Office Procedures
Office Procedures tests routine office systems: opening and closing, reception, appointments, telephone handling, correspondence, petty cash, banking, stationery and office manuals. Questions reward step-by-step procedures and controls.
Core rules
- Opening: unlock, switch on equipment, check messages and diary, clear reception and note faults. Closing: secure cash and files, switch off equipment, divert calls, lock up and record incidents.
- Reception: greet, identify the visitor, issue a badge, inform the host, offer seating and keep a visitor book. Do not disclose confidential information.
- Appointments: check availability, record name, purpose and time, avoid double booking, confirm and cancel politely.
- Telephone: answer promptly, identify the organisation, listen, note the caller, time, message and action, repeat back and end courteously.
- Petty cash imprest: a fixed float is restored by the amount spent, supported by vouchers. Cash plus vouchers should equal the float.
- Stationery control: requisition, issue, record, reorder at minimum level and secure stock.
Worked example
A petty cash float is N$1,000. Vouchers total N$640 and cash in the box is N$340. Reasoned check: N$640 plus N$340 equals N$980, so the box is N$20 short. The imprest is restored by N$640 only after the shortage is investigated; do not simply add N$660 to hide it.
Traps that cost marks
Reimbursing cash without a signed voucher; treating the float as income; giving a visitor confidential information; booking two appointments at once; failing to record telephone messages.