WAEC Syllabus for Clerical Office Duties

(1)  Definition of an office

(2)      Functions                         (a) Receiving information

(b) Recording information

(c) Processing/Analysing

information                                                                                                (d) Giving information

(e)  Storing information

(f)  Safeguarding/Protecting

Assets

(3)        Sections

(a)  Reception

(b) General Office

(c)  Stores

(d)  Mail Room/Registry

    (4)   Departments              

(a) Accounts their

(b) Purchasing

(c) Sales

(d) Personnel/Human

Resource

(e) Production

(f) Legal

(g) Administration

(h) Transport

      (5)     Office Personnel                (a) Office Manager                 (b) Office Supervisor              (c) General Clerks

(d) Accounts Clerks

(e) Data entry Clerks

(f) Administrative

Assistants

identify the important roles played

by each of these sections in an organization;

examine the linkages among the departments, sections and functions;

identify the interrelationship among     heads of departments;

outline the relationship among office personnel in terms of their  duties/ functions in the office;

(g)   Secretaries

(i) Company Secretary

(ii) Private Secretary

(iii) Stenographer Secretary

(h) Receptionist

(i) Typist

(j) Messenger

(5)      Professional Image of Office

               Staff

(a)     Personal and

Business Attributes

(b )  Social habits, Personal

Hygiene and healthy

Lifestyle

(b)    Time Management

(6)    Layout  

           (a)  open

(b) closed

2  ORGANISATION

(1)       Principles of Organisation

(a)    Unity of objectives

(b)   Span of control

(c) Authority and

Responsibility

(d) Delegation

(e) Unity of functions

(f) Unity of command

(g) Supervision

(h) Remuneration

(i)  Accountability

(j) Esprit de corps

identify the differences between the different types of secretaries and state their duties;

give a detailed explanation of the personal and business attributes of office staff;

identify the importance of good social habit and personal hygiene;

explain time management as well as identify time management skills and  time-wasters in the office;

give the factors that determine choice  of  office layout and reasons for planning an office;

state the advantages and disadvantages of open and closed office layout.

Candidates should be able to:

explain of the principles of organisation and how they can be applied in an organization;

       (a)  Line structure

(b)  Line and staff structure

       (c)  Staff structure

(d)  Functional structure

(e)  Matrix structure

(2)       Organisational  

        Chart/Organogram

(3)   BUSINESS

       TRANSACTIONS

       (I)   Documents used in Business                         Transactions

          (a)    Letter of enquiry

(b)  Price  list/

Catalogue/Quotation

(c)  Local Purchase Order

(d)  Order        

(e)  Proforma Invoice

(f)   Invoice

(g)  Delivery Note/Waybill

(h)  Debit note

(i)   Credit note

            (j)   Statement of account

(k)   Cheques/Payment

Orders

(l)    Receipt

(m)  Purchase Requisition

(2)   Methods of Payment                                       (a)   Cash

(b)  Cheque

(c)  Standing order

(d)  Credit transfer

(e)   Money transfer

draw an organizational chart and state its uses, advantages and disadvantages;

identify the documents, their purposes and when to use them;

complete the documents;

describe the various methods of payment used in business as well as state their advantages and disadvantages;

(4)       Tax Regimes

(a)    VAT,

(b)    Income Tax

(c)     Communication

Service Tax(CST)

(d)    Property Tax

(e)     Import/Customs Duty

(5)       Petty Cash

4.  BANKING

  (1)  Types of Bank

     (2)  Types of Account

            Savings

Current

Fixed deposit 

      (3)  Cheques        

know the metthods of determining

workers’ pay   – piece rate, time rate,

commission, flat rate, overtime and

bonus  expain and prepare payroll for

the payment of wages and salaries of

staff with given information;

identify and explain the various types of taxes and their importance;

expain the terms petty cash and imprest system and complete the petty cash book.

Candidates should be able to:

know the functions of Commercial, Development, Merchant, Rural/ Community Banks and the Central Bank  give examples of the various types of banks;

state the features of the various accounts;

give the definition, types, features of a valid cheque, parties to a cheque as well as the reasons for dishonoured cheques. explain a crossed cheque, various ways of crossing a cheque and the effect of the crossing.

.

(1)   Ordering of Stock

(2)   Duties of the  Storekeeper

(3)   Requisition Procedure

(4)   Stock Record and

          Stocktaking

          (a) Annual        

(b) Periodic

(c) Perpetual

(5)   Stock Control

(a) Minimum Stock

(b) Maximum Stock

(c) Re-order level

(6)  Stock Valuation

       (a) Cost price

(b) Average price

(c) Market price

(d) Lower price

7. OFFICE EQUIPMENT/

MACHINES

(1)         General Office    

Machines/Equipment

explain the term ‘stock’, the importance of stock-keeping in business and describe the procedure for ordering stock from the manufacturer or supplier;

state the duties of the storekeeper and the

requirements of a good stock system;

describe the store requisition procedure;

explain stock, methods of stocktaking, stock records, types of stock records, the different methods of stocktaking and describe the use of various documents. (Bin card, tally card, purchase order etc.);

explain the meaning and methods of Stock valuation;

Candidates should be able to:

mention and explain factors to be considered when purchasing office machines/equipment;

identify different office machines/equipment, their uses as well as the advantages and disadvantages of using manual and electric machines;

(b)  Photocopier

(c)  Risograph

(d)  Collating machine

(e)  Dictaphone                       (f)   Typewriters

(g)  Duplicating machines

(h)  Perforator

(i)   Calculator

(j)   Cash Register

(k)   Pager

(l)    Fax machines

(m)  Accounting machines

(n)  Scanner

(2)         The Computer and  I CT

(3) Mail Room    Equipment/Materials

(a)  Letter opening machine

(b)  Addressing machine            (c)  Franking machine

(d)  Shredding machine

(e)  Scales

(f)   Pair of scissors,

paper-knife or blade

(g)  Stapling machine

(h)  Staple remover

(i)   Guillotine

give the meaning, components, types, peripheral devices, functions, uses, advantages and disadvantages of computers;

explain the basic terms used in computing, functions of the Internet, Intranet and the Worldwide web  as well as mention service providers.

   (1)  Meaning                       

   (2)  Forms

          (a)    Verbal

i. oral

ii. written

(b)    Non-verbal

(c)    Visual

(3)         Channels of   

Communication

    (4)  Barriers to effective      

        Communication

(a)    Organisational Barriers

(b)   Physical Barriers

(c)  Psychological Barriers

(d)  Socio-Cultural Barrier

(5)       Business Correspondence

(a)  Letters

i   Form Letters

ii   Circulars

(b)  Memos

(c)   Reports

i    Short formal

ii   Short informal

iii   Periodic /Routine

iv   Special

v   Statutory

(6)       Mail handling

(a)    Mail Room

(b)   Incoming and Outgoing mail

(c)    Incoming and Outgoing mail register

(d) Postage book

(e)  Messenger’s Receipt

book

Candidates should be able to:

describe the different forms of communication with examples and identify their advantages and disadvantages.

identify the differences between vertical, horizontal and diagonal communication

explain and give examples of the various barriers to communication.

state the parts, formats, and uses of each type of business correspondence.

identify types of reports, the purposes, characteristics and format of each.

state the procedure for handling incoming and outgoing mail and complete the various books used in the process.

(a)  Purpose and kinds of

meetings

(b)   Requirements for a valid

Meeting

(c)     Purpose and kinds of meetings

(d)    Requirements for a valid

Meeting

i    Chairperson

ii   Secretary

iii   Teller

iv  Scrutineer

(e)     Meeting terminologies

(f)     Preparation of meeting

documents

i    Notice                                ii   Agenda

iii   Minutes

9.   BUSINESS ENGLISH

(1)   Proofreading and office

Abbreviations

(2)   Spelling, Word division  

and Punctuation

state the duties of the officials.

mention and explain  meeting terminologies such as notice, quorum, agenda, resolution, ad-hoc committee, minutes, motion, ex-officio, casting

vote etc.

draft meeting documents from given information

Candidates should be able:

state the importance and purpose of proofreading.

correct errors in passages, expand office abbreviations and use them correctly.

know the basic rules for spellings, word division and punctuation.

 (1) Methods of Classification

(a)  Alphabetical

(b)  Numerical     

(c)  Subject

(d)  Geographical

(e)  Chronological

(f)  Alpha-numeric

(g)  Subject-numeric   

(2)  Systems of filing 

      (a)  Lateral

(b)  Suspension

(c)  Vertical

(d)  Horizontal

(3)   Rules for filing    

(4)  Indexing and Cross-

      Referencing

(4)   Electronic filing  

(6) Central and Departmental     

     filing         

11.  REFERENCE BOOKS  AND

   SOURCES OF INFORMATION

   (1)  Reference Books

(a)  General reference books

i    dictionary                          ii encyclopedia

iii   almanac

(b)  Places

i    atlas

ii   site plan

explain filing, features of a good filing system and reasons for filing.

understand the rules for the various filing methods together with their advantages and disadvantages.

explain how each system operates and identify the advantages and disadvantages of each system.

state the general rules for filing.

identify the types/forms of indexing and importance of indexing

explain electronic filing and state  its advantages and disadvantages  e.g microfilming/micrographics

compare central and departmental filing and list their advantages and disadvantages.

Candidates should be able to:

mention information that could be obtained from each reference book.

i    trade journals

ii   post office guide

iii   telephone directory

(d)  Government Publications

i  Hansard

ii  White paper

iii  Gazette

iv  Financial Instructions

v   General orders

(2)  Sources of Information

(a)   Personal documents

(b) Driving documents

(c)Passport

(d) Visa

(e)Tax clearance

(3)  Business Information

(a)  Exchange rates

(b) Stock exchange  listing

(c) Financial bulletins

(d) Employment

Opportunities

12.  POST OFFICE  SERVICES

      (1)  Postal Services

            (a)  Postage stamps                                  (b)  Express mail

(c)  Special mail

(d)  Poste restante

(e)   Private mail bag

(f)   Registered mail

(g)   Recorded delivery

(h)   Airmail

(i)    Business reply service

(j)   Private mail box         

identify the various sources of information with examples, e.g.

·         Revenue offices – taxes

·         Immigration Service – passport

·         Embassies/High Commissions – visa

·          Banks – financial bulletins

Candidates should be able to:

explain the use of each postal service.

       Expedited Mail Service (EMS)

Delsey, Helbor & Lyn (DHL)

Federal Express (FedEx)

(3)  Agency Services

(4)  Remittance services       

Postal Order

Money Transfer

13.  HUMAN RELATIONS

           (1)  Internal Relations in the    

                  Office

           (2)  Relations with the Public

(3)   Interpersonal Skills

14.  HEALTH, SAFETY AND     

       WELFARE   IN  

       THE OFFICE

     (1)  Health Hazards in the    

           office    

      (2)   Accidents in the Office

(4)         Staff Welfare

state the features and benefits of courier services.

mention  and explain agency services

provided by the post office.

Candidates should be able to:

explain internal relations and public relations and identify ways of improving human relations.

state factors that promote public relations and ways of improving interpersonal skills.

Candidates should be able to:

identify and explain health hazard in the office;

state the types of health hazards in the office and how they could be prevented;

state the types and causes of accidents as well as measures to prevent them;

identify welfare services and benefits available to office staff and the advantages associated with them.

         PROCEDURES

(1)     Advertisement

    (2)  Submission of  Letters of

           application and curriculum vitae     

(3)   The interview 

16.  ENTREPRENEURSHIP  AND SMALLSCALE BUSINESS

Candidates should be able to:

design an advertisement;

write application letters with curriculum vitae;

know how to prepare for an interview.

Candidates should be able to:

explain the term “entrepreneur” and  give the general characteristics of an  entrepreneur;

explain small scale business and identify  the characteristics of a small scale enterprise;

identify the importance of small-scale businesses in the society/country.