Total marks: 90 · Duration: 2 hours
Instructions to candidates
- This paper consists of SIX compulsory questions, each worth 15 marks. Answer ALL questions.
- Section I (Questions 1–3) is drawn from syllabus Sections I–VI: office orientation, reception, communication, meetings, travel, and records and information management.
- Section II (Questions 4–6) is drawn from syllabus Sections VII–XI, the specialised departments: human resources, accounts and financial services, and procurement and inventory management.
- In the January 2027 sitting this paper is "hybrid": you read the questions on screen and write your answers in the answer booklet.
- Where a question asks you to explain, describe or discuss, develop each point with a reason or an example linked to the case. A calculator may be used. Show your working in all calculations.
Paper
Section I (45 marks)
Question 1
Harbourview Legal Chambers in Bridgetown, Barbados has five attorneys and a front office staffed by one receptionist, Ms Alleyne. Clients arrive throughout the day, often without appointments, and the reception area is open plan, with the receptionist's desk close to the waiting chairs.
(a) State TWO duties of a receptionist in a legal office. (2 marks)
(b) Identify THREE items of information that should be recorded in a visitors' register. (3 marks)
(c) List FOUR items of information that should be included on a telephone message form. (4 marks)
(d) A client arrives without an appointment, angry that his case has been delayed, and demands to see an attorney immediately. Explain how Ms Alleyne should deal with him. (3 marks)
(e) Explain ONE disadvantage of the open-plan reception area for a legal office, and suggest how it could be overcome. (3 marks)
Total 15 marks
Question 2
Ms Ramdial, the sales manager of a company in Port of Spain, Trinidad, is travelling to a trade exhibition in London. Her flight leaves Port of Spain at 18:30 local time on Tuesday 17 February 2026, and the flying time is 8 hours 45 minutes. In February, London time is 4 hours ahead of Trinidad time. Her administrative assistant is responsible for the travel arrangements.
(a) Define the term "itinerary". (2 marks)
(b) State FOUR items of information that should be included in Ms Ramdial's itinerary. (4 marks)
(c) Calculate the day and the local (London) time at which Ms Ramdial's flight will arrive. (2 marks)
(d) Describe TWO documents, other than her itinerary, that Ms Ramdial must take with her. (4 marks)
(e) State THREE duties the administrative assistant should carry out while Ms Ramdial is away. (3 marks)
Total 15 marks
Question 3
The records office at Coastal Credit Union in Georgetown, Guyana keeps the files for every department in one central filing room. The records supervisor is preparing a records retention policy.
(a) Distinguish between a centralised filing system and a departmental (decentralised) filing system. (4 marks)
(b) Arrange the following correspondents in the correct order for alphabetical filing: Ramsaran, Devi; The Ramsey Group; Ramsahai, Kevin; Ramsaran, Ajay. (2 marks)
(c) State the purpose of an "out guide" (out card) in a filing system. (2 marks)
(d) Explain TWO reasons why the credit union needs a records retention policy. (4 marks)
(e) State THREE features of a good filing system. (3 marks)
Total 15 marks
Section II (45 marks)
Question 4
Coastal Credit Union has a vacancy for an accounts clerk. The human resource officer, Mr Persaud, has been asked to fill the post by the end of the quarter.
(a) Distinguish between a job description and a job specification (person specification). (4 marks)
(b) State TWO ways in which Mr Persaud could advertise the vacancy. (2 marks)
(c) Outline, in the correct order, FOUR stages in the recruitment and selection process after the vacancy has been advertised. (4 marks)
(d) Explain the purpose of an induction programme, and state TWO activities it might include. (3 marks)
(e) State TWO items that should be included in a contract of employment. (2 marks)
Total 15 marks
Question 5
Greenleaf Supplies sent the following goods to Northgate Hardware on credit:
| Quantity | Description | Unit price ($) |
|---|---|---|
| 12 | Reams of copy paper | 38.50 |
| 4 | Toner cartridges | 415.00 |
Northgate Hardware receives a trade discount of 15%. Value added tax (VAT) of 12.5% is charged on the value of the goods after trade discount.
(a) Calculate:
(i) the total value of the goods before discount (1 mark)
(ii) the trade discount (1 mark)
(iii) the VAT (2 marks)
(iv) the total amount due on the invoice. (2 marks)
(b) Distinguish between a trade discount and a cash discount. (4 marks)
(c) State ONE situation in which Greenleaf Supplies would send Northgate Hardware a credit note. (2 marks)
(d) State THREE methods Northgate Hardware could use to pay the invoice. (3 marks)
Total 15 marks
Question 6
The stores department at Northgate Hardware keeps a minimum (buffer) stock of 20 bags of cement. It issues an average of 12 bags each working day, and it takes 5 working days for an order to arrive from the supplier.
(a) Define the term "lead time" as it applies to stock control. (2 marks)
(b) Using the formula re-order level = minimum stock + (daily usage × lead time), calculate the re-order level for cement. (2 marks)
(c) Explain the first in, first out (FIFO) method of issuing stock, and state why it is important for goods such as cement that deteriorate over time. (3 marks)
(d) Explain TWO reasons for carrying out a regular stocktake. (4 marks)
(e) Describe TWO ways in which a computerised inventory system can improve stock control at Northgate Hardware. (4 marks)
Total 15 marks