Hello to all, im back. im sorry i wasnt able to reply to yr comments cause I was tied up alot wit work. i would appreciate if u email the parts already completed for SBA so i can go through n see wat u have.

Mastering the school-based assessment (Office – Administration)

The format of your examination will be as follows:
• Paper 1 – Multiple Choice
• Paper 2 – An essay paper divided into two sections (section I – four compulsory questions, covering modules I-VI and module XII. Section II – four questions from which students must attempt two. The questions will be drawn from modules VII-XI).
• Paper 3 – School-Based Assessment (SBA) – research project
• Paper 03/02 – this paper is done by private candidates.
All students in a full-time programme must do the SBA as this forms a part of your final examination grades.
Your research must be between 1,000 to 2,000 words, inclusive all supporting material. The final draft must be typed in double line spacing.
Choosing your topic for School-Based Assessment
The project must be taken from one or more aspects of the 12 modules of the syllabus. Your teacher will assist with the selection of topics that are appropriate for research.
Guidelines for the SBA
Title: Select a suitable topic for the project. The statement must be relevant to the syllabus.
Aim: State the aims and objectives of the project. These should be relevant to your topic.
Correspondence: There should be a copy of a letter that you send requesting permission to visit a business place, an institution, seeking to:
1. Interview (where you ask the interviewee questions and write down the answers)
2. Observe (where you observe an event or situation and make systematic notes) persons on the job
3. Questionnaires (where you distribute a questionnaire to be filled in by workers)
Gathering Data
Method: Give a description of how, when and from whom you gathered information, and indicate the methods used to gather the information, eg. questionnaires, etc.
Questions: List the exact wording of questions asked and to whom they were directed, again they must be relevant.
Schedule: The schedule should be in a table format with three columns under the headings DATA, ACTIVITIES and COMMENTS. The dates should state on what date or over what time period the activity took place. Activities should state exactly what took place. Comments should indicate information such as the problem encountered, the need for repeating an activity, meeting with people or engaging in any kind of follow-up activity.
Regulations: As a ‘stranger’, ‘outsider’, ‘observer’, you would have to be aware of some of the regulations, staff rules, health and safety practices that applied in the work environment where you carried out your project. List ONE and indicate how it was relevant to your project.
Report: Students should identify one major accomplishment or finding and problem-solving strategy. This is an opportunity for you to reflect on all the activities that were needed to complete the project and identify one task that you could have done differently. Give reasons for your choice.
Business forms: Forms must be completed accurately and capture the required information. This information must be recorded in a table format under the headings DATE, NAME, PURPOSE.
Office equipment: The focus here will be on the development of your competence and also the efficiency with which they completed particular tasks. This information must be recorded in a table format under the headings DATE, EQUIPMENT USED, PURPOSE, COMMENTS.
Presentation of Research Paper
Reports should be submitted in a soft back folder of Quarto or A4 size.
A cover page should be provided with the following information:
– Candidate’s name
– Registration number
– Title of the study
– Name of school
– Territory
– Year project is submitted
A table of contents should be included at the beginning of the report.

OA Exams 1

Answer the following Questions
1. (a) As a clerk in the records management office, one of your duties is to order equipment and supplies for your office.

(i) State the purpose of EACH of the following pieces of equipment in the records management department:

* Filing cabinets
* Photocopiers
* Computers

(3 marks)

(ii) List FOUR important types of supplies used in the storage of records.

(4 marks)

(b) State what action should be taken by the secretary of the relevant department in

EACH of the following situations:

(i) The following note was attached to a file that was returned by the human resources manager.
I will be attending a two-day conference from tomorrow. On my return, I will need the interview file with respect to those interviews which will be conducted next Tuesday morning. I will also need the file on employee benefits.

(4 marks)

(ii) The sales manager is travelling to Barbados on March 30, 2008. He asked you to remind him that his airline ticket must be collected from the travel agent two days before his departure date.

(4 marks)

Total 15 marks

2. (a) A receptionist may need to refer to sources of information compiled by the business in order to assist visitors and callers. List THREE such sources of internal information.

(3 marks)

(b) State the name of a card-reminder system and explain how it is used to follow up on daily activities in an office.

(4 marks)

(c) Assume that you are Jean Evans of 21 High Street, Kingston, and that you applied for the position of general clerk at Sunrise Realtors Limited, PO Box 9966, Kingston. You are offered the job to which you must report on February 25, 2009 at 8:00 a.m.

Write a letter of acceptance for the offer.

(8 marks)

Total 15 marks

3. (a) List THREE reasons for holding meetings.

(3 marks)

(b) State THREE reasons for circulating minutes of a previous meeting before the next meeting.

(3 marks)

(c) Assume that you are Kelly Patterson and that the following note was passed to you by the sales manager, Mr Harold Austin.

Ms Patterson,

Here are my plans for my visit to Grenada – I leave on Saturday (May 10) and I will leave Grenada on the following Wednesday evening.


George Blake at the Hanover office on Monday – 8:30 a.m. and with Winston Hinds at 3 p.m. (Grenville office). Director of Chamber of Commerce, Paul Singh, on Tuesday at 2 p.m. and with the minister of trade at 9 a.m. at his office. On Wednesday I meet again with Winston Hinds at his office (10:30 a.m.).

I will be having lunch with Adrian White on Monday at 12:30 p.m. at the Paradise Inn Hotel and with Winston Hinds on Wednesday at 1 o’clock at Great Bay:

On the day of my arrival, I have cocktails (6:30 p.m.), followed by dinner, at Belle Air Hotel.

H. Austin

Use the information provided by Mr Austin to prepare his itinerary. Use the 24-hour clock for all times.

(9 marks)

(Total 15 marks)

4. (a) (i) State THREE functions of the human resources office.

(3 marks)

(ii) State THREE reasons why there must be close working relationship between the human resources office and other departments in the company.

(3 marks)

(b) Explain THREE problems that a company might experience if the provisions under the Factories Act are NOT provided to employees under EACH of the following categories:

(i) Health and safety (3 marks)

(ii) Working conditions and benefits (3 marks)

(iii) Environmental factors (3 marks)

(Total 15 marks)
Good Luck


What is an office?

The office is the centre of all business activities, whether it is located in one room or several rooms, and needs a certain amount of information in order to function properly. The office acts as an intermediary between the public and the organisation.

The role of the office in relation to:

1. Production

Production is a combination of factors – land, labour, capital and enterprise – to create goods and services in order to satisfy consumer needs.

In the production of goods and services, machinery has to be bought, personnel has to be recruited and paid, and materials will have to be bought locally or from overseas. All these activities generate a great deal of information.

Functions of the production department

The functions of the production department include ensuring that goods are not only produced but that they conform to an acceptable quality standard. This standard is maintained by quality control. The production department must liaise with the purchasing department so that the correct quantity and quality of raw material is purchased.

2. Distribution

When goods are produced, they must be distributed to the consumer. Distribution entails transporting the finished product. The method of distribution will depend on the nature of the product, that is, whether it is bulky or if it is perishable. It is important for you to be conversant with the channels of distribution.

Channels of distribution

producer – agent – distributor – wholesale – retail – consumer

3. The exchange of goods and services

In the exchange of goods and services, money is used as a medium of exchange in the process of buying and selling. An article sold for cash is an example of an exchange of goods for money. On the other hand, the dressmaker and the hairdresser charge a fee for services rendered.

Office activities generated by the exchange of goods and services include:

* Preparing sales slips
* Writing cheques
* Preparing receipts
* Making ledger entries.

The office worker employed in the production, distribution and exchange of goods and

services departments must be able to:

* Prepare orders for raw material
* Prepare sales invoices
* Prepare accounting statements
* Demonstrate good communication skills
* Exercise good interpersonal relationships.

Functions of an office

Functions common to both large and small organizations include:

* Issuing instructions to departments regarding projects
* Filing all essential documents carefully so that they can easily be retrieved
* Implementing all statutory laws and policies governing the kind of business and its activities
* Using reports as a means of evaluating feedback systems
* Controlling the financial activities to make sure that funds are always available
* Hiring staff and ordering stationery.

For the effective running of a business, communication must be conveyed properly, hence it is important for:

Collecting of information

1 External collection – Information may be collected by general means. For example, an individual may telephone a company to request information on its products, its line of business activities or to place an order. Written communication is received via the post office or the Internet. In today’s modern world, the use of computers enable organisations to collect information quickly and in great volume.

2 Internal collection – In a large organisation there are several departments which deal with many aspects of the business activities. Information from one department must be communicated to another within the organisation so that decisions can be made. The collection of information internally in an organisation is effected by person to person and through written communication, for example memoranda, routing slips and so on.

Processing information Where there are many departments dealing with different aspects of the organisation, the data received must be distributed in such a way that each department is supplied with the information concerned with the operation of that department. The relevant information must be arranged in a form in which it can be interpreted. The following steps are taken when processing a document:

* Sorting the information received
* Extracting the relevant facts
* Arranging the document/s for classification
* Interpreting the document for decision making
* Routing through various department heads for execution.

All this processing of information may be performed manually, mechanically or electronically.


This is the actual amount that the employee receives before statutory deductions are made. For example, a salesman receives $500.00 per week flat pay and five per cent on his total sales which amount to $1000.00. His gross pay would be $500.00 plus $50. His total gross pay is now $550 per week. To calculate the net pay, the clerk must deduct the following: tax, NIS, Housing Trust.


This is the amount the worker receives after deductions have been made.


Basically there are two types of cheques – open and crossed. In addition, the crossed cheque can be divided into two categories – those with general crossings and those with specific crossings. The figure below illustrates this classification:


An open cheque does not have two parallel lines and can be cashed at the bank by the payee once he endorses it (signs his name on the reverse side). If the payee wishes to transfer the cheque to someone else, he can do so by endorsing it and writing a note on the back authorising the bank to pay that person. This type of cheque is not very secure because if it is lost or stolen, anyone may be able to cash it if he can persuade the bank that he is the payee.


When a cheque is crossed, two parallel lines are drawn across the cheque. In addition ‘& Co.’ maybe written between the lines. A crossed cheque cannot be cashed but must be deposited into an account. It is much safer than an open cheque.


This type of cheque is even safer than a general crossed cheque because it is not transferable. It must be deposited into the account of the payee, and not in anyone else’s account.


This specially-crossed cheque not only states that it must be paid into the account of the payee, but also gives the name of the bank at which the cheque must be deposited.


A cheque is said to have been dishonoured when the bank has, for some reason or other, refused to pay on presentation. The reasons for refusal may be attributed to one of the following causes:

· Words and figures differ

· There are insufficient funds

· Irregular endorsement, i.e., the name on the reverse of a cheque does not correspond with the payee’s name on the front

· Drawer’s signature differs from that in the bank’s records

· An alteration which requires signing

· The cheque may be out-of-date (stale)

· The cheque is post-dated.


A post-dated cheque is one which is dated ahead of the current date. A bank does not credit the customer’s account with the amount of a post-dated cheque until the due date.


A certified cheque is one which is issued by the bank upon the request of the customer. The person receiving a certified cheque is guaranteed payment upon presenting it at a bank.


At regular intervals, or on request, the bank will send to a customer a bank statement which provides a record of all transactions that have taken place between the customer’s account and the bank. Amounts which reduce the balance in the account are shown in the payment column, and amounts, which increase the balance, are shown in the receipts column. As each payment or receipts is recorded, a new balance figure is shown in a third column.

In addition to bank account services and the cheque facilities, banks offer a wide range of services that are used by businesses., for example:

· Standing order – the customer authorises the bank to transfer a certain sum of money to another account at regular intervals.

· Credit transfer – a debtor utilises this service when he wishes to pay a number of suppliers. He prepares one cheque with a list of names of suppliers and the bank sends the amount owed to each.

· Credit card – this service enables the customer to purchase goods and services without the use of cash.

The accounts office

THIS WEEK I will look at a very important part of any organisation. Yes, the accounts office.

The accounts office in any organisation is very important as it records all purchases and sales, and the receipt and payment of money. Accounts are therefore kept for the following reasons:

· To ascertain whether a profit (or loss) has been made.

  • To record the value of assets and liabilities.
  • To provide information to others about the finances of the business.
  • To control the finances.
  • To maintain accurate records of all transactions.

Some of the functions of the accounts office will, therefore, include the maintenance of:

  • accounts payable
  • accounts receivable
  • credit control
  • payroll
  • petty cash.


Wages are the rewards paid to employees for the labour/services they have supplied to an organisation. There are other terms used for the rewards of services rendered depending on the nature of the work and the period for which payment is made.

· Salaries – Paid monthly to administration workers.

· Wages – This is paid weekly to production or factory workers.

· Piece work – Workers are paid for each piece of work completed. For example, an assistant dressmaker may be paid $100 for every piece of garment upon completion regardless of how long it takes.

· Flat rate – All employees are equally rewarded; whether or not they perform well.

· Hourly rate – Workers are paid for each hour they work. They are sometimes provided with a time card and are expected to clock in and out. When workers arrive for work, they select their clock card from the rack and insert it in the clock which prints their card with the arrival time.

· Bonus rate ­ A system where additional money is paid for extra output of work completed in less time than is specified.

· Overtime – Payment for work performed outside of the specified working hours. If the normal working hours are 8.00 a.m. to 4.00 p.m., Monday to Friday, and the employee works from 4.00 p.m. to 6.00 p.m. on any week day, he/she will be paid overtime.

· Double time – Payment for time spent in work after a normal working week, or on public holidays.


In addition to the rate at which the employees are paid, it is important to note that the amount earned and the actual amount received is different because certain deductions have to be made. These can be statutory or voluntary.

A statutory deduction is a compulsory deduction in an individual’s pay without any consent from the individual. Voluntary deductions are deductions requested by the employee from salary (wages). In Jamaica, Income Tax, National Insurance Scheme and Housing Trust are statutory deductions. Next week I will continue this topic.

As promised, I will now give you some possible answers to five questions and next week I’ll complete the answers to the case study you did last week.

1. Benefits to employees:

  • having access to all skill areas
  • greater opportunity for promotion
  • will be able to determine the area in which they perform better.

Benefits to employers:

  • employees can be easily replaced
  • easy to assign employees to any area.

2. Some tasks employees can perform:

  • packaging office equipment
  • labelling office equipment
  • assembling the parts.

3. Four tasks the accounts clerk may perform:

  • writing cheques
  • preparing statement of accounts
  • bank reconciliation
  • writing receipts.

4. Skills that may be useful to a junior accounts clerk:

  • accounting skills
  • ability to use a computer
  • to communicate with public.

5. Appropriate filing system:


alphabetical, numerical


alphabetical, numerical

office furniture

alphabetical, subject


alphabetical, numerical


numerical, subject


subject, alphabetica