Office administration and management July 2016 Diploma Past Examination Question Paper
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THE KENYA NATIONAL EXAMINATIONS COUNCIL
DIPLOMA IN BUSINESS MANAGEMENT
MODULE II
OFFICE ADMINISTRATION AND MANAGEMENT
July 2016
Time: 3 hours
QUESTION ONE
(a) Jonas has been hired by Safara Limited as the Personal Assistant to the Office Administrator. Outline the duties he is expected to perform. (10 marks)
(b) Outline the benefits that an organization may derive from using Desktop Publishing to reproduce documents. (10 marks)
QUESTION TWO
(a) Explain the factors that should be considered in determining the space to be allocated to an individual office worker in an organization. (10 marks)
(b) Outline the circumstances under which an organization may find it necessary to carry out an O & M study. (10 marks)
QUESTION THREE
(a) Describe the activities carried out by the human resource department during the process of employee selection in an organization. (10 marks)
(b) Explain the limitations of using the subject filing method in an organization. (10 marks)
QUESTION FOUR
(a) Explain the reasons for the increased use of conference calls to hold organizational meetings. (10 marks)
(b) One of the functions of office management is planning. Explain the steps that the office manager should take when carrying out this function. (10 marks)
QUESTION FIVE
(a) Outline the factors that may be considered when selecting the type of paper to be used as part of office stationery. (10 marks)
(b) A receptionist is often the first contact of visitors in an organization. Explain the guidelines that the receptionist should follow in receiving first-time visitors. (10 marks)
QUESTION SIX
(a) Explain the procedure that should be followed to dispatch framed mail. (10 marks)
(b) Explain the factors that may influence the adoption of a line and staff structure in an organization. (10 marks)
QUESTION SEVEN
(a) Explain the measures that the Office Manager may take to ensure effective delegation in the organization he/she works for. (12 marks)
(b) Outline the advantages of the offset litho method of duplication to an organization. (8 marks)