D) The bank had those amounts for the company

206. A resolution is carried unanimously when:

(A) The majority are in favour

(B) The majority are against
(C) All are in favour
(D) All who vote are in favour but some have abstained

207. Which of the following conditions is MOST likely to exist in a large company?

(A) Few opportunities for promotion

(B) Very close supervision
(C) Direct contact with management
(D) High degree of specialization

208. A disadvantage of centralized filing is:

(A) easy access by everyone

(B) low level of security
(C) lack of proper control and supervision
(D) records not available locally where they might be needed

209. Which of the following should be counted when calculating the chargeable words in an
overseas telegram?

1. Initials
11. Numerals
111. Standards words
1V. Punctuation sign

(A) 1V only
(B) 11 and 1V only
(C) 1,11 and 111 only
(D) 1,11,111 and 1V

210 You have been asked to make copies of

reports for different members of staff. They have indicated the dates and times by which
they would like to have the copies. Which of the following procedures should you follow to
ensure that staff members receive their reports on time?

(A) Deal with all work in the order received

(B) Arrange all work in order of requested priority and work in that order
(C) Do shorter and simpler tasks first
(D) Deal with the requests from the senior officers first

211. A receptionist may BEST be described as a/an?

(A) personal secretary

(B) office host/hostess
(C) records clerk
(D) receiving clerk

212. For what purpose should a complimentary slip be used?

(A) Congratulating the recipient

(B) Accompanying enclosures sent without a letter
(C) Acknowledging receipt of payment
(D) Accepting an invitation
213. The switchboard operator has been trying to connect Mr. Smith to his bank manager but she
keeps getting the busy signal. What action should she take?

(A) Hold all other calls until he reaches the bank manager
(B) Call the operator at the telephone company and explain the problem
(C) Advise Mr. Smith to make the call on the following day
(D) Advise Mr. Smith to visit the bank on the following day

214. Which of the following are advantages of a franking machine?

1. There is no need to keep large quantities of stamps

11. Less is spent on postage
111. A record is made of where the mail is being sent
1V. Stamps do not have to pasted on the envelope

(A) 1 and 11 only

(B) 1 and 1V only
(C) 11 and 111 only
(D) 111 and 1V only

215. Jamie works as a switchboard operator at Office Supplies Limited. Which of the following is
the correct way for Jamie to answer an incoming call on the switchboard?

(A) “Hello, good morning, can I help you”?

(B) “Good morning, Office Supplies limited”.
(C) “This is Jamie speaking. Good morning”
(D) “Good morning, Jamie speaking.”

216. To which of the following departments should the mail clerk send incoming invoices?

(A) Sales
(B) Accounts
(C) Purchases
(D) Administration

217. A firm wants the Post Office to provide information on the date and time of delivery of a
tender. Which of the following postal services should be used?

(A) Special delivery

(B) Recorded delivery
(C) Registered mail
(D) Surface mail

218. Which of the following items of stationery are required for setting up a filing system?

1. Dividers
11. Out cards
111. File jackets
1V. Cross-reference sheets

(A) 1 and 1V only

(B) 11 and 111 only
(C) 11,111 and 1V only
(D) 1,11,111 and 1V

219. “Suspension filing” may be described as placing:

(A) folders in a temporary file in a cabinet

(B) Documents which will not be used for a while in a cabinet
(C) Folders in hanging pockets in a cabinet
(D) Documents for follow-up in a file

220. Correspondence from Jackson-Wade Manufacturing should filed under:

(A) J and cross referenced under W

(B) W and cross-referenced under J
(C) M and cross-referenced under j
(D) M and cross-referenced under W

221. In which order should the following names be filed?

1. Capt. Richard P. Dundee

11. The Dundee Cake Co
111. Dundee and Dundee & Sons
1V. James Dundee & Sons

(A) 1,11,111 and 1V

(B) 1,111,1V and 11
(C) 11,111,1V and 1
(D) 111,1V, 11 and 1

222. Which of the following is a duty of a receptionist?

(A) Preparing a list of business associates

(B) Making policy decisions for the office
(C) Assisting persons who telephone or visit the office
(D) Preparing itineraries for management

223. A visitor to an office wishes to see a senior executive. He asks to be introduced as AG. The
receptionist should respond by:

(A) telling the executive that AG is there to see him

(B) explaining that the company regulations require her to record the names of callers
(C) sending the visitor to see the executive without giving the executive his name
(D) refusing to contact the executive until the visitor give his name

224. Which of the following agencies should a businessman consult in order to obtain US $15,000
in foreign currency?

1. A commercial bank
11. The Ministry of Trade
111. The central Bank/Ministry of finance
1V. The Ministry of Foreign Affairs

(A) 1 and 111 only

(B) 1 and 1V only
(C) 11 and 111 only
(D) 11 and 1V only

225. When is the election of the Executive Committee of a club usually held?

(A) When at least one officer resigns

(B) At the Annual General Meeting
(C) When members feel it is time for a change
(D) If the present officers are considered incompetent
226. Which of the following actions should be taken at a meeting if an equal number of persons
voted for and against the motion?

(A) A member should submit a closure

(B) The motion should ‘lie on the table
(C) The meeting should be adjourned
(D) The chairman should be allowed a casting vote

227. The majority of the workforce in a manufacturing concern is employed in the:

(A) personnel department

(B) finance department
(C) marketing department
(D) production department

228. As a secretary of your school club, which of the following actions should you take AFTER a
meeting?

1. Prepare the minutes of the meeting just concluded

11. Draft the agenda for the next meeting
111. Ensure that decisions taken at the meeting are carried out
1V. Change any motion made, if necessary

(A) 1 and 11 only

(B) 1 and 111 only
(C) 11 and 111 only
(D) 11 and 1V only

229. If a firm does not have a canteen and members of staff would like to have such a facility they
should FIRST make a suggestion to the:

(A) Union’s shop steward

(B) General Manager
(C) Office Manager
(D) Personnel Manager

230. Which of the following, if offered by a company, would be considered fringe benefits?

1. Salaries
11. Induction training
111. Contributory pension plan
1V. Contributory medical insurance

(A) 111 and 1V only

(B) 1,11 and 1V only
(C) 11,111 and 1V only
(D) 1,11,111 and 1V

231. Which of the following department would be responsible for credit control:

(A) Purchases
(B) Accounts
(C) Administration
(D) Sales

232. To correct an error which has been made when writing a cheque, one should:

(A) make the correction and initial it

(B) erases the error and make the correction
(C) cross out the error and make the correction above it
(D) make the correction and ask the bank teller to initial it

233. E. & O.E. on an invoice indicates that the firm:

(A) is very reliable and efficient

(B) could not supply some of the
goods ordered
(C) will alter the amount payable if it
is not accurate
(D) is requesting that the account be
paid promptly

234. A junior employee has to leave the office to travel out of town on the company’s business.
The transportation cost is $8.00. How should the employee obtain this amount?

(A) Obtain a voucher from a petty cashier, fill it out and present it to her for repayment
(B) Pay the transportation cost from personal money and request a refund from the
supervisor at a later date
(C) Request the money in writing from the supervisor who will write a cheque to cover the
amount
(D) Fill out a voucher, get it approved by the supervisor, and present it to the pretty cashier
for payment

235. If an employer submits to his bank a list of employees and the amount payable to each, and
requests his bank to make payment to his employees’ bank account, which banking services
would he be using?

(A) Credit card

(B) Standing order
(C) Credit transfer
(D) Direct debiting

236. Which of the following should NOT be found on a job card?

(A) Materials to be used

(B) Cost of the items
(C) Instructions to the operator
(D) Completion time

237. A petty cashier whose imprest is $100 has

$20 cash in her tin. She has four petty cash vouchers for $15, $25, $10 and $15,
respectively. What is the amount of money NOT accounted for?

(A) $15
(B) $20
(C) $35
(D) $80

238. Which of the following items of

information should be put on an index of supplier?

1. Terms of delivery
11. Terms of payment
111. Date of reference of orders
1V. Names and addresses of suppliers

(A) 1V only
(B) 1 and 111 only
(C) 11 and 1V only
(D) 1,11 and 111 only

239. Assuming a similar quantity and quality of goods and the same rate of insurance coverage,
which of the following shipping terms will give the greatest benefits to a company purchasing
goods?

(A) F. O. B.
(B) C. F.
(C) Ex works
(D) C. I. F.

240. A stylus is used for writing/drawing on a:

(A) Stencil for an ink duplicator
(B) Documents to be photocopied
(C) Master for a spirit duplicator
(D) Metal plate for an offset litho

241. A buyer purchased goods from a foreign country on term F. O. B. For which of the following
charges MUST the buyer be responsible?

1. Cost of the goods

11. Insurance of the goods
111. Freight charges
1V. Carriage to dock

(A) 1,11 and 111 only

(B) 11,111 and 1V only
(C) 111,1V and 1 only
(D) 1V,1 and 11 only

242. Which of the following is NOT included in a job description?

(A) title of the job

(B) Result of the job interview
(C) Statement of the duties
(D) Name of the employee’s supervisor

243. An executive who will be attending a seminar in another Caribbean territory is unsure of
accommodation but wants copies of important mail sent to him. Which post office service
would you suggest to him?

(A) Certified post

(B) Registered mail
(C) Special delivery
(D) Poste Restante

244. How should the minutes of a meeting be written?

(A) In first person and present tense

(B) In the third person and past tense
(C) In the third person and present tense
(D) in the first person and the past tense

245. If a firm uses the system of perpetual inventory stock-taking, this means that:

(A) The stock has to be counted every day

(B) Specialists check the stock by random sampling
(C) Every time stock is issued it is recorded on the stock card
(D) The actual stock is checked weekly against book figures

246. Comparison of a cash book with a bank statement reveals that a standing order was not
entered in the cash book. This omission should be corrected by:

(A) crediting the cash book with the amount of the standing order
(B) debiting the cash book with amount of the standing order
(C) making an adjustment in a bank reconciliation statement
(D) drawing a neat line through the amount of the bank statement

Item 246 refers to the extract below

Goods Tea
and Cleanin Postage Breaks Travel
Service g $ $ $
$
Total 30.00 15.00 19.40 22.00
247. The totals above were extracted from a petty cash book at the end of a period. The petty cash
float is $100 and it is operated on the impress system. Which of the following amounts
should the petty cashier receive to start the new period
(A) $86.40
(B) $100.00
(C) $113.60
(D) $186.40

248. If you are ill and cannot attend a job interview at the appointed time, the appropriate action
for you to take would be to

(A) send a letter stating that you are unable to keep your appointment
(B) go in for the interview when you feel better
(C) inform them of your illness by telephone and ask for a new date
(D) cancel your interview immediately

249. The matters to be dealt with at a meeting are set out in the

(A) minutes
(B) schedules
(C) programme
(D) agenda

250. Firms, which encounter a space problem in storing inactive files, may consider using

(A) microfilm
(B) accordion files
(C) diskettes
(D) suspension folders

251. A PBX system is used to facilitate

(A) oral communication

(B) written communication
(C) retrieval of documents
(D) storage of documents

252. Which of the following is used to record information about visitors to a firm?

(A) A tickler file

(B) A schedule of activities
(C) A reception register
(D) A call card

Item 253 refers to the cheque shown below

MUTUAL TRUST BANK LTD

10 High Street
Port-of-Spain, Trinidad

30 May 1998
Pay: Joan Grant

Three hundred dollars $300.00

J. Robinson
032581

253. The above cheque is payable to

(A) anyone who presents it

(B) the account of the person named on the cheque
(C) anyone with an account at the bank
(D) the person who has endorsed it

254. Which of the following actions should be taken by the sales office of a department store if the
stock-taking report shows that an item is unpopular with customers?
1. Lower the price of the item
11. Carry the item at the same price
111. Store the item for another season
1V. Arouse interest in the item through advertisement.
(A) 1 and 111 only
(B) 1 and 1V only
(C) 11 and 111 only
(D) 11 and 1V only

255. Which of the following would appear on a factory employee’s job card?

1. Date of joining the company

11. Description of duties
111. Amount of work done
1V. Attendance details

(A) 111 only

(B) 1 and 11 only
(C) 111 and 1V only
(D) 1,11 and 1V only

256. For what purpose should a memorandum be used?

(A) Informal communication with business associates in other firms

(B) Short notes to personal friends
(C) Confirmation of business matters that do not require a formal letter
(D) Communication within a firm

257. What is the MAIN order of organisation of

the yellow pages of the Telephone Directory?

(A) List of names in alphabetical order

(B) List of addresses in alphabetical order
(C) List of business names in alphabetical order
(D) List of goods and services in alphabetical order

258. A person who wants to know the cost of a long-distance telephone call should ask the
operator for a/an

(A) transfer charge call

(B) A. D. C. call
(C) person-to-person call
(D) alarm call

259. The function of the factory office is to

(A) assemble goods for dispatch

(B) purchase and manufacture goods
(C) organise the production
(D) establish links with reputable suppliers

260. The maintenance foreman of an

organisation usually has to be moving around the building and is thus seldom in the office.
Which of the following instruments should he have to facilitate office contact with him?

(A) Extension telephone

(B) Inter-com
(C) A paging device
(D) A telerest
261. In an alphabetic filing system, under which letter would the file for James Taylor-Webber and
Sons be filed?

(A) J
(B) S
(C) T
(D) W

262. Which of the following situations would cause a file to be classified as inactive?

(A) A supplier now sells a wider range of goods

(B) The organisation has stopped buying from a particular supplier
(C) A company with which the organisation deals has changed its name
(D) A company with which the organisation deals has changed its business address

263. Which of the following procedures describes the correct sequence for filing

(A) Inspecting, coding, indexing, cross-referencing and filing

(B) Inspecting, indexing, coding, cross-referencing and filing
(C) Cross-referencing, indexing, coding, inspecting and filing
(D) Cross-referencing, coding, indexing, inspecting and filing

264. Which of the following correspondence is MOST likely to be kept in a file in numerical
order?

(A) Customer’s complaints

(B) Copies of purchase orders
(C) Applications for employment
(D) Copies of monthly sales reports

265. For which of the following reasons might firms transfer the information from customers’
order form to their own forms?

1. To simplify checking procedures

11. To limit the control of credit
111. To ensure that the order has all the necessary information
1V. To check whether any debt is overdue

(A) 1 and 111 only

(B) 1 and 1V only
(C) 11 and 111 only
(D) 11 and 1V only

266. An executive, who is planning to visit various Caribbean territories on a sale promotion
campaign, has been given permission to purchase foreign currency. Which of the following
is/are MOST suitable for his purpose?

(A) Money orders

(B) Currency of each destination
(C) A single bank draft
(D) Travellers’ cheques

267. A tender is a written order by the supplier to

(A) complete work within a specified time

(B) supply goods or service at a specific price
(C) handle fragile goods in a specific manner
(D) supply goods or services on specific terms

268. A company received an invoice for goods purchased on May 6, costing $1,350. The terms are
2/10, N/30. If the invoice is paid on May 8 how much must be paid?

(A) $945
(B) $1,215
(C) $1,323
(D) $1,350

269. A job description gives the

(A) description of the duties which are to be performed

(B) list of qualifications and skills required for performing the job
(C) identification of tasks and specific times required for performing a job
(D) evaluation of a job to determine the wages for its performance

270. Which of the following appear in the debit column of a bank statement?

1. Standing orders honoured

11. Amounts deposited
111. Interest received
1V. Cheques drawn

(A) 1 and 1V only

(B) 11 and 111 only
(C) 1,11 and 111 only
(D) 1,11,111 and 1V

271. In a sales transaction. the correct sequence for the flow of documents between the purchaser
and the supplier is
(A) order, quotation, inquiry, invoice
(B) inquiry, order, quotation, invoice
(C) order, inquiry, invoice, quotation
(D) inquiry, quotation, order, invoice

Item 272 refers to the stock card below

Stock Record

Description: Bond Paper Supplier: Getfers Ltd

Stock Ref: & 8/12 Max: 100 reams
Min: 20 reams

Date Order No. In Out Balance

1990

Jan 01 40/21 78 100

Jan 03 5c/8 14 86

Jan 04 BE/10 20 66

Jan 05 Tec/4 15 51

Jan 07 A/20 30 21

Jan 08 So/4 2 19

Jan 10 Ag/2 4 15

272. The stock clerk should have placed an order for paper on

(A) Jan 05
(B) Jan 07
(C) Jan 08
(D) Jan 10

273. Which of the following information should

be included in a production planning master?

1. The description and quantity of

material required
11. The machines and equipment to be used
111. The labour require
1V. The time allowed for completion
(A) 1 and 11 only
(B) 1,11 and 111 only
(C) 11,111 and 1V only
(D) 1,11,111 and 1V
274. On April 20, the stock card for leather
bags showed that the stock in hand was 650 bags. On April 20, 150 bags were received from
the factory and 90 bags were sold. Which of the following would show the entries in the
order that they would have been made on stock card on April 20?

1. Issues 90, Balance 710

11. Receipts 150, Issues 90, Balance
710
111. Receipts 150, Balance 800
1V. receipts 800, Issues 90, Balance
710

(A) 11 only
(B) 1V only
(C) 1 and 11 only
(D) 1 and 111 only
Items 275 – 277 refer to the information below
Trade Terms of
Supplier Discount Payment
1. 12 ½% 1 month net

11. 20% 2 ½% cash discount

111. 25% C. O. D.

1V. 10% 5% cash discount

275. Which is the LOWEST quotation for goods priced at $1,000.00?

(A) 1
(B) 11
(C) 111
(D) 1V

276. Which is the HIGHEST quotation for goods priced at $1,000.00

(A) 1
(B) 11
(C) 111
(D) 1V

277. Which of the suppliers has indicated that credit would NOT be allowed?

(A) 1
(B) 11
(C) 111
(D) 1V

278. Which of the following should be done if no mention is made of promotional opportunities
when you are being interviewed for a job and you are interested in having such information?

(A) Ask about it in a follow-up letter after the interview

(B) Visit the office and question the employees
(C) Ask about it before the close of the interview
(D) Assume that promotion will be automatic

279. A friend who started working two weeks ago received an offer for another job for which she
was interviewed previously. She plans to stay in the job she has. What should she do about
the new offer?

(A) Visit the personnel officer and apologies for not taking the job
(B) Telephone the personnel officer, say thanks and advise that she will not be taking the
job
(C) Write a letter thanking the personnel officer but declining the offer of the job
(D) Decide that if the company does not hear from her they will know she is not taking the
job

280. For which of the following duties is a chairman of a meeting responsible?

1. Approving the agenda
11. Seconding all motions
111. Signing the adopted minutes of the last meeting
1V. Directing and controlling the proceedings at the meeting

(A) 1,11 and 1V only

(B) 1,111 and 1V only
(C) 11,111 and 1V only
(D) 1,11,111 and 1V
281. What steps should a businessman take if his cash book and bank statement show a difference
of $20.00

(A) Reconcile his bank statement with

his cash book.
(B) Regard the $20.00 as interest on his current account.
(C) Inform the bank that an error has been made in his account.
(D) Write a cheque for $20.00 to balance his statement with the bank.

282. The amount of outgoing mail in a firm has

increased greatly. Which of the following steps should be taken to improve efficiency of
posting?

1. Assign more mail clerks to stick the postage stamps on all outgoing mail
11. Ask each department to try to reduce the amount of outgoing mail
111. Set a specific time when outgoing mail will be collected from all departments
1V. Frank outgoing mail

(A) 1 only
(B) 11 and 111 only
(C) 111 and 1V only
(D) 1,11,111 and 1V

283. A customer who has credit facilities with a firm should expect to receive a record of payments
and purchase made each month on a/an

(A) invoice
(B) advice note
(C) statement of account
(D) reconciliation statement

284. When a file has been requisitioned, the

name of the borrower, together with other important information should be recorded on a/an

(A) out card

(B) call card
(C) index card
(D) card indicator

285. The Head Office of a Caribbean company

uses a geographical filing system. In which order should index cards for the following be
filed?

1. Anthony Jackson, Queen Street,

Bridgetown, Barbados
11. Brown Brothers Ltd., Broad Street, Roseau, Dominica
111. Carlton Associates, Greenville Street, Basseterre, St. Kitts
1V. Smith and Co. Ltd., High Street, St. John’s, Antigua

(A) 11,111,1,1V
(B) 11,111,1V, 1
(C) 111,11,1,1V
(D) 1V, 1,11,111

286. Assume that it is your first day at work and

you have been asked to make copies of reports and documents for different members of staff.
Staff members have indicated the dates and times by which they would like to have the copies.
Which of the following procedures should you use to facilitate maximum efficiency?

(A) Accept and deal with all work in the order received.
(B) Arrange all work in order of requested priority and work in that order.
(C) Fix strict time limits for the acceptance and delivery of work
(D) Deal with the requests from the senior officers first
Items 287 – 289 refer to the following invoice

No. 198

GARDEN SUPPLIES & PLANT CARE SERVICES

21 Happy Street
Bushy Park

To : Mr. D. Lee 10th May,

1998
60 New Lane
Mountain View
Your Order No: 483

Qty Description Unit Total

$ $
1 Model G - Lawn Mower 556.00 556.00

Terms: 25% Discount if paid within 7 days

10% within 14 days
N/30

E. & O.E.
287. The letters “E & O. E.” on the invoice indicate that

(A) Mr. Lee should not regard this document as a request for payment
(B) Garden Supplies & Plant Care Services can correct any error made when preparing the
bill
(C) Mr. Lee can hold Garden Supplies & Plant Care Services to the terms of sale as shown
on the invoice
(D) Garden Supplies & Plant Care Services may not have included all the items that Mr.
Lee ordered

288. How much should Mr. Lee pay if the bill is settled on 16th May?

(A) $255.60
(B) $339.00
(C) $417.00
(D) $556.00

289. What is the LATEST date by which Mr. Lee is required to pay this bill?

(A) 17th May, 1998

(B) 24th May, 1998
(C) 31st May, 1998
(D) 9th June, 1998

290. Which of the following conditions is MOST likely to exist where people work in a large
company?

(A) Few opportunities for promotion

(B) Very close supervision
(C) Direct contact with management
(D) High degree of specialization

291. A cross- reference sheet is prepared when

(A) two pieces of correspondence are to be put in the same file

(B) one piece of correspondence can be put on two or more files
(C) correspondence is to be seen by more than one person
(D) the correspondence in a file is no longer required

292. The term ‘carriage paid’ means that the

(A) carrier must be paid by the purchaser before the goods can be despatched
(B) price quoted does not include overseas
(C) transport
(D) carrier must be paid before the goods are delivered
(E) price quoted includes delivery to the customer’s door

293. Which of the following would be recorded

as a motion in the minutes of a meeting?

(A) An alteration to a resolution

(B) An amendment to the minutes
(C) An addition to a resolution after it has been passed
(D) A formal proposal made by a member

294. To locate an item of correspondence in a

file one should refer to the

(A) index sheet

(B) routing slip
(C) tickler file
(D) file register
295. The receptionist has been told that Mr. Bell, the Sales Manager, will be out of the office for
the day. What action should the receptionist take deal with persons calling to speak to Mr.
Bell on that day?

(A) Say that Mr. Bell is out of office

and offer to take a message for him
(B) Explain that Mr. Bell will be out
of Office for the day and ask them to call on him the following day
(C) Put the calls through to Mr. Bell’s extension and expect that someone in the sales
department will answer
(D) Advise that Mr. Bell is out of office and ask if anyone else can help

296. Your firm has a PABX switchboard. A

telephone call has come to your department’s extension for a staff member, Mr Khan, who is
in another department. Which of the following replies should you give?

(A) “Sorry, Mr. Khan works in another department. Please hold the line while I transfer
your call.”
(B) “Sorry, we do not have anyone by that name in this department.”
(C) “Sorry, Mr. Khan is not in this department, can I help you?”
(D) “Sorry, you have the wrong department. Please hang up and call back
297. The formal relationship between the
personnel department and other department of an organisation is BEST described as a

(A) line relationship

(B) direct relationship
(C) vertical relationship
(D) functional relationship

298. The correct procedure for a receptionist to use when introducing a visitor to a staff member is
to announce the

(A) visitor’s name

(B) visitor’s name and company
(C) visitor’s name, title and company
(D) visitor’s name, company and title

299. The MAIN advantage of communication by telex rather than by telephone is that the message
by telex is

(A) more detailed

(B) in written form
(C) less expensive
(D) more up to date

300. Which of the following duties would be carried out by a clerk who works in the personnel
department of an organisation?

1. Recruiting new staff

11. Drawing up contracts of employment
111. Receiving articles for the company magazine
1V. recording information on staff record cards

(A) 1 and 111 only

(B) 11 and 111 only
(C) 111 and 1V only
(D) 1,111 and 1V only

301. The ‘cancelled cheques’ that one receives with a bank statement are those cheques which

(A) the bank dishonoured

(B) the bank exchanged for cash
(C) are more than 3 months old
D (D) the account holder did not
E negotiate

302. Which of the following statements BEST describe(s) a bill of lading?

1. Contract between the sender of goods and the owner of the vessel
11. Receipt for prepaid shipping charges
111. Request to the crew to load the goods
1V. Proof that the goods have been delivered overseas
(A) 1 only
(B) 1 and 11 only
(C) 1,11 and 111 only
(D) 1,11,111 and 1V

303. For which of the following types of overseas telephone calls does a telephone company
usually charge the highest rate?

(A) Customer dials the overseas telephone number and speaks with anyone who answers
(B) Customer calls the operator at the telephone company and asks for assistance in
making the connection with the desired overseas telephone number
(C) Customer gives the operator at the telephone company the name of a person to whom
he/she wishes to speak on the desired overseas telephone number
(D) Customer calls the operator at the telephone company, gives the desired overseas
telephone number to which the call is to be placed, and requests the telephone operator
to give the time and charges at the end of the call

Item 304 refers to the following table

Days T W T F S
M

Hours 8 8 10 8 8 6

304. The above table gives the number of hours an employee worked in one week. What is the
gross pay if the rate of pay is $10.00 an hour for an 8-hour day, Monday to Friday, and time-
and-a-half for overtime and Saturday?

(A) $480.00
(B) $520.00
(C) $560.00
(D) $720.00

305. Which of the following gives the sequence of acceptable practices for taking disciplinary
action against a member of the office staff who receives a salary?

1. Oral warning
11. Written warning
111. Oral suspension
1V. Written dismissal

(A) 1 and 111 only

(B) 1 and 1V only
(C) 11,111 and 1V only
(D) 1,11 and 1V only
306. In a manufacturing firm which of the following statements BEST describes a ‘job card’?

(A) A list of information and instructions for production issued from the office
(B) A list of duties and responsibilities of an employee
(C) The record prepared by an employee listing the tasks completed in a month
(D) The record prepared by the production office giving an analysis and cost of each job

307. You have been asked to collected the information to be used to prepare an itinerary for a
group of persons who will be arriving for a conference which your company is hosting.
Which of the following items of information must you try to obtain?

1. Hotel at which the visitors will be staying

11. Visitor’s flight numbers, arrival and departure times
111. Schedule of activities for the conference

(A) 11 only
(B) 111 only
(B) 11 and 111 only
(D) 1,11 and 111

308. The Personnel Officer is working on a report on labour turnover in the company and has
asked you to give him the number of resignations for the last six months. Which of the
following records would you use to get this information?

(A) Job Cards

(B) Time Cards
(C) Service Records
(D) Salaries Register

309. A staff member has asked the receptionist to make a person-to-person call to Mr. Wary.
Which of the following procedures should the receptionist use?

(A) Request an appointment for the staff member to see Mr. Wray
(B) Ask the operator at the local telephone company to place a call to Mr. Wray.
(C) Dial Mr. Wray’s number and connect the staff member when Mr. Wray is on the line
(D) Dial Mr. Wray’s number and connect the staff member

310. Two weeks have passed since you were interviewed for a job and you have not yet received
any word. What is the MOST effective action you could take?

(A) Request another interview

(B) Call to see the personnel officer
(C) Telephone the personnel officer
(D) Write a follow-up letter

311. The mail clerk noted that on a cheque received in the mail, the sum of money stated in words
and figures did not agree. Which of the following actions must the mail clerk take?

(A) Return the cheque to the payee

(B) Ask the bank to certify the cheque
(C) Correct the error and initial on
behalf of the payee
(D) Notify the accounts department of the error

312. If 100 copies of a one-page technical report were needed for a meeting to be held in the next
two days, which of the following processes would it be BEST to use?

(A) Spirit master and spirit duplicator

(B) Original and photocopier
(C) Metal plates and offset litho
(D) Electronic stencil and ink duplicator

313. The postal service which should be used when sending a money order to another Caribbean
territory is

(A) first class mail

(B) registered mail
(C) express delivery
(D) special delivery

314. Which of the following would NOT be used when cutting a stencil

(A) Typewriter
(B) Branda master
(C) Shading screens
(D) Stylus

315. Daily incoming mail average 130 letters plus magazines and catalogues, and daily outgoing
mail average about 150 letters plus brochures and catalogues. Which of the following pieces
of equipment would be MOST appropriate for use in the mail room?

1. Date stamp
11. Collator
111. Franking machine
1V. Postal scale

(A) 1 and 1V only

(B) 1,111 and 1V only
(C) 11 and 111 only
(D) 11,111 and 1V

316. Which of the following actions must NOT be taken be a secretary before a meeting?

(A) Ask the chairman to approve the minutes

(B) Prepare the chairman’s agenda
(C) Circulate the minutes to persons attending
(D) Collect all items required for the meeting
317. Within what period of time from the date recorded on the cheque, should a cheque be
presented for payment?

(A) Fourteen days

(B) Four weeks
(C) Six months
(D) One year

318. Which of the following attributes is NOT required of all beginning office workers?

(A) Punctuality
(B) Initiative
(C) Ability to calculate accurately
(D) A pleasant disposition

319. Which of the following services can

USUALLY be obtained through a travel agency?

1. Purchase of airline tickets

11. Hotel reservations
111. Visas for visits to foreign
countries
1V. Purchase of foreign currency

(A) 1 only
(B) 1 and 11 only
(C) 1, 11 and 111 only
(D) 1,11,111 and 1V

320. The Personnel Manager has asked a clerk in the department to collect relevant documents for
interviewing applicants for the position of file clerk. Which of the following documents must
be given to the Personnel Manager?

1. Job description
11. Job specification
111. Company manual
1V. Resumes of persons being interviewed

(A) 11 and 1V only

(B) 11,111 and 1V only
(C) 1,11 and 1V only
(D) 1,11,111 and 1V

321. You have been asked to find the

announcement about the closing down of a public company made about three weeks
ago. In which of the following would you check for this information?

1. The daily newspaper

11. The official Gazette
111. Hansard
1V. The Chamber of Commerce
Journal

(A) 11 only
(B) 111 only
(C) 1 and 11 only
(D) 111 and 1V only

322. The departments in a firm are shown in part of the organisation chart below.
Purchases Sales Factory Accounts

From which department would bills of lading be issued?

(A) Purchases
(B) Factory
(C) Sales
(D) Accounts

323. Which of the following methods should a customer use to send a subscription of $20.00 for a
magazine to a publisher who is located in another country?

1. A cheque
11. A postal order
111. A money order

(A) 11 only
(B) 111 only
(C) 11 and 111 only
(D) 1, 11 and 111

324. The procedure for counting stock on a random basis is BEST described as

(A) annual stock-taking

(B) perpetual stock-taking
(C) unscheduled stock-taking
(D) continuous stock-taking

325. When the 24-hour clock is showing 18:30 hours, the time on the 12-hour clock

(A) 6.30 p.m.

(B) 6.30 a.m.
(C) 8.30 p.m.
(D) 8.30 a.m.

326. On June 1, the Sales Manager returned a file to the records department with the tag, ‘Bring Up
July 1’. What action(s) should the file clerk take?

1. Put the file in the pending tray

11. Return the file to the cabinet
111. Record on a follow-up card that the file is to be sent to the Sales Manager on July 1
1V. Record on an index sheet in the file folder that the file is to sent to the Sales Manager
on July 1.

(A) 1 and 11
(B) 11 and 111
(C) 1, 11 and 111
(D) 1, 11, 111 and 1V

327. General Manager

1

Company Sales Accounts

Secretary Manager
11 111 1V

The organisation chart of a large company is shown above. Which of the following persons
would be responsible for drafting agreements and taking legal steps against customers who
fail to pay their bills

(A) 1
(B) 11
(C) 111
(D) 1V

328. One important reason for controlling stock is to

(A) ensure that adequate supplies are always available

(B) restrict the items in which the company deals
(C) provide goods of a high quality
(D) ensure that the company offers the same goods as other firms

329. An employee’s application letter, interview assessment, merit ratings and other such records
are called his/her

(A) personal records

(B) personnel records
(C) curriculum vitae
(D) reference and testimonials

330. The sales order is sent to the credit manager so that he or she can

(A) file it with previous orders from the same customer

(B) approve the order and set the terms of the sale
(C) price the items on the order
(D) prepare the shipping papers for the order

331. If all members at a meeting voted in favour of a motion is said to

(A) be carried unanimously

(B) have the majority vote
(C) have been voted for embloc
(D) have been carried nem. con.

332. Stock inventories are prepared by a company in order to assist in determining its

(A) assets
(B) liabilities
(C) working capital
(D) operating expenses

333. The chief cashier has just reimbursed the petty cashier’s imprest. How must this transaction
be recorded?

1. Debit Cash Book

11. Credit Cash Book
111. Debit Petty Cash Book
1V. Credit Petty Cash Book

(A) 1 only
(B) 1V only
(C) 1 and 1V only
(D) 11 and 111 only

334. Mr. P Brown, an overseas visitor has an appointment to see the Sales Manager who has been
called out unexpectedly. Mr. Brown is leaving the next day. What should the receptionist
do?

(A) Plan an alternative appointment

(B) Politely tell Mr. Brown that the Sales Manager is out
(C) Apologise and ask Mr. Brown to speak with a sales agent
(D) Apologise to Mr. Brown and ask him to write to the Sales Manager

335. For which of the following forms of business organisations should Messrs be used in the
address?

(A) Partnership
(B) Corporation
(C) Sole trader
(D) Limited company

336. For which of the following reasons might the receptionists keep a diary

(A) To plan and schedule activities for the company

(B) To inform management how staff time is being used
(C) To serve as a reminder when appointments are scheduled
(D) To maintain a record of the persons visiting the company

337. Which of the following services would usually be offered to customers who have fixed
deposit accounts at a commercial bank?

1. Higher interest rate than that offered on savings account

11. Withdrawals on demand with interest earned
111. Permission to write cheques on the accounts

(A) 1 only
(B) 11 only
(C) 1 and 111 only
(D) 1,11 and 111

338. How long in advance of an Annual General Meeting of a public company should the notice
and agenda of the meeting be sent out?

(A) 2 – 3 days
(B) 7 – 14 days
(C) 21 days
(D) one month

339. An air letter form from the Post Office should NOT be used if the correspondence is to

(A) include an enclosure

(B) be sent by registered mail
(C) be addressed to a Post Office
(D) carry postage from a franking machine

340. A telegraphic address is used by business firms to

(A) keep the identity of the firm anonymous

(B) reduce the cost of telegrams
(C) speed up the delivery of telegrams
(D) keep the message on the telegrams in code

342. You have been asked to file the following folders. Which would you place in the first pocket?

(A) White, Margaret A, (Ms.), Nr Nelson’s Gap, Barbados

(B) White, Margaret, 60 Rendezvous Drive, Barbados
(C) White Mary (Miss) 20 St Peter’s Rd, Barbados
(D) White, Marilyn (Mrs), Harmony Lodge, Barbados

343. Which of the following procedures is used by the Post Office when mail is registered?

1. The registration number and country of origin is stamped on the envelope

11. Blue lines are drawn horizontally and vertically on both sides of the envelope
111. A receipts is given to the person who has brought the mail to be registered
1V. The person who has brought the mail is required to drop it in a special box

(A) 1 and 111 only

(B) 111 and 1V only
(C) 1,11 and 111 only
(D) 11,111 and 1V only

344. A sales invoiced dated May 25 for $549.50 is subjected to the term, 2/10 net 30. The amount
of the cheque written on June 4 should be
(A) $109.90
(B) $384.65
(C) $538.51
(D) $549.50

345. In which of the following drawers should the file clerk put correspondence from Klass
Printing Services Supplies if the firm uses a subject filing system?

1. Drawer labelled A - K
11. Drawer labelled L - R
12. drawer labelled S – Z

(A) 1 only
(B) 11 only
(C) 1 and 11 only
(D) 11 and 11 only

346. Which of the following courses of action should always be taken by the receiving clerk, if
there is a discrepancy in a shipment being received?
(A) Consult the purchasing manager for instructions
(B) Accept the goods and reprimand the agent for his negligence
(C) Return the goods and await delivery of the correct shipment
(D) Make a notation on the delivery note before signing it

347. Which of the following would be the BEST source of information on hotel accommodation
for a person who is planning to visit foreign countries?

(A) The white pages of each country’s telephone directory

(B) Local hotels which have branches in the country to be visited
(C) Brochures obtained from local travel agents
(D) Brochures obtained from the local tourist information

348. Which of the following sequences should be used when planning interview appointments?

1. Inform each applicant of the date and time of the interview

11. Give the receptionist the names of applicants and the time each is expected
111. Plan that each interview lasts at least half an hour
1V. Make a note of the exact time set for each applicant

(A) 1,11,111,1V
(B) 11,111,1V, 1
(C) 111,1V, 1,11
(D) 1V, 1,11,111

349. Which of the following items of information should be put on an index of suppliers?

1. Terms of delivery
11. Terms of payment
111. Date of reference of orders
1V. Names and addresses of suppliers

(A) 1V only
(B) 1 and 111 only
(C) 11 and 1V only
(D) 1,11 and 111 only

350. Which of the following abbreviations is MOST likely to be included on an invoice?

(A) R. S. V. P.
(B) E. & O. E.
(C) N. C. R.
(D) R. D.

351. An invoice for $100, dated March 31 and offering 2/10 N 30, was paid on April 9. How
much would the purchaser have to pay
(A) $90
(B) $98
(C) $100
(D) $110

352. Which of the following documents would a salesman use to prepare goods for dispatch to a
customer?

(A) Invoice
(B) Purchase requisition
(C) Purchase order
(D) Voucher

353. An application for the position of dispatch clerk was addressed to the company. To whom
should the mail clerk send the application?

(A) Shipping supervisor

(B) Administrative officer
(C) Marketing manager
(D) Personnel manager

354. In the business of a sole trader the decision of what to purchase is usually made by the

(A) stock control clerk

(B) purchasing manager
(C) proprietor
(D) cashier

355. Assume that you are a new employee in a large firm. While you are awaiting instructions
from your supervisor, another employee asks you to help her with her work. You should tell
her that

(A) you are a new employee and unfamiliar with her work
(B) she should try to complete her work even if she has to work late
(C) you are willing to assist with your supervisor’s permission
(D) you have already been given the work that you are supposed to do

356. In business a memorandum is used

(A) for short letter

(B) in place of post-cards
(C) for internal communication
(D) as a memory aid
357. Your supervisor gives you oral instructions which you do not fully understand. You should

(A) ask another worker before starting the task

(B) ask your supervisor to explain what she means
(C) ask your supervisor to write out the instructions
(D) start the task and hope that things will become clear as you work

358. Mr. Lee of the Sales Department asked the telephonist to transfer a call from a customer to
Mr. Field of the Accounts Department. If the call is disconnected while it is being put
through to the Accounts Department, what should the telephonist do?

(A) Telephone Mr. Lee, explain what happened and offer an apology.
(B) Telephone Mr. Field, explain what happened and offer an apology
(C) Leave the line open so that the customer can call again
(D) Ask Mr. Lee for the customer’s number, call, apologise and connect to Mr. Field

359. Which of the following items of equipment must be used along with the fax machine in order
to send a message?

(A) Telex
(B) Telephone
(C) Printer
(D) Photocopier

360. You have been asked to arrange for personnel in several different locations to speak to each
other without a personnel meeting. Which of the following telephone calls should be used

(A) Fixed time

(B) Collect
(C) Toll free
(D) Conference

361. As a wages clerk, you are instructed to remove some PAYE Income Tax documents to make
room for new ones. Which of the following employees’ tax documents should you disposed
of?

I. Current employees who are on minimum wages

II. Employees who have been transferred to other branch offices
III. Employees who have left the company over the last five years
IV. Employees who have retired for more than six years

(A) II only
(B) IV only
(C) I and IV only
(D) I, II and III only

362. Which of the following devices would alert the person carrying it to go to the nearest
telephone as quickly as possible

(A) Beeper
(B) Pocket radio receiver
(C) Two-way radio
(D) Cellular phone

363. Which of the following media would be MOST appropriate for sending additional funds to
your boss, who is on an overseas business trip and is scheduled to return in three days?

(A) Bank draft

(B) Certified cheque
(C) Telegraphic money order
(D) Postal order

364. A draft of revised procedure for handling mail is to be prepared and submitted to the Office
Manager. Which of the following media should be used?

(A) Letter
(B) Report
(C) Statement
(D) Note

365. Which of the following BEST describes the “Poste Restante” mail service of the Post Office?

(A) Mail for which no postage is required

(B) Mail sent to persons with temporary addresses
(C) Mail service used by non-profit organizations, charities and the blind
(D) Mail sent in which delivery is made by special courier after normal business hours

366. Which of the following would ensure the efficient management of records?
I. Easy retrieval
II. Preparation of paperwork
III. An auditing system in place
IV. Proper storage facilities

(A) I and II only

(B) I and IV only
(C) II and III only
(D) III and IV only
367. An office may BEST be described as a place
(A) where people work
(B) for processing information
(C) for receiving and storing information
(D) for planning, directing and controlling the operation of the business

368. Which of the following items of information should be put on an agenda for a monthly
General Meeting?

I. Place of meeting
II. Business of meeting
III. Names of members
IV. Date of meeting

(A) II only
(B) I and IV only
(C) I, II and III
(D) I, II and IV only

369. With which of the following should a receptionist familarise herself, before setting up
appointments?

I. The pattern of her boss’ work day

II. The correct procedure for greeting callers
III. The filing method used by the company
IV. The intercom numbers for each member of staff

(A) I only
(B) I II and III only
(C) I, II and IV only
(D) II, III and IV only

370. The item of information which is LEAST likely to appear on a register of visitors kept by a
receptionist is the

(A) reason for the visit

(B) time of arrival of the visitor
(C) name of the person visited
(D) name of the visitor

371. An urgently required piece of equipment was delivered to the office in a damaged condition.
Which of the following actions should the receptionist take?

(A) Refuse to accept it on the grounds that the item is damaged

(B) Make a note of the damage on the delivery note, sign it, and inform the supervisor of
the damage
(C) Phone the supplier, report the damage, and follow his or her advise.
(D) Sign the delivery note and at the first opportunity inform the supervisor of the damage.

372. The person who moves a motion at a meeting has the right to reply after the motion has been

(A) adopted
(B) recorded
(C) seconded
(D) spoken

373. The term ‘matters arising thereon’ on an agenda provides for discussion of topics

(A) listed on the agenda

(B) which members want to add
(C) related to the minutes
(D) on correspondence presented

374. The notice and agenda of an Annual General Meeting of a public company should be sent to
shareholders at LEAST
(A) 2 – 3 days before the meeting
(B) 6 – 14 days before the meeting
(C) 21 days before the meeting
(D) one month before the meeting

375. If the number of persons required to form a quorum is NOT present, the meeting must be

(A) adjourned
(B) postponed
(C) conducted as a sub-committee
(D) conducted as an extra-ordinary meeting

376. You are travelling with TT$1,650. If this amount is converted to EC$ at an exchange rate of
EC$1 = TT$3.00, it will be equivalent to

(A) $495.50
(B) $500.00
(C) $500.50
(D) $550.00

377. Which of the following records would show an employee’s duties, grade and salary?

I. The employment contract

II. The job specification
III. The company manual

(A) I and II only

(B) I and III only
(C) II and III
(D) I, II and III

378 Which of the following actions should be taken after copies of minutes of a meeting have
been prepared?

I. Put a copy in the minutes book

II. Send a copy of the minutes to all members of the committee
III. Cross-reference minutes to the files
IV. Extract information and prepare for relevant files

(A) I only
(B) I and II only
(C) I, II and III only
(D) I, Ii and IV only

379. Which of the following services is NOT provided for by the Human resources office?

(A) Health and safety

(B) Education and training
(C) Induction and orientation
(D) Production and maintenance

380. A person who completes forms, types simple correspondence and attends to the petty cash in
a small office is usually referred to as

(A) an audio-typist
(B) a stenographer
(C) a clerk typist
(D) a mail clerk

381. Which is the BEST method of payment for purchasing a box of paper clips for a company?

(A) Money order

(B) Credit card
(C) Cash
(D) Cheque
382 On which file should the clerk put a medical certificate for an employee?

(A) Employee’s personal file

(B) Miscellaneous file
(C) Staff- Medical
(D) Staff General

383. A customer wishes to pay a shopkeeper with a cheque which was paid to him. What must he
do before passing the cheque to the shopkeeper?

(A) Write ‘A/c Payee Only’ on the back of the cheque

(B) Remove his name from the cheque, write the shopkeeper’s name and initial the change
(C) Sign his name at the back of the cheque and request that payment be made to the
shopkeeper
(D) Present the cheque to the shopkeeper with a letter asking the bank to give him the
money

384 A letter from a company confirming receipt of your application for employment
is referred to as a

(A) letter of acknowledge

(B) letter of acceptance
(C) memo

385 To pay his account in cash, a customer tenders:

Five - $20.00
Three - $10.00
Ten - $5.00
Nine - $1.00
Twenty - 5c pieces

What sum of money does the customer pay?

(A) $189.00
(B) $190.00
(C) $191.00
(D) $195.00

386. In the cash book, all monies received are indicated as a

(A) credit entry

(B) debit entry
(C) deposit account
(D) credit account
(D) job letter

Items 387 – 388 refer to the Stock Record Card below

STOCK RECORD CARD

Item: Bond Paper Minimum Level - 40

Supplier Ross Ltd Maximum Level - 120

Date Quantity Received Quantity Issued Balance
4/3/2001 45
5/3/2001 10 55
6/3/2001 26 29

387 Which of the following amounts should be ordered to maintained the minimum level on the
Stock Record Card?

(A) 11
(B) 21
(C) 29
(D) 45

388 What should be the minimum stock level of envelopment, if the rate of usage is calculated at
50 per week, and a period of two weeks is allowed for delivery?

(A) 50
(B) 100
(C) 150
(D) 200

389. Which of the following items would a stock clerk be responsible for ordering?

I. Postage stamps
II. Pens
III. Typewriters
IV. Typewriting ribbons

(A) III only

(B) II and IV only
(C) I, II and IV only
(D) I, II III and IV

Item 390 refers to the price list below

PRICELIST

2 typewriters @ $2 000 ea = 4 000

Less 20% trade discount - -

Cash discount 10% payment within 10 days

390. If the goods were paid for within 10 days, what was the price paid on the typewriters?

(A) $2 800
(B) $2 880
(C) $3 200
(D) $3 600

391. What action should you take if you are offered a job which you do not wish to accept?

(A) Write a letter thanking the Human Resources officer but declining the offer of the job
(B) Visit the Human Resources office and apologise for not taking the job
(C) Telephone the Human resources officer, say thanks and advise that you will not be
taking the job
(D) Decide that if the company does not hear from you they will know you are not taking
the job.

392. Which of the following actions should be taken by the sales office of a department store, if the
stock-taking report shows that an item is unpopular with customers?
I. Lower the price of the item
II. Carry the item at the same price
III. Store the item for another season
IV. Arouse interest in the item through advertisement

(A) I and III only

(B) I and IV only
(C) II and III only
(D) II and IV only

393. Which of the following should appear in a resume?

I. Name of applicant
II. Position for which application is made
III. School(s) applicant’s attended
IV. Name of applicant’s parent or guardian

(A) I and III only

(B) III and IV only
(C) I, II and III only
(D) I, Ii, III and Iv

394. Which of the following guidelines should be followed during a job interview

I. Be pleasant and alert

II. Be courteous when answering
III. Maintain eye contact with the interviewer
IV. Avoid giving one word answers

(A) I and IV only

(B) I, II and III only
(C) I, II and Iv only
(D) I, II, III and Iv

395. Which of the following documents is sent to the buyer when goods are purchased?

(A) An invoice
(B) A quotation
(C) An enquiry
(D) A debit note

396. A large company prepares its own catalogue and price lists. Which of the following machines
would be MOST appropriate for use in its duplication and reproduction section?

I. Collating
II. Adding
III Offset
IV. Stencil

(A) IV only
(B) III and IV only
(C) I. III and IV only
(D) I, II, III and IV

397. Which of the following would the Post Office put in a private postal box?

I. First class mail

II. Registered mail
III. Parcels

(A) I only
(B) II only
(C) I and II only
(D) I, II and III
398. An officer in your company left last night for a 3-day business conference in another
Caribbean island. You have just seen on his desk an important letter which you had prepared
for his folder. Which of the following actions should you take?

I. Send the details of the letter by electronic mail

II. Send a copy of the letter by special delivery.
III. tell him the details of the letter by telephone.
V. Assume that he no longer requires the letter and file it.

(A) I only
(B) IV only
(C) I and III only
(D) II and III only

399. To which of the following departments should the mail clerk send incoming invoices?

I. Accounts
II. Sales
III. Purchases
V. Administration

(A) I and II only

(B) I and III only
(C) II and IV only
(D) III and IV only

400. Your supervisor gave you a report containing information which is to be seen by three other
persons. What document should you prepare to ensure that they se it?

(A) Action slip

(B) Circulation slip
(C) Forwarding form
(D) Memorandum

401. Correspondence within file folders is usually kept in

(A) alphabetical order

(B) numeric order
(C) chronological order
(D) subject order

402. Under which of the following circumstances is a cross-reference used?

(A) A file is missing and a temporary

file is opened
(B) Correspondence has to be seen by
two or more persons
(C) Correspondence is transferred to
inactive files
(D) Correspondence could be put in two or more files

403. To find a file in a numerical filing system one must first refer to the

(A) visible index

(B) index card
(C) strip index
(D) routing slip

404. When an unexpected visitor asks to speak urgently with the head of an organisation the
receptionist should

(A) explain that it is not possible to see

her without an appointment
(B) check with the visitor whether
someone else might be able to help
(C) check the head of the
organisation’s dairy and if she is free send in the visitor
(D) explain to the visitor that the head
of the organisation is busy but he could take a chance and wait

405. Mr. Smith, a valued customer, visits the office a day before his scheduled appointment
because he is in the area. What should the receptionist do?

(A) Suggest to Mr. Smith that he sees someone else

(B) Tell Mr. smith that he person he is to see is out.
(C) Remind Mr. smith politely of the date of his appointment
(D) Find out if the person with whom Mr. Smith has the appointment can see him

406. Your firm will be hosting a conference and a committee is to be set up specifically to make
arrangements for this. This committee can best be described as

(A) an executive committee

(B) an adhoc committee
(C) a standing committee
(D) an informal committee

407. Which of the following items must be presented at an Annual General Meeting?

I. Agenda for the meeting

II. Minutes of the previous meeting
III. Treasurer’s Report for the last
financial year
V. Reports of the meeting of sub-
committees held during the year
(A) I only
(B) II and III only
(C) I, II and III only
(D) II, III and IV only
408 Which of the following would be recorded as a motion in the minutes of a meeting?

(A) An alteration to a resolution

(B) An amendment to the minutes
(C) A formal proposal made by a member
(D) An addition to a resolution after it has been passed

409. Minutes of meetings are important because they provide

(A) detailed information on the items

listed on the agenda
(B) the exact wording of all discussions
(C) a plan for the meeting
(D) a record of all matters discussed

410. Which of the following are functions of the Human Resources Office?

I. Handling grievances relating to salary

II. Encouraging employees to pursue further training
III. Processing application for vacanies
V. Keeping a record of employees’ absences

(A) II and III only

(B) 1, 11 and 111 only
(C) 1, 111 and IV only
(D) 1, 11, 111 and IV

411. Which of the following records should be used to obtain information regarding resignation of
a company’s employees, during the previous six month?

(A) Service Records

(B) Job Cards
(C) Time Cards
(D) Salaries Register
412. An employee became ill while on holiday and will therefore be late in returning to work.
Which of the following persons should the employee contact?

(A) The Human Resources manager

(B) The salaries clerk
(C) His immediate supervisor
(D) The clerk performing his duties

413. An executive is on an extended visit overseas. He has authorized you to arrange with the bank
to have the rent paid monthly from his personal accounts the BEST method to do this by

(A) Credit Transfer

(B) Post-dated cheques
(C) Standing Order
(D) Certified cheques

414. A small businessman in a rural community

has fifteen employees on his payroll. Since each employee has a bank account, it may be more
efficient to pay employees by use of a

(A) credit advice slip

(B) standing order
(C) direct debit system
(D) credit transfer

415. A company establishes minimum stock levels in order to

(A) ensure sufficient stock for production to continue

(B) indicate stock level at any given time
(C) determine minimum expenditure on stock
(E) ensure that there is never too much stock

416. Which of the following documents is sent by the seller when the customer has been
undercharged?
(A) An invoice
(B) A quotation
(C) An enquiry
(D) A debit note
417. Which of the following documents may be sent by a supplier in response to a letter of
inquiry?

1. a statement
11. a quotation
111. an advice note
1V. a price list

(A) 1 and 11 only

(B) 1 and 111 only
(C) 11 and 111 only
(D) 11 and 1V only

418. Which of the following activities are normally carried out by the sales department of a
wholesale grocery?

I. Preparation of invoices
II. Processing of orders
III. Submission of purchase
Requisitions
IV. Preparation of credit notes

(A) I and IV only

(B) II and IV only
(C) I, III and IV only
(D) II, III and IV only
419. - Advertising
- Dealing with customers’ complaint
- Preparing brochures

Which of the following departments is responsible for the functions listed above?

(A) Office Administration

(B) Human resources
(C) Purchasing
(D) Sales
KEY TO QUESTIONS
1. C
2. B
3. C
4. D
5. B
6. D
7. A
8. C
9. B
10. B
11. D
12. A
13. D
14. D
15. B
16. A
17. D
18. A
19. A
20. C
21. D
22. A
23. D
24. B
25. D
26. A
27. B
28. A
29. C
30. A
31. A
32. A
33. A
34. A
35. D
36. A
37. D
38. A
39. D
40. B
41. B
42. A
43. A
44. C
45. B
46. D
47. C
48. D
49. D
50. C
51. A
52. C
53. C
54. B
55. A
56. D
57. D
58. C
59. C
60. A
61. C
62. A
63. C
64. B
65. C
66. A
67. B
68. C
69. B
70. A
71. B
72. B
73. A
74. A
75. C
76. C
77. C
78. B
79. D
80. A
81. D
82. A
83. A
84. A
85. B
86. B
87. B
88. D
89. A
90. B
91. B
92. A
93. C
94. A
95. A
96. C
97. B
98. B
99. D
100. B
101. D
102. C
103. B
104. B
105. C
106. D
107. C
108. A
109. A
110. D
111. B
112. B
113. A
114. D
115. C
116. C
117. D
118. D
119. A
120. C
121. C
122. B
123. D
124. A
125. B
126. D
127. A
128. A
129. B
130. A
131. D
132. B
133. D
134. C
135. C
136. A
137. C
138. A
139. B
140. C
141. C
142. C
143. A
144. D
145. B
146. A
147. D
148. C
149. D
150. B
151. A
152. A
153. C
154. B
155. A
156. C
157. C
158. A
159. D
160. B
161. D
162. A
163. B
164. A
165. A
166. C
167. B
168. A
169. C
170. C
171. D
172. D
173. B
174. D
175. B
176. A
177. D
178. B
179. C
180. C
181. B
182. C
182a D
183. D
184. A
185. A
186. C
187. D
188. B
189. D
190. B
191. A
192. C
193. D
194. A
195. B
196. A
197. C
198. C
199. C
200. B
201. C
202. D
203. B
204. B
205. D
206. A
207. D
208. D
209. D
210. B
211. B
212. B
213. C
214. B
215. B
216. B
217. C
218. D
219. C
220. A
221. C
222. C
223. B
224. A
225. B
226. D
227. D
228. B
229. D
230. A
231. B
232. A
233. C
234. D
235. D
236. C
237. A
238. A
239. D
240. A
241. D
242. B
243. A
244. B
245. B
246. A
247. A
248. C
249. D
250. A
251. A
252. C
253. B
254. B
255. A
256. D
257. C
258. B
259. C
260. C
261. C
262. B
263. B
264. B
265. A
266. D
267. D
268. C
269. A
270. A
271. D
272. A
273. D
274. A
275. C
276. A
277. C
278. C
279. C
280. B
281. A
282. C
283. C
284. A
285. D
286. C
287. B
288. C
289. D
290. D
291. B
292. D
293. D
294. A
295. D
296. A
297. D
298. C
299. B
300. C
301. A
302. B
303. C
304. B
305. D
306. D
307. D
308. C
309. D
310. D
311. A
312. C
313. B
314. C
315. B
316. A
317. C
318. C
319. B
320. D
321. C
322. C
323. B
324. C
325. A
326. B
327. B
328. A
329. A
330. B
331. A
332. A
333. D
334. C
335. A
336. C
337. A
338. C
339. A
340. C
342. B
343. D
344. C
345. B
346. D
347. D
348. C
349. A
350. B
351. B
352. A
353. D
354. C
355. C
356. C
357. B
358. D
359. B
360. D
361. C
362. A
363. C
364. B
365 B
366 D
367 D
368 D
369 A
370 A
371 B
372 A
373 C
374 C
375 B
376 D
377 A
378 D
379 D
380 C
381 C
382 A
383 C
384 A
385 B
386 A
387 A
388 C
389 C
390. B
391 A
392 D
393 D
394 D
395 A
396 C
397 C
398 A
399 B
400 B
401 C
402 D
403 B
404 B
405 D
406 B
407 C
408 C
409 D
410 D
411 A
412 A
413 C
414 C
415 B
416 D
417 D
418 C
419 B