Office Practice N4- Revision 1 A

Office practice n4

QUESTION 1
Various options are given as possible answers to the following questions.
Choose the  best answer

Question 1.1.2

The … seating style is the most appropriate for a meeting where handouts will be distributed.
A   u-shape
B   classroom
C   discussion group
D   A and C

B

Question 1.1.2

The list of matters that have to be discussed by members during a meeting is called the …
A   programme
B   agenda
C   schedule
D   notice

B

Question 1.1.3

The promotional route of a secretarial job consists of four levels/strata. Which ONE of the following does not form part of the hierarchy?
A    Typist, junior secretary, senior secretary, personal assistant
B    Private secretary, receptionist, girl Friday, management assistant
C   Switchboard operator, junior secretary, executive secretary,management assistant
D   None of the abovementioned

B

Question 1.1.4

Information must be distributed correctly and with the manager’s approval. A receptionist would not distribute information …
A   in writing.
B   orally
C   electronically
D   None of the abovementioned

D

Question 1.1.5

This type of filing is done according to surname and initials, and according to the first letter:
A   Personal
B   Log sheet
C   Subject
D  Geographic

A

Question 1.1.6

When buying reprographic equipment, i.e. printers and photocopiers, cost, availability and colour must be considered, as well as ONE of the following:
A   Personnel
B   Paper
C   Index system
D   All the abovementioned

B

Question 1.1.7

When guests are invited at short notice, the type of invitation that should be used to ensure that there is no misunderstanding or  embarrassment is …
A   by card.
B   electronic.
C   Facebook
D   telephonic

D

Question 1.1.8

Technology that makes it possible to communicate and transmit a message by telephone, radio, television:
A   Mass communication
B   Telecommunication
C   Face-to-face
D   Visual communication

B

Question 1.1.9

The abbreviation for the French phrase ‘respondez s’il vous plait’ is used at the end of an invitation to request a guest to respond by a given date.
A   ASAP
B   RIP
C   RSVP
D   None of the above mentioned

C

Question 1.1.10

The official document or form on which a request is made for office supplies from an organisation’s stock room, is called a/an …
A   order form.
B   receipts.
C   requisition form.
D   delivery note.

C

Question 1.1.11

When you as management assistant are busy with a call and the caller is cut off accidentally …
A   it is your duty as management assistant to call again
B   it is the caller’s duty to call again
C   you as a management assistant accepts that the call was completed
D   None of the above-mentioned

B

Question 1.1.12

Which statement is NOT a requirement of the office lay-out?
A   Enough space to work
B   Pleasant, satisfactory working environment
C   Effective office furniture and equipment to fulfill tasks
D   Open windows and doors

B

Question 1.1.13

The method used to locate correspondence easily is called …
A   electronics
B   filling and indexing
C   magnetizing of a document
D   labeling

B

Question 1.1.14

Which ONE of the following is allowed in the reception office?
A    Any type of plants to give a pleasant atmosphere
B    Corporate photos on the wall and well-kept plants
C    Photos of family members who achieved success
D    Pamphlets of different businesses

B

Question 1.1.15

Which statement does NOT ensure the safety of confidential
handling of documents?
A    place documents of the desk while you are not in the office
B    do not leave documents on the desk while you are not in the office
C   empty waste paper baskets on a regular basis
D   ensure that cupboards, cabinets and drawers can be locked

A

Question 1.1.16
What would be the cheapest and fastest method to copy pages?
A   offset printing
B   carbon copies
C   ink-duplicating
D   photo-copying

D

Question 1.1.17

Choose the most correct order of the agenda of the meeting
A   open, correspondence, reports, amendments closing
B   welcome, matters arising, correspondence ,selection of a chairperson
C   attendance, opening, new matters, approving of the minutes, closing
D   opening, selecting a chairperson, reading of minutes, matters arising, closing

C

Question 1.1.18

An amendment is the … of words of a motion.
A   adding
B   changing
C   replacement
D   All the above-mentioned

B

Question 1.1.19

Which ONE of the following is NOT confidential?
A   ballot paper
B   confidential
C   classified
D   extremely secret

A

Question 1.1.20

You open files for clients Makhanya, Mokoena, Van der Merwe, Van der Mallie and Lasalle. You are using the alphabetic arrangement of files. Which of the following arrangements is strictly according to the alphabetical arrangement?
A   Lasalle, Mokoena, Makhanya, Van der Merwe, Van der Mallie
B   Lasalle, Makhanya, Mokoena, Van der Merwe, Van der Mallie
C   Lasalle, Mokoena, Mkhanya, Van der Mallie, Van der Merwe
D   Lasalle, Makhanya, Mokoena, Van der Mallie, Van der Merwe

D

Question 1.2

Choose a term from COLUMN B that matches a description in COLUMN A.

COLUMN ACOLUMN B
1.2.1   Indicates item levels and stock balances of items in the stock room
E   stock control card
1.2.2 

Point at which new stock should be ordered

D   reorder level 

1.2.3 

Smallest quantity of stock allowed in the stock room   

  A   minimum stock 

1.2.4

When ordering is done on regular ordering times

B   interim reordering

1.2.5 

Highest stock level in the stock room

C   maximum stock
A   minimum stockB   interim reordering

C   maximum stock

D   reorder level

E   stock control card

F   reorder quality

1.2.6    Yellow pages
K   businesses have their product or
services listed

1.2.7    Internet

J   computer, telephone, line modem

1.2.8    Post office guide

H   latest information regarding postal rates,
charges, postal times

1.2.9    Career success

G A magazine for persons in administrative
position

1.2.10  Phone information

  M information at Telkom
G  A magazine for persons in administrative
position  H   latest information regarding postal rates, charges, postal times  I    names of businessesJ   computer, telephone, line modemK   businesses have their product or
services listedL   car hire brochure

M  information at Telkom

QUESTION 1.3

Choose the correct word(s) from those given in brackets. 
1.3.1   During the (videoconference/telephone conference) a verbal as well as with image conference in different regions can be conducted.

Videoconference

1.3.2   The (electronic/electronic digital) diary is kept on a computer and usually forms part of a computer package.

Electronic

1.3.3  During (private/public) meeting, only members can attend.

Private

1.3.4  The appearance of the management assistant depends greatly on his/her (grooming/skin care).

Grooming

1.3.5   A (scanner/printer) can assist to transfer paper documents into a computer.

Scanner

1.3.6  The perceptions and attitudes of personnel in an organisation are called or are referred to as the (corporate climate/corporate image).

Corporate climate

1.3.7  (Banktel/Beltel) is a videotext service which has mainly been replaced by cellphones and more modern Internet connections.

Beltel

1.3.8  (Petty cash/A cheque) is used when small purchases, such as tea, coffee and stamps, should be bought.

Petty cash

1.3.9  (Congress/Conference) is a formal meeting or series of meetings for discussion between delegates, especially those from a political party, trade union or a particular field.

Congress

1.3.10  (An amendment/A counterproposal) is a proposal concerning the
addition, omission or replacement of certain words or phrases with
regard to the original.

Amendment

QUESTION 1.4

Indicate whether the following statements are TRUE or FALSE

1.4.1   Calls on hold refer to numbers dialled often and numbers programmed into the control unit of a telephone.

FALSE

1.4.2   After a person has had a heart attack, he/she can regain consciousness after a few minutes, but the person will be disoriented and confused.

FALSE

1.4.3   A retailer acts as a mediary in the distribution process of products to wholesalers domestically and internationally.

FALSE

1.4.4   The daily routine for hygiene should include washing your face and body, brushing your teeth two to three times a day, changing clothes and applying a deodorant.

TRUE

1.4.5   When using motorised equipment, the emphasis falls on upright filing units for the better use of floor space.

TRUE

1.4.6  Thandiswa may eat her sandwiches at her desk at lunch time without harming the image of the company.

FALSE

1.4.7  Thandiswa must have an alphabetic index at hand when using the numerical filling system.

TRUE

1.4.8  Thandiswa has to send out notices for meetings a minimum of seven days before meetings.

TRUE

1.4.9   Thandiswa can attach the agenda for a meeting to an e-mail message.

TRUE

1.4.10   Thandiswa knows many of the clients well so she does not need to write their telephone numbers in her appointment book

FALSE
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