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Office Administration Question Paper

Office Administration

Course:

Exam Year:

KENYA ACCOUNTANTS AND SECRETARIES NATIONAL EXAMINATIONS BOARD

KENYA ACCOUNTING TECHNICIANS CERTIFICATE EXAMINATION

KENYA ADMINISTRATION AND MANAGEMENT EXAMINATION

INTERMEDIATE LEVEL

OFFICE ADMINISTRATION

INSTRUCTIONS

Answer any FIVE questions.

ALL questions carry equal marks

1.(a) A landscaped office outlay provides comfort and visual therapy to office employees.

Summarize the features of a good landscaped office.(10 marks)

(b) Explain the safety measures that an office manager should put in place to ensure that electricity does not cause harm or injuries in the office.(10 marks)

2.(a) A committee is a person or a body of persons to whom specific duties have been assigned.

Outline the guidelines to be followed when setting up a committee in an organization.(10 marks)

(b) A poorly organized office can cause ineffiency.

What are indicators of a poorly organized office?(10 marks)

3.(a) Identify the potential causes of noise in an open office outlay and suggest possible remedies.(10 marks)

(b) Highlight the advantages and disadvantages of using the telephone as a means of communication in a business entity.(10 marks)

4.(a) When considering its social responsibilities to the internal and external environment, a business enterprise must consider the interests of many stakeholders.

Explain the ways in which a business enterprise can be socially responsible towards the following stakeholders:

(i) Consumers.(4 marks)

(ii) Employees.(4 marks)

(iii) Society.(4 marks)

(b) John Keya,an employee of Sigoto Enterprise Ltd,has worked in the organization for over ten years.In the recent past,his supervisor has noticed that Keya has become rude towards his colleagues and seniors.

Briefly explain some of the reasons that may have led Keya to this type of behavior.(8 marks)

5.(a) List the factors that should be considered when making a decision on an appropriate system of classifying office documents.(10 marks)

(b) (i) Define numerical filing system.(2 marks)

(ii) Highlight the advantages of using numerical filing system.(8 marks)

6.(a) (i) Define the term "reprography".(2 marks)

(ii) Stipulate the factors that should be taken into consideration when choosing a reprographic method.(5 marks)

(b) (i) Distinguish between duplicating and copying.(4 marks)

(ii) Give a brief account for the declining use of the ink duplicating method in business enterprises.(8 marks)

7.Printed forms have become an essential part of office procedure.

(a) Explain the guidelines to follow in forms design.(10 mark)

(b) Summarize the factors to be taken into account in choosing the quality of paper to be used for printed forms.(10 marks)

8.(a) In relation to office automation,explain the impact of the following in the office:

(i) Word processing.(3 marks)

(ii) Desktop publishing.(3 marks)

(iv) E-mail.(3 marks)

(v) Spreadsheets.(3 marks)

(b) Identify computer related costs to be planned and budgeted for,once a decision to automate the office operation is made.(8 marks)

Office Administration Question Paper

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