Office Practice N4 — Document
November 2018 — N4 — Office Practice
N4
2018
Nated Business
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Q1— Section header —
1.1Various options are given as possible answers to the following questions. Choose the correct answer (A D\ and write it next to the question number (1.1.1
1.1.10in the ANSWER BOOK
1.1.1Organisational records have a life cycle. Which one of the following is the final step of the records cycle? Record utilisation Storage and retention of records
1.1.2personal. personal and confidential. highly confidential. confidential.
1.1.3The contents of a business information dossier are determined the manager. the needs of the organisation. the budget of the organisation. the number of staff members.
1.1.4company to accompany goods for inspection purposes. delivery note invoice receipt goods received note
1.1.5There are duties that are performed before, during and after a conference. Which one of the following duties is not done before a conference? Welcoming VIPs
1.1.6Methods of invitation: Telephonic and by card Written and electronic
1.1.7Wh en dealing with an inquisitive visitor Ask them to complete the visitors
1.1.9Which one does not fit? Sensorial memory Short term memory
1.1.10There are job opportunities for management assistants in he private sector
1.2Choose an item from COLUMN B to match the des cription in COLUMN A. Write only the letter (A L\next to the question number (1.2.1
1.2.10\in the ANSWER BOOK. COLUMN A COLUMN B
1.2.10Management of incoming and outgoing cal ls Receiving and sending t ext messages using the computer Support base to other sectors An impression that proje
1.3Indicate whether the followin g statements are TRUE or FALSE. Write only True or False
1.3.10\in the ANSWER BOOK.
1.3.1Information consists of organised facts and figures that have meaning.
1.3.2Separate files should be created for clients who correspond regularly with the organisation.
1.3.3Examples of microforms include hard disks, microfiche and magnetic tape.
1.3.4Arranging records and locations alphabetically is call ed a lpha numeric fi ling.
1.3.5When formatting a document, you check for errors and make it readable.
1.3.6A s afety manual serves to inform staff members about the organisation s emergency plans.
1.3.7During a meeting, calls for officials sho uld be handled by secretaries.
1.3.8Beggars who come asking for donations should be assisted without questioning.
1.3.9When cancelling appointments, immediately notify the persons involve d, telephonically.
1.3.1050
Q2— Section header —
2.1A company can get competitive advantage from its image. Discuss any FIVE factors th at influence the corporate image of the company. (10\
2.2What general questions need to be answered when preparing to purchase goods in an organisation? (5\
2.3When invited to a business function, one is expected to behave in a certain manner. xplain the duties of guest at a business function. (5\
2.4Explain what must be done in case a fire break out and the fire alarm goes off. (8\
2.5Which TWO documents should be at hand when applying for a telephone contract? (2\ [30] 402121430
Q3— Section header —
3.1While it is important to follow company policy and regulations when receiving visitors, there are some general guidelines that should compl in all situations. Discuss the general guideline for receiving visitors.
3.2What is the difference between centralised and decentralised filing. (4\
3.3Name and explain FIVE methods of distributing information. (10\ [30] QUESTION30
4.1
4.2
4.3List FIVE factors that may influence the remuneration package of the management assistant (5\
4.4What is meant by speed dialling? (1\ [30] QUESTION30
5.1Differentiate between a delivery note and a goods received note. (4\
5.2A junior management assistant has been hired in your organisation; you have been given the task of mentoring her. Explain to her how she may contribute to the image of the company when answering the telephone.
5.3Name the 5 W s that a re important when sending invitations. (5\
5.4During meetings and conferences, motions are raised but they may get amended. n complete sentences rite down the characteristics of an amendment. (9\
5.5Define the term indexing (2\ [3 0]
6.1Discuss the core functions of an electronic document management system. (10\
6.2Explain the assistance that may be given to a person who has fainted at the workplace. (12\
6.3List FIVE ways through which a management assistant may show professionalism in their work. (5\
6.4Explain how you as a management assistant may handle beggars who come to seek alms o n the company premises. (3\ [30] QUESTION30
7.1List the document s that must be in the file for the chairperson of a business meeting.
7.2Explain in detail how documents should be classified, their storage and retention time. (12\
7.3Write down, in the correct order, the steps that should be followed when operating a photocopying machine. (10\ [30] TOTAL SECTION B: 150 GRAND TOTAL: 20030
Topics Identified
3
Business EnvironmentsForms of OwnershipLeadership
Mark Allocation
Total200 marks
Sections50 + 30 + 30 + 30 + 30 + 30 = 200 marks
Paper information
TitleDocument
SubjectOffice Practice
LevelN4
Document typeQuestion paper
Year2018
MonthNovember
Pages8
Downloads1
Examination context
Decade2010s
Years ago8y
SeasonSpring (SH)
Start dayThursday
Exam periodNovember 2018
Days since exam2,899
About Office Practice examination preparation
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