Business Administration - lccieb- · PDF fileRequisition Advice note Pro ... You are responsible for the stationery stock in your firm. (a) ... Business Administration, First Level

Business Administration

First Level Information Pack Contents: Sample Paper 1 (Series 3 2001) Examiner’s Report & Model Answers Syllabus Sample Paper 2 (Series 4 2000)

Sample Paper 1

SERIES 3 EXAMINATION 2001

BUSINESS ADMINISTRATION

FIRST LEVEL

(Code No: 1027)

MONDAY 10 JUNE

______ Instructions to Candidates (a) The time allowed for this examination is 2 hours. (b) Answer any 5 questions. (c) All questions carry equal marks. (d) All answers must be clearly and correctly numbered but need not be in numerical order. (e) Refer to the petty cash vouchers and to the appointments register enclosed before answering

Questions 3(a) and 8(b). (f) Candidates who answer Question 8(b) must return the appointments register with the answer

book. An appointments register is printed on the loose-leaf insert. (g) Standard English dictionaries may be used during the examination. Candidates whose first

language is not English may use a bilingual dictionary.

______

2

QUESTION 1 (a) Draw an organisation chart indicating 4 main departments to be found in a large business organisation. Include in your chart 2 of the duties of each department.

(12 marks) (b) Explain 2 benefits of organisation charts.

(4 marks)

(c) In the interests of safety in the office, state 2 precautions to be observed when using electrically operated machinery.

(4 marks)

(Total 20 marks) QUESTION 2 (a) Rearrange the following documents in the order in which they are prepared, with the first at the top: Invoice Order Requisition Advice note Pro-forma invoice.

(5 marks) (b) When are the following documents issued? What is included in each of them? (i) credit note (ii) statement of account (iii) quotation.

(9 marks) (c) Computers are used to assist with the preparation of business documents. Give 2 computer applications which may be used and an example of how each of them could be used.

(6 marks)

(Total 20 marks) QUESTION 3 (a) You are the petty cashier with an imprest of £40 which is made up weekly.

(i) Draw a petty cash sheet with analysis columns headed appropriately for the petty cash vouchers shown on the next page.

(ii) Insert your imprest for the start of the week and enter the expenditure.

(iii) At the end of the week, total the expenditure and analysis columns, balance the account and show the amount needed to reinstate the imprest as a receipt.

(16 marks) (b) State 2 ways in which the security of petty cash can be ensured.

(4 marks)

(Total 20 marks)

3

For Question 3(a)

PETTY CASH VOUCHER NO ………………… DATE ………………

1 11.6.01

For what required Amount £ P

Signature ________________________________ Passed by ________________________________

T Barr S Henderson

Tea, Coffee 4 25 Window cleaner 3 -


R Watson S Henderson



2 12 June 2001



Stamps 8 25


T Barr S Henderson


4 13.6.01

3 12.6.01

Sticky tape 4 25


S Somerville T Cook


PETTY CASH VOUCHER NO ……… ……… DATE ……

PETTY CASH VOUCHER NO ………………… 6

Bus Fares

Signature ___________________________ Passed by ___________________________

P Pollock M Hargreaves

For what required

…55

………… 13.6.01

Envelopes 2 40


C Wingford T Cook


DATE ………………

14 June 2001

2 75

_____

_____

Amount £ P

4

QUESTION 4 You are responsible for the stationery stock in your firm. (a) Draw an example of the kind of stock card you would use to record stock levels.

(8 marks)

(b) (i) What is the difference between duplicate forms and multiple forms? (2 marks)

(ii) Give an example of a multiple form which may be colour coded and explain why it would be colour coded.

(4 marks) (c) State 3 uses of storing office materials so that they are protected from damage.

(6 marks)

(20 marks)

QUESTION 5 (a) Give 3 reasons why it is important for material sent to a printer to be correct.

(6 marks)

(b) Expand the following abbreviations: (i) Ltd (ii) plc (iii) eg (iv) a/c

(v) Enc (5 marks)

(c) Rewrite the passage below correctly, taking note of the proof correction signs:

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QUESTION 6 (a) Explain the following terms used in relation to documents: (i) top secret (ii) staff in confidence (iii) personal.

(6 marks) (b) Identify 5 standard reference books used in the office.

(5 marks) (c) Explain the following terms: (i) Compact Disk Read Only Memory (CD ROM) (ii) Scanning (iii) Electronic filing.

(9 marks)

(Total 20 marks) QUESTION 7 Describe the purpose and facilities of the following 5 office machines: (a) Photocopier (b) Calculator (c) Franking machine (d) Fax (e) Letter opening machine.

(20 marks) QUESTION 8 (a) Explain, with an example, when an external courier service would be used.

(4 marks) (b) Complete, with the following information, the appointments register on the loose-leaf insert taking

careful note of the commitments of the various individuals. Each appointment is for 30 minutes. All appointments are for today and must be completed by 2.30 pm.

Miss Barbara King can attend ONLY in her lunch hour (12.00 - 1.00 pm) Mr Barry Rush is free ONLY until 10.15 am Mrs Lesley Cummings works 5 minutes away, but MUST be back in her office at 11.30 am Mrs Joan Allen MUST be back at work by 10.00 am (a 20 minute journey) Mr Richard Wellings can ONLY attend between 11.30 am and 12.30 pm Mrs Jane Leicester can attend only AFTER 1.50 pm Miss Ellen Turner can attend ONLY at 10.00 or 10.30 am

(16 marks)

(Total 20 marks)

6

For Question 8(b)

APPOINTMENTS REGISTER

Time Personnel Date .................................................

9.00 9.15 9.30 9.45 10.00 10.15 10.30 10.45 11.00 11.15 11.30 11.45 12.00 12.15 12.30 12.45 1.00 1.15 1.30 1.45 2.00 2.15 2.30

........................................................................................................................................ ........................................................................................................................................ ........................................................................................................................................ ........................................................................................................................................ ........................................................................................................................................ ........................................................................................................................................ ........................................................................................................................................ ........................................................................................................................................ ........................................................................................................................................ ........................................................................................................................................ ........................................................................................................................................ ........................................................................................................................................ ........................................................................................................................................ ........................................................................................................................................ ........................................................................................................................................ ........................................................................................................................................ ........................................................................................................................................ ........................................................................................................................................ ........................................................................................................................................ ........................................................................................................................................ ........................................................................................................................................ ........................................................................................................................................

COFFEE - 15 mins

LUNCH - 1 hour

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QUESTION 9 (a) Which method of payment would you recommend for each of the following? Describe a different method for each and give a reason for your choice. (i) The purchase of a packet of 20 envelopes from a local shop

(iii) £10 by (iv) post to a friend who has no bank account

(iii) The payment of a subscription which varies from year to year (iv) Payment on the first day of each month of fixed instalments to a hire purchase company (v) Monthly salary payments.

(10 marks) (b) Which postal services could you use to send each of the following? Give a reason for your choice in each case. (i) An envelope containing your examination certificate (ii) A packet containing valuable jewellery (iii) The regular delivery of computer data or other urgent material (iv) An invoice for goods despatched (v) To obtain a reply from the public in response to an advertisement, at no cost to the public.

(10 marks)

(Total 20 marks)

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Examiner’s Report and Model Answers for

Business Administration

Level 1 Series 3 2001

How to use this booklet

Examiners’ Reports and Model Answers have been developed by LCCIEB to offer additional information and guidance to Centres, teachers and candidates as they prepare for LCCIEB examinations. The contents of this booklet are divided into 5 elements: (1) General Comments - assessment of overall candidate performance in this examination,

providing general guidance where it applies across the examination as a whole

(2) Questions - reproduced from the printed examination paper (3) Model Answers - summary of the main points that the Chief Examiner expected to see in the answers to each question in the examination paper (4) Examiner’s Report - constructive analysis of candidate error, areas of weakness and

other comments that apply to each question in the examination paper

(5) Helpful Hints - where appropriate, additional guidance relating to individual

questions or to examination technique Teachers and candidates should find this booklet an invaluable teaching tool and an aid to success. The London Chamber of Commerce and Industry Examinations Board provides Model Answers to help candidates gain a general understanding of the standard required. The Board accepts that candidates may offer other answers that could be equally valid. Note LCCIEB reserves the right not to produce an Examiner’s Report, either for an examination paper as a whole or for individual questions, if too few candidates were involved to make an Examiner’s Report meaningful.

© LCCI CET 2001 All rights reserved; no part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise without prior written permission of the Publisher. The book may not be lent, resold, hired out or otherwise disposed of by way of trade in any form of binding or cover, other than that in which it is published, without the prior consent of the Publisher. Typeset, printed and bound by the London Chamber of Commerce and Industry Examinations Board.

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Business Administration First Level Series 3 2001 GENERAL COMMENTS There has been little change in the overall standard of candidates' work at Series 3 this year. The majority of candidates were well prepared and achieved good results. However, there are still individual candidates and some centres where limited knowledge and understanding make chances of passing the examination minimal. To be successful, candidates should be thoroughly familiar with the format of the examination before they take it and should have worked through as many past examination papers as possible. These should include practice that is taken under examination conditions with time constraints and with written feedback on performance. Past examination questions and papers with model answers are available in the LCCI 'How to Pass Business Administration First Level' textbook which has been recently published.

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Business Administration First Level Series 3 2001 Model Answer to Question 1 (a)

Accounts Company Secretary Marketing

Legal matters Company meetings

Home and export sales Advertising

Purchase of goods and materials Preparing orders

Purchasing

Financial affairs Recording invoices, credit notes, cheques, in accounts

Other valid departments are acceptable eg:

Administration

• Reception • Word processing • Reprographics • Office supplies etc Personnel • Recruitment/employment and dismissal of staff • Staff records • Welfare • Training • Industrial relations including negotiations with unions Production • Production of goods • Quality control • Design and development • Work study • Stores • Despatch of goods • Maintenance of equipment • Preparing goods received notes

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Model Answer to question 1 continued Transport • Delivery of goods • Organise transport • Maintain vehicles

(b) • To assist communication within a firm

• Help staff to see their positions within a firm • Show how different sections of the firm relate to each other • Help customers to identify to whom they should report or deal with

(c) • Follow manufacturer’s instructions • Check for trailing leads or broken sockets or frayed wires • Make sure rings/jewellery do not interfere • Arrange for proper ventilation when using equipment which give off fumes eg photocopier • Avoid operating VDU equipment for long periods - insist on a break

Examiner's Report on Question 1 Parts (a) and (c) were generally well done. However, candidates found difficulty in giving any valid benefits of organisation charts for staff or customers.

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Model Answer to Question 2 (a) Requisition Order Pro-forma invoice Advice note Invoice (b) (i) A credit note is sent by the seller to the buyer if any of the goods which the buyer received

are returned because they were damaged in transit or not what was originally ordered. Details included are similar to an invoice eg quantity, description and price of goods together with the total value of the goods plus VAT.

(ii) A statement of account is issued by the seller to the buyer on a regular basis. It includes

details of all transactions during the period in question: invoices, credit notes, payments received and balance due.

(iii) A quotation is issued by the seller in response to an enquiry from a buyer. It includes details

of current price, quantity, delivery time and conditions of sale. (c) Applications: accounting, database, spreadsheets, stock control Accounting - software which enables purchasers and sellers to enter the amounts of

purchases/sales and keep track of expenditure and revenue. Running totals can be kept or totals can be produced at regular intervals eg weekly or monthly.

Database - this can be used for storing customers’ details (name, address, telephone numbers,

credit limits, etc). Records can be found much more quickly than by searching through a filing cabinet. Records can be merged with letters stored on a word processor: this facility is particularly useful for preparing circular letters.

Spreadsheet - this is useful in the preparation of any numerical data including final accounts.

Formulae can be input in place of totals meaning that whenever figures are altered the totals are recalculated automatically without the operator having to work out the changes.

Stock control - software which enables an organisation to keep an up-to-date record of items in

stock. Maximum, re-order and minimum levels are shown and often the value of the stock is also shown.

Other applications packages are acceptable. Examiner's Report on Question 2 In part (a) the most common errors were the transcription of Advice Note and Pro-forma invoice. The current order should have been requisition, order, pro-forma invoice, advice note and invoice. In part (b) there was confusion of a statement of account with a bank statement. Few candidates mentioned that a quotation was sent in reply to an enquiry and many confused it with an estimate. It was pleasing to note that most candidates could give 2 computer applications to their answers to part (c).

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Model Answer to Question 3 (a) (i), (ii) and (iii)

PETTY CASH BOOK SHEET

Cash Received £ p

Date 2001

Particulars Voucher Total No

£ p

Office expenses

£ p

Stationery

£ p

Postage

£ p

Travel

£ p

40 00 11 June Cash received

11 June Tea, coffee 1 4 25 4 25

12 June Window cleaner 2 3 00 3 00

12 June Sticky tape 3 4 25 4 25

13 June Stamps 4 8 25 8 25

13 June Bus fares 5 2 75 2 75

14 June Envelopes 6 2 40 2 40

24 90 7 25 6 65 8 25 2 75

Balance c/d 15 10

40 00 40 00

15 10 Balance b/d

24 90 Cash received

14

CO

NTIN

UED

ON

NEXT PA

GE

Model Answer to Question 3 continued (b) • Keep locked in drawer/safe/box

• Access to cash confined to one or 2 people

An additional acceptable answer could be:

• Written record kept of all cash movements

Examiner's Report on Question 3 Where petty cash was well understood the marks were high. However, even the best candidates still have difficulties in balancing off the account correctly. In part (b), everyone seemed to know that petty cash should be kept under lock and key.

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Model Answer to Question 4 (a)

STOCK CONTROL CARD

Ref: Item: Maximum: Location: Minimum: Unit: Pkt Re-order: Date Ref In Out Balance

Alternative layouts are acceptable. (b) (i) Duplicate form has an original and one copy. A multiple form has an original and 2 or more

copies. (ii) Requisition/pro-forma invoice/advice note/despatch note/delivery note/consignment

note/invoice. The top copy (original) would be sent to the addressee with each of the coloured copies being sent to a particular department eg finance, despatch, production.

(c) • Select storage facilities which are dry and well ventilated

• Store away from direct heat or light • Store neatly Additional acceptable answers could be: • Store carbons flat and away from heat • Keep storage areas locked • Materials should be stored with consideration to fire hazard • Shelves and boxes should be clearly labelled • Maximum and minimum levels should be adhered to • Similar types of paper kept together • Small articles properly contained • Regular stocktaking • Organise on FIFO/LILO system • Have a stock card or computer record for each item • Heavy articles below • Nothing on floor

Examiner's Report on Question 4 Not a popular question but, where attempted, generally well answered. Most marks were lost to part (b) (ii) where candidates were unable to explain why a multiple form would be colour coded.

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Model Answer to Question 5 (a) • Alterations can be costly

• Alterations can be difficult to make • Good impression needs to be given

(b) (i) Limited (ii) public limited company (iii) for example (iv) accounts (v) Enclosure (c)

V A C A N C I E S The employment exchange run by the Government’s Manpower Services Commission is

known as a Jobcentre. There is one in most of our towns and cities. There is also a Careers

Advisory Centre for school and college leavers. Employers may notify Jobcentres of

vacancies they wish to fill. There are also employment agencies run by private firms. They

keep a register of people who are looking for jobs, and put them in touch with firms who have

vacancies. There is no charge at all to anybody looking for a job - it is the firms with the

vacancies who pay, when a job is taken.

Advertisements in local papers are another source of information about vacancies.

Examiner's Report on Question 5 A frequent choice which was well answered. Marks were lost in part (a) where some candidates confused a printing firm with a computer printer. Some weaker candidates had difficulties with part (b) (ii) and (iv). Part (c) produced many excellent answers.

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Model Answer to Question 6 (a) (i) Top Secret – may be seen by specifically named people only, usually very senior staff such

as the Managing Director. (ii) Staff in Confidence – may be seen by authorised people only, usually personnel staff and an

employee’s line manager. (iii) Personal – may be seen by the addressee only. (b) • Yellow Pages

• Telephone directory • Atlas • Whitaker’s Almanack • Who’s Who An additional acceptable answer could be: • Dictionary

Other books are acceptable.

(c) (i) Compact Disk Read Only Memory – the information held on the disk can only be read, it cannot be updated, changed in any way, or deleted.

(ii) Scanning is the process of passing a document through a machine which ‘reads’ the print

and converts it into binary code to record on a diskette or disk. (iii) Electronic filing means that the contents of documents are held on some form of electronic medium, usually disk. Examiner's Report on Question 6 The least popular question and generally not well answered. The security classification terms in part (c) were not well known. Although candidates would correctly identify 5 standard reference books in part (b), there was only a vague knowledge of CD ROM and scanning in part (c).

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Model Answer to Question 7 (a) Photocopier

• • • • • • • •

Use: obtain one or more exact replicas/copies of a document Facilities:

Copy coloured print, photographs, drawings, text on coloured paper Reduce/enlarge original Lighten/darken print density Collate multi-page documents in batches Staple documents Copy from printed books page by page Various sizes of copies - A4, A3, etc Copy on to coloured paper

(b) Calculator

• • •

• • •

•

Use: arithmetical processes such as addition, subtraction, multiplication, division, percentages and square roots.

Facilities:

A decimal point selector (including a floating decimal point) Sub-total key Rounding switch rounds up or down when the fixed decimal point is chosen in multiplication and division Item counter switch providing the total number of items added or subtracted Non-add key for printing reference numbers which are not to be included in the calculation Automatic constant feature which enables you to add, subtract, multiply or divide by the same number repeatedly without having to re-enter the number for each new calculation Memory to provide for the storage of products or quotients during the course of a calculation

(c) Franking machine

• • • •

Use: prints post impression (postal charge, date and place of posting) on to envelopes or labels. Facilities:

Postal impression can also include an advertising slogan Credit register showing how much postage is still available Debit register showing how much postage has been used over a period eg a day/week/month Replace credit by telephone, usually with the supplier of the machine

(d) Fax (Facsimile transmission)

• • • • • • • •

Use: documents containing text, graphics, sketches, photographs can be sent easily and at very high speed over phone lines to almost anywhere in the world so that an exact copy can be reproduced by the receiving machine.

Facilities:

Charge adjusted depending on the time of day, distance and duration of the transmission Send one document to more than one addressee Handset can be used as a telephone Can be used as a photocopier for a small number of copies Quality scanning to ensure accurate transmission Confirmation printout after transmission Activity report produced at intervals automatically showing faxes received and transmitted Can be linked to a computer terminal so that the fax can be transmitted direct from the terminal

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Model Answer to Question 7 continued (e) Letter opening machine

• • •

Use: opening large amounts of mail Facilities:

Cuts off a small strip close to the top edge of the envelope Can deal with various sizes of envelope Fast throughput of envelopes

Examiners Report on Question 7 A popular question and generally well done. Candidates were more able to state the purposes of the office machines than give the facilities/features.

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Model Answer to Question 8 (a) An external messenger service (usually motorcycle courier) would be used to send any item (parcel,

package, letter etc) from one organisation to another, usually (but not necessarily) in the same town. (b)

APPOINTMENTS REGISTER

Time Personnel Date .............................................

9.00 9.15 9.30 9.45 10.00 10.15 10.30 10.45 11.00 11.15 11.30 11.45 12.00 12.15 12.30 12.45 1.00 1.15 1.30 1.45 2.00 2.15 2.30

................................................................................................................................... ................................................................................................................................... ................................................................................................................................... ................................................................................................................................... ................................................................................................................................... ................................................................................................................................... ................................................................................................................................... ................................................................................................................................... ................................................................................................................................... ................................................................................................................................... . . . . . . . . . . . . …

15 June 2001

Mrs Joan Allen

Mr Barry Rush

Miss Ellen Turner

COFFEE - 15 mins Mrs Lesley Cummings

Examiner's Report oThe appointments regcandidates had some

Mr Richard Wellings
..................................................................................................................................
..................................................................................................................................

..................................................................................................................................
Miss Barbara King Miss Barbara King
..................................................................................................................................

..................................................................................................................................

..................................................................................................................................

..................................................................................................................................

..................................................................................................................................

..................................................................................................................................

..................................................................................................................................

LUNCH - 1 hour

Mrs Jane Leicester
..................................................................................................................................
..................................................................................................................................

…………………………………………………………………………………………

n Question 8 ister in part (b) was correctly completed by the majority of candidates. Most understanding of an external courier service.

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Model Answer to Question 9 (a) (i) Cash – easy to use/saves clerical work/no danger of forgetting payment (ii) Postal order – no bank account/postal order can be cashed (iii) Direct debit – amounts may vary (iv) Standing order – amounts are fixed (v) Credit transfer/bank giro – saves clerical work/saves cheques/safe to use (b) (i) Recorded delivery – item is important/proof of delivery (ii) Registered post – valuable item/needs compensation in case of loss (iii) Datapost – delivery guaranteed within time/next day delivery (iv) Ordinary letter post – invoice not urgent (v) Business Reply or Freepost – encourages clients to reply Examiner's Report on Question 9 Although candidates demonstrated knowledge of postal and banking services required at this level, they generally lacked the ability to apply it in the scenarios presented in parts (a) and (b) of this question.

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Extended Syllabus

Effective from 1 October 2001 Business Administration First Level Aims The aims of this syllabus are to enable candidates to develop:

understanding of basic routine administration, procedures and standards

knowledge of standard office equipment, services and supplies

the ability to apply this knowledge and understanding in an office environment

Assessment Objectives The examination will assess the candidate’s ability to:

demonstrate understanding of the need for efficient business administration

provide examples of effective business communications and complete simple forms

process information and follow instructions

describe the uses of office equipment and services Target Audience and Candidate Progression This qualification is intended for candidates who are preparing to work in business at a level that requires knowledge of basic routine administrative procedures. It is suitable for those who are about to start their career. Successful candidates who also obtain passes in English for Business First Level and in a First Level Office Skills award will qualify for the First Level Diploma in Administration. Level of English Required Candidates should have a standard of business English equivalent to LCCIEB English for Business First Level.

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Syllabus Topics 1 Office Organisation 2 Documentation 3 Materials and Stationery 4 Storage and Retrieval of Information 5 Office Machinery 6 Internal and External Communication 7 Services Provided by Outside Agencies Coverage of Syllabus Topics in Examinations There will be at least one question from each topic area in each examination. Examination Format The format of the examination is as follows: • The time allowance for the examination is 2 hours • Candidates will be required to answer 5 questions from a choice of 9 • All questions carry equal marks • Candidates may be required to complete loose-leaf inserts enclosed with the examination

paper. These inserts will be printed on both sides to allow for 2 attempts Guided Learning Hours LCCIEB recommends that 140-160 Guided Learning Hours (GLHs) provide a suitable course duration for an ‘average’ candidate at this level. This figure includes direct contact hours as well as other time when candidates’ work is being supervised by teachers. Ultimately, however, it is the responsibility of training centres to determine the appropriate course duration based on their candidates’ ability and level of existing knowledge. LCCIEB experience indicates that the number of GLHs can vary significantly from one training centre to another.

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Candidate Answer Guidance Answer Formats Unless otherwise requested, candidates will be asked to provide answers in one or more of the following formats: • short answers - ranging from one word answers to short sentences or paragraphs • lists - these may be a series of bullet points • diagrams, charts or forms - candidates may be required to complete simple diagrams,

charts or business forms Candidates may produce their answers on a word processor or computer but questions requiring form−filling will need to be completed by hand. Candidate Performance Measurement Pass Mark Information Pass 50% Credit 60% Distinction 75% Mark Allocation A positive marking approach is used. Recommended Reading List and Support Material Reading List Title Authors(s) Publisher ISBN Code Business Administration, First Level

LCCIEB Moderator

LCCIEB Available 2001

Support Material Examiners’ Reports and Model Answers and past question papers can be purchased from the LCCIEB Customer Service Department.

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Syllabus Topic Items Covered 1 Office Organisation Candidates must be able to: 1.1 Work of key departments 1.1.1 Name the key departments within an

organisation and the type of work carried out within each department

1.2 Liaison between 1.2.1 Understand the importance of departments communication/co-operation between

departments 1.3 Organisation charts 1.3.1 Explain the benefits of organisation charts

which visually represent the conventional hierarchical (or pyramid) structure of an organisation

1.4 Duties and responsibilities 1.4.1 State the principal duties and responsibilities

of department heads 1.5 Office layout 1.5.1 List the advantages and disadvantages of

landscaped, open-plan and cellular office layouts

2 Documentation Candidates must be able to: 2.1 Purchase/sales 2.1.1 Name the main documents used in the documentation buying and selling of goods:

requisition

quotation order advice note delivery/despatch/consignment note pro-forma invoice invoice credit note debit note statement of account

2.2 Description and purpose 2.2.1 Describe the uses of documents of purchase/sales documents and state the information given on each 2.3 Purchase/sales terms 2.3.1 State the most commonly-used terms and

abbreviations used in a buying/selling transaction 2.4 Commonly-used 2.4.1 Explain the meanings and use of commercial abbreviations commonly-used commercial terms and

abbreviations

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2.5 Petty cash systems 2.5.1 Understand the systems used to record petty cash transactions including imprest and analysis

2.6 Petty cash transactions 2.6.1 List the documents used in petty cash

transactions 3 Materials and Stationery Candidates must be able to: 3.1 Materials and 3.1.1 Name the different types of materials and Stationery issue stationery used in an office and the

methods used to issue these materials to staff

3.2 Storage of materials 3.2.1 Describe safe methods of storage for office

materials 3.3 Control of materials 3.3.1 Understand the need for and methods of

control to avoid wastage and overstocking 3.4 Stock records 3.4.1 Explain the need for stock records for

goods received and goods issued, including the documents used

3.5 Main forms and office 3.5.1 List the main forms used in offices: stock documentation record card, telephone message form,

reception registration etc 3.6 Forms - information needed 3.6.1 State the different parts of a form (heading, and sequence main body, signatures and dates) and the

sequence of information on a form 3.7 Colour coding 3.7.1 Explain the use of colour coding to

differentiate one form from another 3.8 Proofreading 3.8.1 Understand the importance of effective

proofreading and state the types of errors to look for when proofreading

3.9 Reading over rather 3.9.1 Explain when 'reading over' (rather than than proofreading simple proofreading) is essential 3.10 Printers’ correction signs 3.10.1 Understand the meanings and use of

commonly-used printers' correction signs

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4 Storage and Retrieval of Candidates must be able to: Information 4.1 Classification systems 4.1.1 Describe the main classification systems (alphabetical, numerical, chronological,

geographical and subject order) and the advantages and disadvantages of each system

4.2 Indexing 4.2.1 State the purpose and use of indexing 4.3 Security classification 4.3.1 List the different types of security

classification: top secret, secret, staff in confidence, confidential etc

4.4 Filing equipment 4.4.1 Name the equipment required for filing:

vertical, lateral, horizontal, indexing etc 4.5 Electronic storage 4.5.1 Describe electronic methods of storing

information: microfilm, electronic filing, CD ROM etc

4.6 Control of file movement 4.6.1 Describe different methods of controlling

file movements: out cards, movement register etc

4.7 Centralised versus 4.7.1 Explain the benefits and disadvantages of individual filing centralised and individual (personal) filing 4.8 Reference books 4.8.1 List the standard reference books needed

in an office and the key types of information available in such books

4.9 Sources of reference 4.9.1 Name sources of reference (libraries,

databanks, viewdata etc) 4.10 Use of various sources 4.10.1 Quote examples of when various sources,

including different reference books, may be used

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5 Office Machinery Candidates must be able to: 5.1 Commonly used office 5.1.1 Name the machines most commonly used machines in the office:

electronic typewriters

computers photocopiers scanners mailing equipment dictating machines calculators telephone answering machines fax offset litho etc

and the principal uses of these machines 5.2 Facilities of office machines 5.2.1 Describe the facilities which may be

available on the machines and the uses of the most common facilities

5.3 Selection of machine 5.3.1 State the criteria for selection of the most for job appropriate machine for use in given

circumstances 5.4 Safety procedures 5.4.1 Explain the need for safety procedures in

the modern office 5.5 Dangers and how to 5.5.1 Describe the dangers which might be avoid them when using encountered when using certain items of equipment equipment and the ways in which these

dangers can be avoided 6 Internal and External Candidates must be able to: Communication

6.1 Telephonist/receptionist 6.1.1 Define the role and duties of the and types of switchboards telephonist/receptionist and the types of

switchboards including main features of electronic systems

6.2 Paging facilities 6.2.1 State the different types of paging facilities

and their uses 6.3 Telephone extensions 6.3.1 Describe the facilities which may be and uses available on telephone extensions and their

uses

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6.4 Processing mail 6.4.1 Explain methods of processing incoming and outgoing mail and the equipment, documentation and records which may be used

6.5 Main postal services 6.5.1 Explain the main postal services

available for incoming and outgoing mail and the main reference books available

6.6 Delivery and messenger 6.6.1 Explain when the following service services should be used:

internal messenger

external carrier delivery

6.7 Selection of service 6.7.1 Define the criteria for selection of a

particular mail handling service 6.8 External communications − 6.8.1 Explain the purposes and uses of fax fax and telex and telex machines for external

communications and their advantages over other transmission methods

6.9 Letters and memos 6.9.1 Understand the differences between

letters and memos used in business and the circumstances when each are used

6.10 Structures and composition 6.10.1 Define the basic structure of and of written communications describe the steps in composing simple

letters and memos including the use of appropriate language, logical sequence of information and the importance of checking names, figures, dates etc

7 Services Provided by Outside Candidates must be able to: Agencies 7.1 Principal methods of 7.1.1 Describe the principal methods of payment payment used in business organisations

including

cheques automated clearing systems (BACS in the UK) EDI (Electronic Data Interchange) DD (Direct Debit)

30

7.2 When to use methods in 7.2.1 Give examples of when these methods 7.1 and supporting may be used and name the documents documents used when payment is made 7.3 Financial services 7.3.1 List the services provided by

post offices

high street banks and other finance providers and their

uses 7.4 Selection of specific 7.4.1 Explain the reasons for the selection of services specific services in given situations

31

Sample Paper 2

SERIES 4 EXAMINATION 2000

BUSINESS ADMINISTRATION

FIRST LEVEL

(Code No: 1027)

TUESDAY 14 NOVEMBER

______ Instructions to Candidates (a) The time allowed for this examination is 2 hours. (b) Answer any 5 questions. (c) All questions carry equal marks. (d) All answers must be clearly and correctly numbered but need not be in numerical order. (e) Refer to the memorandum and to the paying-in form enclosed before answering Questions 7(a)

and 9(c). (f) Candidates who answer Question 7(a) and/or 9(c) must return the memorandum and/or paying-in

slip with the answer book. A memorandum and paying-in slip are printed on both sides of the loose-leaf inserts. Candidates may therefore make 2 attempts but must put a line through the document(s) which are not to be marked.

(g) Standard English dictionaries may be used during the examination. Candidates whose first

language is not English may use a bilingual dictionary.

______

32

1 (a) Name the department that would deal with each of the duties listed below: (i) interviewing potential employees (ii) arranging meetings of shareholders (iii) ensuring quality control (iv) distributing incoming mail (v) making enquiries for prices and supply of goods.

(10 marks)

(b) Explain the main duties of: (i) the Chairperson (ii) the Managing Director.

(4 marks) (c) Suggest 3 types of software which might be used on a computer in the sales department.

Give an example of the purpose for which each type would be used. (6 marks)

(Total 20 marks)

2 Explain the differences between the following: (a) Advice note and delivery note (b) Credit note and debit note (c) Invoice and a pro-forma invoice (d) Cash discount and trade discount (e) Quotation and requisition.

(20 marks) 3 (a) State the 3 main stages in the petty cash imprest system.

(6 marks) (b) Name 4 items that might be claimed on a petty cash voucher.

(4 marks)

(c) Suggest the analysis column headings for each of the 4 items selected in 3(b). (4 marks)

(d) State 3 ways in which you would make the petty cash money secure in the office.

(6 marks)

(Total 20 marks)

33

4 (a) Using the information given in the stock control card below, answer the following questions:

STOCK CONTROL CARD

Ref: 115 Item: C6 envelopes Location: B4 Maximum: 40 Unit: Pkt Re-order Level: 12 (containing 25) Minimum: 8

Date Ref In Out Balance

2000 1Jan 38 5 Jan Reqn 23 8 17 Jan Reqn 46 20 24 Jan Inv 1178 30 2 Feb Reqn 53 14 9 Feb Reqn 74 10 18 Feb Reqn 80 4

(i) State the balance of stock after the receipt of stock on 24 January.

(1 mark) (ii) State the balance of stock after the issue of stock on 9 February.

(1 mark) (iii) How many C6 envelopes would the buyer order on 18 February?

(2 marks) (iv) What is meant by the following terms: - Maximum - Re-order Level - Minimum

(6 marks) (b) List 5 rules to be followed to ensure that the supplies are stored safely and remain in good

condition. Give a reason for each rule. (10 marks)

(Total 20 marks)

34

5 (a) Design a reception register form and make the following entries for visitors who called today: At 9.30 am Mrs Massey of Office Systems Ltd came to see the Sales Manager. The vending machine cleaner, Mr George, arrived at 9.00 am. Kunal Nathani of Jacksons Ltd called at 11.00 am to see the Word Processing Supervisor. Jo Tessum, Office Products Ltd, called at 1520 hours to see the General Manager. Vijay Patel called at 12.30 pm to see someone about advertising.

(10 marks) (b) Briefly describe how a receptionist would deal with a visitor who has an appointment.

(4 marks) (c) Explain how a receptionist would deal with an unexpected visitor.

(4 marks) (d) Why should special consideration be given before signing for something delivered to your

firm? (2 marks)

(Total 20 marks)

6 (a) Give 3 reasons why it is necessary to file documents.

(6 marks) (b) You are required to make an up-to-date mailing list of Store Managers. Please rearrange

names of the Store Managers below into alphabetical order: Glenda Parsons - Cardiff Mr Fred Gee - Sheffield Peter Hardy - Leeds Mrs Joanne Maple - Belfast Michael Jordan - Birmingham Paul Watson - Dublin Mary McDonald - Glasgow Miss Susan Brownlow - Ayr Andrew O’Brien - Liverpool J Giddens - Edinburgh

(10 marks) (c) Explain, with examples, what is meant by a database.

(4 marks)

(Total 20 marks)

7 Mrs Pat Westoe, the Office Manager, has arranged a training session for Friday 15 December at

1100 hours in her office. The purpose of the meeting is to train the staff in using the new fax machine to be installed on Tuesday 12 December. The instructor, Miss Megan Wells, will instruct the staff at the meeting. Mrs Westoe would like one representative from each of the 6 departments to attend the training session.

(a) Using the form on the loose-leaf insert, write the memorandum to Mr Tom Grant, Training

Manager, informing him of the training session and asking him to make the necessary arrangements with each department head for a member of their staff to attend. Use today’s date.

(10 marks) (b) State 2 advantages of using fax rather than telex for communicating with customers.

(4 marks)

CONTINUED ON NEXT PAGE 35

QUESTION 7 CONTINUED (c) Explain 2 disadvantages of using e-mail.

(4 marks) (d) When writing a letter what are the correct complimentary closes for: (i) Dear Sir (ii) Dear Mr Smith?

(2 marks)

(Total 20 marks)

8 (a) Which of the sources of information below would be used to find the following? (You may only use each source of information once.)

(i) The address and telephone number of a local plumber (ii) Biographical notes about the Prime Minister (iii) The best driving route from London to Oxford (iv) The current rate of exchange for the franc in France (v) The dialling code for Australia (vi) A word similar to 'friendly'.

(6 marks)

(b) State the meaning of the following hazard signs:

(iv) (iii)

(i) (ii)

(4 marks) (c) Describe 5 actions that can be taken to improve safety in the office, giving an example in

each case of an accident or hazard that could be prevented. (10 marks)

(Total 20 marks)

36

9 (a) Give an appropriate banking method of payment to be used for each of the following: (i) payment of employees’ wages directly into their bank accounts (ii) depositing shop takings after the bank has closed (iii) payment of monthly insurance premium.

(6 marks) (b) Explain one difference between a standing order and a direct debit.

(2 marks) (c) Complete the bank paying-in slip on the loose-leaf insert with the following details: Use today’s date Branch: Watford Customer: A Green Paid in by: P Jones 1 £20.00 notes 3 £10.00 notes 4 £5.00 notes 20 £0.50 coins 1 £46.00 cheque 1 £5.00 postal order Total the amount paid into the account

(12 marks)

(Total 20 marks)

37

For Question 7(a)

MEMORANDUM To: From: Date: Subject:

38

For question 9 c

Barlow Bank PLC COUNTER Forms for use with other banCREDIT

are available on request Date bank giro credit

Date Credit Cashier’s Stamp Bank

Barlow Bank PLC Account Number Branch £50 Notes £20 Notes Customer’s Account £10 Notes £5 Notes Paid in by £1 S & I Notes Address 50p 20p SORTING CODE NUMBER Silver Number of 40-01-62 Bronze cheques

Total Cash BPC CATALOGUES 9611

Cheques P.O.s etc

Total Amount £

2 03

/96

61 -

(UO

I=1x

Pk50

0)

©

LCC

I CE

T 2000

39

ks

£50 Notes

£20 Notes£10 Notes Delete as

appropriate

£5 Notes £1 S & I Notes 50p 20p Silver Bronze Total Cash Cheques

ACCOUNT NUMBER P.O.s etc 34795639 £

Documents

Business Administration - lccieb- · PDF fileRequisition Advice note Pro ... You are responsible for the stationery stock in your firm. (a) ... Business Administration, First Level