You must prepare for the exam by studying the WAEC Clerical Office Duties syllabus. It includes the goals and objectives, study materials, and structure for the exam on clerical office duties.
You must study the Clerical Office Duties course in order to be prepared for the exam. You can use it as a guide to help you decide which topics to read about. Additionally, there are notes on ideas that you ought to learn carefully.
It would be like to traveling to the farm without your agricultural tools to study for an exam without using the Clerical Office Duties syllabus. You won’t be effective in the end.
Make sure to use the syllabus when you start your exam preparations.
The West African Examination Council’s Clerical Office Duties syllabus and suggested texts are included in this section (WAEC).
Contents
- 1 WAEC Clerical Office Duties
- 2 WAEC Clerical Office Duties Syllabus
- 2.1 The Office
- 2.2 Organization
- 2.3 Business Transactions
- 2.4 Banking
- 2.5 Stock Procedure
- 2.6 Office Equipment/Machines
- 2.7 Communication
- 2.8 Business English
- 2.9 Filing and Indexing
- 2.10 Reference Books and Sources of Information
- 2.11 Post Office Services
- 2.12 Human Relations
- 2.13 Health, Safety and Welfare in the Office
- 2.14 Pre-Employment Procedures
- 2.15 Entrepreneurship and Smallscale Business
- 2.16 Recommended Textbooks
WAEC Clerical Office Duties
Objectives
The purpose of the exam is to gauge candidates’ capacity for:
- understand the principles and procedures in performing clerical duties in an office;
- apply the knowledge acquired on the uses of office equipment and materials and perform basic clerical office duties;
- communicate effectively;
- explain basic personal and professional habits and attitudes necessary for the performance of official duties;
The examination is further meant to:
- develop problem-solving skills to deal with clerical and secretarial issues in the office;
- provide the foundation for further courses in business studies.
Scheme of the Examination
Two papers Paper 1 and Paper 2 that together make up the composite paper will be given in a single sitting.
Paper 1 will include fifty mandatory multiple-choice questions that must be answered correctly to receive 30 points and be completed in 50 minutes.
Paper 2 consists of six questions, out of which applicants must select three to respond correctly in order to receive 16 points each. One case study is necessary and carries 22 points.
Candidates will be expected to demonstrate understanding of the topics in the case study, which will be based on scenarios from the workplace.
The paper will be 2 hours and 10 minutes long and worth a total of 70 marks.
WAEC Clerical Office Duties Syllabus
The Office
- THE OFFICE
- Definition of an office
- Functions
- Receiving information
- Recording information
- Processing/Analysing information
- Giving information
- Storing information
- Safeguarding/Protecting
- Assets
- Sections
- Reception
- General Office
- Stores
- Mail Room/Registry
- Departments
- Accounts their
- Purchasing
- Sales
- Personnel/Human Resource
- Production
- Legal
- Administration
- Transport
- Office Personnel
- Office Manager
- Office Supervisor
- General Clerks
- Accounts Clerks
- Data entry clerks
- Administrative
- Assistants
- Secretaries
- Company Secretary
- Private Secretary
- Stenographer Secretary
- Receptionist
- Typist
- Messenger
- Professional Image of Office Staff
- Personal and Business Attributes
- Social habits, Personal Hygiene and a Healthy Lifestyle
- Time Management
- Layout
- open
- closed
Organization
- Principles of Organisation
- Unity of objectives
- Span of control
- Authority and
- Responsibility
- Delegation
- Unity of functions
- Unity of command
- Supervision
- Remuneration
- Accountability
- Esprit de corps
- Organisational Structure
- Line structure
- Line and staff structure
- Staff structure
- Functional structure
- Matrix structure
- Organisational Chart/Organogram
Business Transactions
- Documents used in Business Transactions
- Letter of enquiry
- Price list/Catalogue/Quotation
- Local Purchase Order
- Order
- Proforma Invoice
- Invoice
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- Delivery Note/Waybill
- Debit note
- Credit note
- Statement of account
- Cheques/Payment Orders
- Receipt
- Purchase Requisition
- Methods of Payment
- Cash
- Cheque
- Standing order
- Credit transfer
- Money transfer
- Payroll Handling
- Tax Regimes
- VAT,
- Income Tax
- Communication Service Tax (CST)
- Property Tax
- Import/Customs Duty
- Petty Cash
Banking
- Types of Bank
- Types of Account
- Savings
- Current
- Fixed deposit
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- Cheques
Stock Procedure
- Ordering of Stock
- Duties of the Storekeeper
- Requisition Procedure
- Stock Record and Stocktaking
- Annual
- Periodic
- Perpetual
- Stock Control
- Minimum Stock
- Maximum Stock
- Re-order level
- Stock Valuation
- Cost price
- Average price
- Market price
- Lower price
Office Equipment/Machines
- General Office Machines/Equipment
- Computer
- Photocopier
- Risograph
- Collating machine
- Dictaphone
- Typewriters
- Duplicating machines
- Perforator
- Calculator
- Cash Register
- Pager
- Fax machines
- Accounting machines
- Scanner
- The Computer and I CT
- Mail Room Equipment/Materials
- Letter opening machine
- Addressing machine (c) Franking machine
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- Shredding machine
- Scales
- Pair of scissors, paper knife or blade
- Stapling machine
- Staple remover
- Guillotine
Communication
- Meaning
- Forms
- Verbal
- oral
- written
- Non-verbal
- Visual
- Verbal
- Channels of Communication
- Barriers to Effective Communication
- Organisational Barriers
- Physical Barriers
- Psychological Barriers
- Socio-Cultural Barrier
- Business Correspondence
- Letters
- Form Letters
- Circulars
- Memos
- Reports
- Short formal
- Short informal
- Periodic /Routine
- Special
- Statutory
- Letters
- Mail handling
- Mail Room
- Incoming and Outgoing mail
- Incoming and Outgoing mail register
- Postage book
- Messenger’s Receipt book
- Meetings
- Purpose and kinds of meetings
- Requirements for a valid Meeting
- Purpose and kinds of meetings
- Requirements for a valid Meeting
- Chairperson
- Secretary
- Teller
- Scrutineer
- Meeting terminologies
- Preparation of meeting documents
- Notice
- Agenda
- Minutes
Business English
- Proofreading and office Abbreviations
- Spelling, Word division and Punctuation
Filing and Indexing
- Methods of Classification
- Alphabetical
- Numerical
- Subject
- Geographical
- Chronological
- Alpha-numeric
- Subject-numeric
- Systems of filing
- Lateral
- Suspension
- Vertical
- Horizontal
- Rules for filing
- Indexing and Cross-Referencing
- Electronic filing
- Central and Departmental filing
Reference Books and Sources of Information
- Reference Books
- General reference books
- dictionary
- encyclopaedia
- almanac
- Â Places
- atlas
- site plan
- Specialized reference books
- trade journals
- post office guide
- telephone directory
- Government Publications
- Hansard
- White paper
- Gazette
- Financial Instructions
- General orders
- General reference books
- Sources of Information
- Personal documents
- Driving documents
- Passport
- Visa
- Tax clearance
- Business Information
- Exchange rates
- Stock exchange listing
- Financial bulletins
- Employment
- Opportunities
Post Office Services
- Postal Services
- Postage stamps
- Express mail
- Special mail
- Poste restante
- Private mailbag
- Registered mail
- Recorded delivery
- Airmail
- Business reply service
- Private mailbox
- Courier Services
- Expedited Mail Service (EMS)
- Delsey, Helbor & Lyn (DHL)
- Federal Express (FedEx)
- Agency Services
- Remittance services
- Postal Order
- Money Transfer
Human Relations
- Internal Relations in the Office
Relations with the Public- Interpersonal Skills
Health, Safety and Welfare in the Office
- Health Hazards in the office
- Accidents in the Office
- Staff Welfare
Pre-Employment Procedures
- Advertisement
- Submission of Letters of application and curriculum vitae
- The interview
Entrepreneurship and Smallscale Business
Recommended Textbooks
- Secretarial Duties – John Harrison, Pitman Publishing Ltd.
- Office Practice for Colleges – Elendu O. Elendu, New Africa Publishing Co. Ltd. Owerri (1985)
- Case Studies, A Skills-Based – Sheila May, Pitman Approach Publishing Ltd.
- Office Procedure – John Harrison, Pitman Publishing Ltd.
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