MARKING GUIDELINE

NATIONAL CERTIFICATE

NOVEMBER EXAMINATION

OFFICE PRACTICE N5

1 DECEMBER 2016

This marking guideline consists of 8 pages.

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SECTION A (COMPULSORY)

QUESTION 1

1.1 1.1.1 E
1.1.2 I
1.1.3 G
1.1.4 M
1.1.5 B
1.1.6 L
1.1.7 H
1.1.8 D
1.1.9 K
1.1.10 F
(10 × 2) (20)

1.2 1.2.1 C
1.2.2 C
1.2.3 D
1.2.4 B
1.2.5 C
1.2.6 B
1.2.7 C
1.2.8 C
1.2.9 A
1.2.10 D
(10 × 2) (20)

1.3 1.3.1 drawer

1.3.2 itinerary

1.3.3 memorandum

1.3.4 industrial espionage

1.3.5 lease

1.3.6 life/accident insurance

1.3.7 Human Resource/personnel department

1.3.8 GPS

1.3.9 waybills

1.3.10 remittance register (10 × 1) (10)

[50]

TOTAL SECTION A: 50

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SECTION B

QUESTION 2

2.1

1 – Make sure no light is reflecting into your eyes from the monitor screen.
2 – Position the monitor an arm’s length from you.
3 – Your arms need to bend at 90° with your spine or keep wrists and hands
in a straight line without pressing down on the wrists while typing.
4 – Lower back must be supported by the chair.
5 – Choose an adjustable chair.
6 – Position your feet flat on the floor or on a foot rest (6 × 2) (12)

2.2 2.2.1 Purchasing department – They buy what is needed to run the
business, to produce products and deliver services.P P

2.2.2 Finance department – Controls the company’s finances, budgets

must be submitted to this department, needs to track income and
expenses, books must be balanced. P P

2.2.3 Administration department – processing paperwork, handling

correspondence and deliveries, e-mails and telephone calls, filing
faxing and diary management. P P

2.2.4 Human resources department – dealing with staff, formulates job

descriptions, place advertisements for vacancies, interviews people
and hires and signs contracts with new employees. P P
(4 × 2) (8)

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2.3 2.3.1 Vertical – flowing upwards from sub-ordinates to managers or

downwards from managers to sub-ordinates. P P

2.3.2 Horizontal – communication between people on the same level in

an organisation. P P

2.3.3 Diagonal – communication between persons of diverse levels of

authority. P P
(3 × 2) (6)

2.4 walk, bicycle, motorbike, delivery vanPPPP (4)

[30]

QUESTION 3

3.1 3.1.1

Name: William Leroi √½ No. CGS 05√½

Occupation: Gardener√½ Week end: 10 April 2015√½
Employer: Clean –Garden-Services√½
Hours Rate R c
Ordinary time 40 30 1 200 00P
Overtime 6 45 270 00P
Total 1 470 00P
Holiday bonus
Gross Total 1 470 00P
Less: Pension fund 294 00P
Taxable Income 1 176 00P
Deductions 263 68P
R c
P.A.Y.E 211 68P
UIF 12 00P
Medical Aid 40 00P

Amount payable 912 32P P

Signature: W Leroi √½
(15)

3.1.2 • Minimize theft and robbery

• Immediately available
• Cost on banking minimum (no cash to bank)
• Convenient (Any 3 × 1) (3)

3.1.3 Hourly wage system – the employee is paid a fixed tariff per hour
regardless his performance. P P (2)

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3.2 3.2.1 Insurance contract – whereby the insurer undertakes, in return for
the payment of a premium, to cover the losses suffered by the
insured as a result of a specified event. P P

3.2.2 Insured – the person who pays the premium and to whom the
insurance company agrees to cover the losses suffered. P P

3.2.3 Insurer – the insurance company who bears the riskP P

3.2.4 Premium – the amount the insured person has to pay, monthly or
annually, for insurance. The amount will depend on the degree of
risk. P P

3.2.5 Principle of indemnity – the insurer undertakes to pay the loss the
insured has suffered. The insurer will put the insured back into the
same position he was in before the loss – in no better or worse
position. P P (10)
[30]

QUESTION 4

4.1 4.1.1 • Take command over activities without bossing people around
or blurting out orders.
• Take command over junior staff so that everyone knows what’s
expected of them and when their tasks need to be completed
by.
• Motivate and lead junior secretaries and typists or computer
operators to work together as part of the team.
• Decision-making authority should remain with the manager
about things that could influence the overall outcome of the
project, but the secretary can make on-the-spot decisions for
effective implementation and should allow junior assistants to
take responsibility for their actions.
• The secretary should ensure instructions are clear.
• Once activities are initiated, they need to be perpetuated,
maintained, followed through and completed.
• Provide constant input, supervision, guidance and direction so
that no one feels left out and no task is forgotten.
• Motivation is important.
(Any 6 × 2) (12)

4.1.2 • Distribution of workload.

• To make more time available.
• With time available, the opportunity is created to develop new
skills.
• Other employees are provided with an opportunity to develop.
• Another employee could be better qualified to execute the
task. (5 × 1) (5)

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4.2 • The to-do-list record all tasks that have to be completed.

• Task record – to keep record of all tasks that have been completed.
• Time sheets – is divided into columns for time, activity, time spend on a
task and comments.
• Diary – used to organise the daily activities in the company. (4 × 2) (8)

4.3 • Money must not be handled where there is a pass-through of people.

• Do not work with money in front of the public.
• Do not work with money after hours.
• Bank money on a regular basis.
• Only people that are indicted to work with money must do so.
• When money is received by mail, two persons must be involved in
opening it.
• Install an alarm system.
• When carrying weapons, it must not be visible.
(Any 5 × 1) (5)
[30]

QUESTION 5

5.1

Date: 10 April 2015P ABSA

EEUFEES STREET ERMELO
To : Incredible ConnectionsP DATE
DATUM 10 April 2015P
For: Equipment/ computerP
Balance b/f PAY orderP
BETAAL Incredible Connections P or bearer/toonder
Amount paid
in AMOUNT
BEDRAG Four thousand nine hundred and ninety nine rand only P
Balance
______________________________________________________
This cheque 4 999 00P
R4 999.00P
Withdrawals
S Dlamini_P
Balance c/f S Dlamini for Nated Traders
0260:0310388325:052544
0260
(10)

5.2 • To protect the drawer and the payee.

• Both bearer and drawer cheques can be crossed.
• Crossing prevent fraud and wrong payments.
• Crossing is necessary in order to safeguard the cheque.
• Crossed cheques can only be paid into an account and cannot be cashed
over the counter. (Any 3 × 1) (3)

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5.3 5.3.1 G
5.3.2 C
5.3.3 J
5.3.4 E
5.3.5 F
5.3.6 A
(6 × 2) (12)

5.4 • Take care of routine tasks, type minutes, agendas, make reservations
• Responsible to arrange functions and act as host
• Select outfits carefully
• Neat and stylish dressed throughout the trip
• Maintain professional relationship to avoid embarrassing situations
• Respect the manager’s privacy
• Act professional (Any 5 × 1) (5)
[30]

QUESTION 6

6.1 • Identify the individuals to be trained.

• Determine the most common mistakes made.
• Develop a training programme.
• Present the programme and
• Evaluate the progress. (5 × 2) (10)

6.2 6.2.1 Dictating refers to the method where the employer dictates the
content of the letter to the management assistant and she takes it
down in shorthand or snelskrif. PP (2)

6.2.2 • Dictating at the typewriter – She types as he dictates.

• Manuscript – this is the correspondence written by the
employer in his own handwriting.
• Telephone dictating – when the employer is not at office he
can phone the business and dictate to the management
assistant over the phone.
• Stenographic machine – it phonetically record speech. It is
played back so that the assistant can type the document.
(Any 3 × 2) (6)

6.3 • Lightning – Adequate natural or artificial lightning is necessary

• Ventilation – Sufficient fresh air must circulate and stale air removed
• Temperature – Air conditioning can be used to control temperature
• Colour – Colour influence people and can be used to the advantage of
the employees
• Noise – Noise, telephones, buzzers, fans etc. influence the
performance of employees
• Hygienic conditions – Offices, rest rooms, dressing rooms, kitchens
and toilets must be kept hygienically clean. (6 × 2) (12)
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QUESTION 7

7.1 • Industrial settlement – advantage for businesses to settle close to

transport services.
• Increase product turnover – availability of the product at the point of
sale, increase the demand.
• Geographic specialisation – raw materials can be transported to
factories.
• Mass production – to produce on big scale, production cost per unit
decrease.
• Social – the better the transport service, the more people will make use
of it.
• Political influence – transport brings people nationally and internationally
closer together.
• Distance – perishable products can reach destination quicker.
• Labour – allows employees to offer their services where remuneration is
the highest
• Employment – give work to many people (Any 6 × 2) (12)

7.2 7.2.1 Web-conferencing allows a meeting to take place at a central

online [Link] can share Power Point slides, view
software demonstrations or brainstorm ideas using a shared white
board. PPP (3)

7.2.2 Automated teleconferencing is a quick and effective way to have

discussions with customers, suppliers or staff members. Up to
seven people can connect simultaneously without pre-booking or
operator assistance. All participants are billed separately. PPP (3)

7.3 7.3.1 E-mail – transfer of letters, faxes or other documents from the
sender to the recipient via an electronic media such as a computer
network or internet. PP (2)

7.3.2 • Relative cheap – do not require stamp, envelopes or need not

to be posted in the normal way.
• Already typed documents can be sent to multiple locations.
• No need to retype documents.
• Documents can be transferred without the sender and
recipient being present at the same time.
• If the computers are connected, the mail can be sent 24 hours
per day.
• The messages can be permanently stored and used
repetitively or kept until the user wants to cancel it.
• Fast way to communicate.
(Any 5 x 2) (10)
[30]

TOTAL SECTION B: 150

GRAND TOTAL: 200

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