Saint Vincent and the Grenadines Form 5 Subjects (CSEC) - Business > Office Administration

This course equips students with the knowledge, skills, and attitudes required to perform effectively in a modern office environment. The curriculum emphasizes practical application, focusing on technical and professional skills for clerical and administrative support roles. It covers a wide range of topics, from basic office procedures to specialized functions within an organization. The syllabus is structured into twelve sections:

I. Office Orientation: This section introduces students to the fundamental role and functions of an office, including its contribution to productivity, distribution of goods and services, data management, information dissemination, and organizational management. It also covers office structures, layouts (traditional, open plan, virtual), ergonomics, equipment, and the desirable skills, attitudes, and attributes of office personnel.

II. Communication: This section explores various communication channels (oral, written, electronic, visual) within an office, factors influencing channel selection, communication flows, barriers to effective communication, and different business structures. It also covers stationery selection, information sources, telephone techniques and services, mail dispatch procedures, and handling incoming and outgoing mail.

III. Recruitment and Orientation: This section focuses on job searching, application procedures (forms, letters, CVs, resumes, portfolios), preparing for interviews, and understanding the work environment, including labor laws and organizational culture.

IV. Records and Information Management: This section covers the characteristics and duties involved in managing information and records systems, both electronic and manual. Topics include data input, storage, database management, information retrieval, file organization (alphabetical, geographical, subject, numerical, chronological), indexing, handling inactive files, legal stipulations regarding document access and retention, and filing equipment and supplies.

V. Reception and Hospitality: This section emphasizes the role of the reception desk in promoting a positive image and maintaining effective interpersonal relationships. It covers the duties and attributes of a receptionist, managing appointments (manual and electronic systems), and using reminder systems.

VI. Meetings: This section introduces terminology related to business meetings (e.g., quorum, adjournment, motion, resolution), preparing meeting documents (notice, agenda, minutes), roles of meeting personnel (chair, secretary, treasurer), different types of meetings (formal and informal), organizing meetings, legal requirements for annual general meetings, and follow-up procedures.

VII. Travel Arrangements: This section covers gathering travel information, calculating time differences, making travel arrangements (including itineraries, hotel reservations, and travel folders), interpreting travel schedules, understanding travel document requirements, and using monetary instruments for travel.

VIII. Human Resource Management: This section explores the functions of the human resource management office (recruitment, induction, deployment, appraisal, training, staff welfare, disciplinary procedures), duties and attributes of a human resource clerk, worker welfare legislation, maintaining human resource records, and factors contributing to employee turnover.

IX. Accounts and Financial Services: This section covers the role and functions of the accounts office, duties and attributes of an accounts clerk, preparing accounting documents (payslips, debit/credit notes, statements of account, cheques), resources used in the accounts office, types of financial institutions, procedures for making and receiving payments, interpreting cheques and bank statements, reconciling bank and cash book balances, and preparing petty cash records.

X. Procurement and Inventory Management: This section focuses on the functions of the procurement and inventory management office, duties and attributes of a purchasing clerk, purchasing procedures, preparing purchasing documents, the importance of inventory management, and maintaining stock records (manual and electronic).

XI. Sales, Marketing, and Customer Service: This section explores the functions of staff in sales, marketing, and customer service, duties and skills required for clerks in these areas, preparing sales and marketing documents (quotations, invoices), types of discounts, and the role of the corporate communications clerk.

XII. Operations, Dispatch, and Transport Services: This section covers the functions of operations, dispatch, and transport offices, duties of clerks in these areas, and interpreting related documents (delivery schedules, destination sheets, delivery notes, customs forms, etc.).

The CSEC Office Administration examination assesses students on their knowledge, comprehension, and application of these topics. It includes multiple-choice questions, essay questions, and a School-Based Assessment project.