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PEMBROKE HALL HIGH SCHOOL

END OF YEAR EXAMINATION – JUNE


2018

OFFICE ADMINISTRATION - GRADE 10

PAPER 1

DURATION: 1½ HOURS

INSTRUCTIONS:

Read each item you are about to answer and circle


the best choice.

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1. What is the centre of all business activities called? IV. Departmental stores
a. Office
b. Firm a. I only
c. Subsidiary b. I and IV only
d. Organization c. I, II and IV only
d. I, II, III and IV only
2. An organizational chart shows the:
11. A Carpal Tunnel Syndrome is a result of R.S.I; this is
a. order in which tasks should be done
an illness that is:-
b. type of offices an organization has
a. affecting the throat
c. structure of an organization
b. caused by repetitive strain on the wrist
d. interpersonal relationship in an organization
c. caused only by managers in the office
3. What are the two basic forms of office layout? d. caused by looking at the computer screen for too
a. Enclosed and Cellular long
b. Enclosed and Open-plan 12. The word ‘skills’ means the same as:-
c. Enclosed and Nucleus a. abilities
d. Open-plan and Nucleus b. attitudes
c. qualifications
4. Which of the departments maintain personnel records
d. experience
for all employees?
a. Records Management 13. A cellular office is one in which:-
b. Human Resources a. its occupants sit in their own work space
c. Administrative b. accommodates between 10 to 20 workers
d. Accounts c. accommodated between 1 and 4 workers
d. there is always a window
5. Communication is complete when there is a?
a. Degree of understanding 14. A digital camera is more useful in the modern office
b. Full stop at the end of a sentence than a traditional camera because:
c. Sender and receiver a. traditional cameras are too expensive
d. Segree of ambiguity b. digital camera photographs can be placed on the
6. The Marketing Department of a company is computer immediately for distribution by e-mail
responsible for:- c. traditional cameras are too heavy to carry outside
a. organizing the production of goods to be sold the office
b. buying raw materials for manufacture d. none of the above
c. controlling the stock levels of finished goods 15. Combination equipment usually mixes the feature of
d. forecasting the demand for products the following individual pieces of office equipment:-
7. The most common size of paper for letters, reports a. telephone, photocopier, fax machine
and similar documents is? b. risograph, printer, fax machine
a. A3 c. fax machine, photocopier, shredder
b. A5 d. photocopier, fax machine, printer
c. A4
d. Quarto 16. The inputs that go into the production process are:-
a. land and labour
b. land, materials, labour and capital
8. Please make arrangements to prepare 800
c. labour and capital
copies of top quality which will be used at an
d. land, materials and capital
executives’ conference
The machine which should be used is the?
a. Offset litho
b. Spirit duplicator
c. Stencil duplicator
d. Photocopier

9. A memorandum is used for:-


a. information communication with business 17. Which of the following positions is likely to be
associates in other firms. included in the blank space on the organization chart
b. short notes to personal friends below?
c. confirmation of business matters that do not a. Financial Controller
require a formal letter b. Factory Manager
d. communication within a firm c. General Manager
d. Personnel Manager
10. Which of the following organizations/business will at
some time be involved in office activities? BOARD OF
I. Schools DIRECTORS

II. Recreations centres


III. Hair-dressing salons
?

MARKETING PRODUCTION CHIEF


SECRETARY
MANAGER MANAGER ACCOUNTANT
27. Re-arrange the categories of personnel in the correct
order according to the usual line of authority (THE
MOST SENIOR FIRST),
(1) Executive
18. The basic skills and knowledge that are most (2) Office Staff
important to office jobs are:- (3) Proprietors
a. skills in numeracy and literacy (4) Supervisors
b. maintaining good working relationships
c. the ability to use basic computer software a. 4, 1, 3, 2
d. all of the above b. 1, 2, 3, 4
c. 3, 1, 4, 2
19. The main skill unique to both the marketing clerk and d. 2, 4, 1, 3
the sales clerk is:
a. focusing on keeping expenses as low as possible 28. One of the functions of the office is to process:-
b. focusing on the customers needs a. machines
c. focusing on being efficient b. information
d. focusing on looking after other team members c. production
d. service
20. Dissemination of information means that the
information is 29. The machine that scans, copies, prints and is
a. distributed designed for high volume of work is called a:-
b. altered a. facsimile
c. stored b. printer
d. destroyed c. computer
d. risograph
21. Which is an advantage of decentralization?
a. Machines/equipment are fully utilized 30. The ______________ is used to shred paper into
b. Workload can be spread more evenly narrow strips.
c. Administrative control can be more effective a. guillotine
d. Documents are always at hand when required b. paper cutter
c. shredder
22. Which of the following gives information on the lines d. stack cutters
of authority in a company?
a. Organization chart 31. The current structure of the business at Company
b. Director’s report ABC changes and the manager transfer an employee
c. List of directors into a different department. This movement is
d. Job description referred to as:-
a. employment
23. In an office where stacks of printed paper have to be b. deployment
cut. It would be MOST useful to have access to a:- c. promotion
a. Sharp-edged knife d. demotion
b. Large pair of scissors
c. Guillotine 32. The type of communication that takes the form of
d. Letter opener face-to-face conversation, meetings and telephone
calls, is referred to as:-
24. An advantage of centralization is:- a. oral communication
a. easy access by everyone b. written communication
b. low level of security c. visual communication
c. lack of proper control and supervision d. electronic communication
d. records not available locally when they might be
needed

25. Which of the following services are preformed by the


office in the overall functioning of an organization?
a. Manufacturing goods for sale
b. Receiving and processing information concerning
the sale of the goods
c. Transporting goods to customers
d. Designing new products for manufacturing

26. The capital of a sole trader belongs to the:-


a. debtors
b. proprietor
c. creditors
d. chief accountant
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33. Which factor influence the layout of an office? e.
a. The cost of the furniture 42. Intranet can be best described as?
b. Attractiveness a. A network within an organization
c. Liaison between co-workers b. A large collection of networks all linked together
d. Departments working together c. A network of network that consists of millions of
people
34. All of the following physical objects contribute to d. A very expensive network
ergonomics in the office except:
a. lighting 43. ____________ is a method of conducting meetings in
b. speech which people at different locations can see and hear
c. seating one another directly.
d. temperature a. Telemarketing
b. Telecommuting
35. Another name for a cellular phone is: c. Teleconference
a. mobile phone d. Videoconference
b. video phone
c. small phone 44. ___________________ is a set of rules that are
d. picture phone prescribed for any network users to encourage them
to behave properly online.
36. The computer is a machine that:- a. Telemarketing
I. accepts data b. Telecommuting
II. manipulates the data c. Netiquette
III. produces information or results d. Videoconference
IV. stores the data and results
45. ___________________ is a telecommunication
a. I & II only device that transmits and receives sound, most
b. III & IV only commonly the human voice.
c. IV & I only a) Cellular phone
d. I, II, III & IV b) Voice mail
c) Facsimile
37. The term is used to refer to a relatively new concept d) Skype
applied to office layout:-
a. equipment 46. A curriculum vitae is:-
b. workspace a. prepared on company’s letterhead
c. environment b. prepared on 81/2" x 14" size paper
d. ergonomics c. longer than a résumé
d. a replacement for a letter of application
38. ____________ allows you to transmit and receive
exact copies of documents to and from others similar 47. An advertisement for a vacant job usually consist of:-
machines using a standard phone line. a. some details of the job title and its duties
a. Facsimile b. the name of the company
b. Telephone c. the name of the Human Resource Manager
c. Risograph d. the date of the interview
d. Photocopier
48. Unsolicited applications are:-
39. Electronic communication can be classified as all of a. letters of applications without a CV attached
the following EXCEPT:- b. applications that are sent to companies without
a. teleconference the benefit of an advertisement
b. video conference c. responses to advertisements for job vacancies
c. paging system d. letter of applications without a resume attached
d. electrical mail
49. The term 'follow-up letter means':-
40. ____________ is a device used to allow computers a. taking the letters by hand from company
to communicate with each other using telephone to company
lines b. writing thank you letters after you are hired
a. Primary devices c. reminder letter to indicate your continued interest
b. Storage device in a position
c. Modem d. letters that request information from companies
d. CPU
50. There are two situations when a caller may choose to
41. Which of the following is an example of electronic hold. Which is more acceptable?
communication? a. holding for a person
a. Teleconference b. holding for information
b. Videoconference c. a and b
c. Telemarketing d. none of the above
d. All of the above
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51. Which of the following methods may be used for 55. If you have an incoming call while you are already on
written communication to customers? the line, which feature will alert you?
i. Questionnaires a. Call forwarding
ii. Itineraries b. Call waiting
iii. Electronic Mail c. Three-way calling
iv. Advertisements d. Speed dialling
v. Press releases
56. ____________ is a collection of list of words with
similar meanings.
a. I and II only a. Hansard
b. I, II and III only b. Thesaurus
c. I, II and IV only c. Map
d. I, IV and V only d. Internet

52. A letter contains ALL the following EXCEPT: 57. Upon resigning from a job, a person should:-
a. Agenda a. write a letter of resignation
b. Signature b. thank co-workers and leave
c. Complimentary Close c. not show up for work
d. Subject Heading d. thank each person in the entire organization

53. Which of the following would be suitable for 58. The type of telephone call for which the charges are
communicating information to a large number of billed to the called telephone number is:-
people in different countries? a. local call
a. Teleconferencing b. long distance
b. Voicemail c. collect call
c. Telephone d. station-to-station
d. Cellular phone
59. …………. Paper is mainly used for business letters,
reports and minutes.
54. All the following are characteristics of Open a. A6
Communication Climate EXCEPT? b. A5
a. Supportive c. A2
b. Defensive d. A4
c. Equal
d. Observation
60. To determine if a reference book has information on a
specific topic, one should consult the:-
a. title page
b. bibliography
c. index
d. foreword

TOTAL MARKS = 60

END OF EXAMINATION

“EXCELLENCE ALWAYS”

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