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Calecia Office Administraton Sba
Calecia Office Administraton Sba
CXC
GENERAL PROFICIENCY
PRESENTED TO
LITTLE LONDON HIGH SCHOOL
BUSINESS EDUCATION
DEPARTMENT
JAMAICA
IN PARTIAL FULFILLMENT FOR THE
CERTIFICATE IN
OFFICE ADMINISTRATION
(General Proficiency)
Submitted By
Calecia Bingham
Teacher: Ms. Forbes
Registration No: 100064 __________
Date: 2011
Title Page
Table of Contents
Title Page
Acknowledgement I
Introduction II
Part 1: Preparation
Title 1
Aims and Objectives 2
Functions of the Department 3
Correspondence 4
Part 3: Presentation
Report 10-11
Table - Business Forms 12
Table - Office Equipment 13
Information Sources 14
Appendices - Sample Documents 15-17
Acknowledgement
The successful completion of this research would not have been possible if not for the help of
God, who gave me the wisdom, knowledge and understand to carry out the research. My very
generous teacher Ms. Forbes for giving me this research to widen my vocabulary about the
accounts office. Last but by for not the least, my parents and other family members for
business/organization the accounts department plays a vital role, as it is the department that
deals with the finance of the business. This department entails a lot functions from which the
researcher choose the two most important. The research also contains a number of business
forms, equipment and their use, used in the daily running of the business.
Title
‘An investigation into some of the equipment used in the Accounts office?’
Aims and Objectives
To learn and accumulate information of the accounts department.
To find out what are the machines associated with the accounts department and the
In order to complete the CXC examinations a School Based Assessment (SBA) project has
to be done as a part of the syllabus of Office Administration. I would like to conduct m
research at your institution specifically in and around the Accounts Department of your
organization.
Yours truly,
____________________
Calecia Bingham
Part 2
Methodology
In the process of gathering data, the research used the form of printed questionnaires. Fifteen
questionnaires were allocated to members of the institution. Their age group ranges from ages
25-32 and has been employed for over ten years at the institution. The questionnaires were
issued on Monday September 20th, 2011 and collected the following Friday the 25th of
September 2011. The researcher used other methods of collecting information such as: internet
3). briefly explain the function of each machine listed in question 2 above.
5). State the worker that ensures the daily activities are carried out.
Schedule of Activities
DATE ACTIVITY COMMENTS
September 10 2011 Topic for SBA (research) was Teacher approved the topic
chosen and presented to
teacher
September 12 2011 Aims and objectives were Aims and objectives were approved
shown to teacher by the teacher
July 3, 2010 Two functions of the accounts Teacher stated that the functions
office were selected were commendable
July 10, 2010 Correspondence was The teacher told the researcher
prepared and shown to that there were a number of
teacher grammatical corrections which she
corrected.
July 12, 2010 Corrections were made Teacher approved
July 17, 2010 Correspondence was typed, Correspondence was collected for
printed and delivered to the answering by the manager.
institution
July 19, 2010 The institution phoned the Permission was granted to observe
researcher the accounts office
July 22, 2010 Questionnaires were typed Teacher approved
and printed
July 31, 2010 Questionnaires were Staff instructed researcher to
distributed to the institution collect questionnaires
Monday August 4, 2010
August 9, 2010 Questionnaires were Questionnaires were successfully
completed by response answered.
Regulation and company
policies
Legislation
A legislation that has been passed is the Worker’s Compensation Act. This act state that
if personal injury arises out of accidents that take place during normal duties on the job
and it is not the workers fault then the employer will be liable to pay compensation to
the injured employee. This legislation was handed down by the worker’s compensation
act of 1982. This legislation was taken from the companies hand book. This legislation
was put in place by George Anderson manager of Courts Jamaica Ltd Savanna La Mar
branch.
No food should be taken into the department or near the records kept.
The researcher was told not to wonder around the business place. A member of staff
was selected to carry the researcher around the business place.
Report
After all the data was collected, the researcher found that Courts Jamaica Ltd which is located on Great
George Street in the town of Savanna-la-mar, Westmoreland was built on January 17, 1968. All rules and
legislation were passed on March 20, 1968.
Within the findings, the researcher found out about some of the equipments use in the accounts office
and there importance in carrying out the work of the accounts office. The researcher also found that
the accounts clerk must be honest and trustful in all aspect of the work, he/she must be able to carry out
all their duties in a timely and in competent manner and that he/she must be able to identify which
aspect of the work is confidential and they must not divulged to no other persons. Their daily activities
carried include; preparing payroll, cheques, reconciliation of accounts, posting items to ledger, preparing
statement of account, writing up the cash book and liaising with the other departments of the same
firm. The main business forms and documents used in the accounts office include cheques, pay sheet or
payroll and bank reconciliation statement. Electronics calculators, computers and photocopiers and fax
machines are some of the equipment used in the firm.
The diagram above is a pie chart which shows the frequency of the equipment used in the accounts
office. From the three categories, computers had the highest with a total of forty percent (40%),
electronic calculators had the second highest with a total of thirty-five percent (35%) and photocopiers
and fax machines had the lowest of twenty percent (20%).
In order for the researcher to collect all the information, there were difficulties the researcher faced.
One of the major challenges the researcher faced were during the period of the interview. After the
researcher sent the correspondence to the business place seeking permission for the interview, when
the researcher received the phone call stating the time, date and place of interview, he had to
reschedule the date of the interview because it was during school session.
The problem was solved when the researcher wrote a letter to the principal of Manning’s School, Mrs.
Gloria Wagstaff, asking for the permission in order to conduct the interview. The researcher then called
the business place telling them the date he got for the interview and if they can accommodate him on
that particular date. During the interview, three persons were interview the manager, George Anderson,
the accounts clerk, Jennifer Gayle, and the financial manager, Rochelle Peterson. All the information
grasped was useful which helps the researcher to complete the study carried out.
Table – business forms
Date Name Used for
July 3, 2010 Invoices This is a document sent by the
supplier to the purchaser
when goods are ready for
delivery.
July 17, 2010 Debit Note This is a document made out
by the seller whenever the
purchaser has been
undercharged on an invoice.
Table – office
equipment
Date Equipment purpose Suitability for
used task
July 19, 2010 Photocopiers and Fax They are designed This equipment helps
machines with coping facilities in the quickness and
so that users can have the accuracy of the
hard and extra copies, work.
and so that other
departments can get
information easily .
July 31, 2010 Electronic Calculators This equipment is This is use as on hand
used for tasks with equipment in the
calculations. speediness of work.
August 1, 2010 Computers This is used to enter, This was used to send
store and process information from one
data. department to
another. It was also
used to store
information that
couldn’t be stored on
mere paper.
Information Sources
Interview
Publication
Finesterre S, Payne L and Reid J. (Fifth Impression). Longman Office Administration for
Internet site
Carleton Jones (2001 September) Equipments use in the Accounts office. Date retrieved:
July 04, 2009,from Http//: www.google.com.
appendices
Office administration school
Based assessment
Questionnaire
Topic:
Instruction: Answer the following questions by placing a tick in the boxes ▢ and by placing
brief notes on the lines provided.
Age group:
18 – 25 □ 26 – 35 □
36 – 45 □ Over 45□
2 years □ 11 – 16 years □
3 – 5 years □ 17 – 25 years □
6 – 10 years□ 25 and over □
9. What are some of the activities carried out by the accounts clerk on a daily basis?