Clerical Office Duties Waec Syllabus

Below is this years Waec Syllabus for Clerical Office Duties. Note that this syllabus is for both internal and external candidates.

Aims and Objectives

understand the principles and procedures for 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 office duties

Scheme of Examination

There will be two papers, Paper 1 and Paper 2, which will constitute a composite paper and will be taken in a sitting.

PAPER 1:

This paper will consist of fifty compulsory multiple-choice objective questions to be answered within 50 minutes for 30 marks.

PAPER 2:

This paper will be made up of one compulsory case study carrying 22 marks and six other questions, out of which candidates will be required to answer any three for 16 marks each.

The case study will be based on office situations, and candidates will be required to show an understanding of the issues involved.

The paper will carry a total of 70 marks and will last 2 hours and 10 minutes.

Detailed Clerical Office Duties Syllabus

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
- 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 healthy Lifestyle
- Time Management
Layout
- open
- closed

ORGANISATION

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
Organizational 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
- Delivery Note/Waybill
- Debit note
- Credit note
- Statement of account
- Cheques/Payment Orders
- Receipt
- (m) 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
Cheques

STOCK PROCEDURE

Ordering of Stock
Duties of the Storekeeper
Requisition Procedure
Stock Records 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 OfficeMachines/Equipment
- Computer
- Photocopier
- Risograph
- Collating machine
- Dictaphone
- Typewriters
- Duplicating machines
- Perforator
- Calculator
- Cash Register
- Pager
- Fax machines
- Accounting machines
- Scanner
The Computer and ICT
Mail Room Equipment/Materials
- Letter-opening machine
- Addressing machine
- Franking machine
- Shredding machine
- Scales
- A pair of scissors, paper knife or blade
- Stapling machine
- Staple remover
- Guillotine

COMMUNICATION

Meaning
Forms
- Verbal
  - i. oral
  - ii. written
- Non-verbal
- Visual
Channels of Communication
Barriers to effective communication
- Organisational Barriers
- Physical Barriers
- Psychological Barriers
- Socio-Cultural Barrier
Business Correspondence
- Letters
  - i. Form Letters
  - ii Circulars
- Memos
- Reports
  - i. Short formal
  - ii Short informal
  - iii Periodic/Routine
  - iv Special
  - v Statutory
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
- Purpose and kinds of meetings
- Requirements for a valid Meeting
  - i. Chairperson
  - ii Secretary
  - iii Teller
  - iv Scrutineer
- Meeting terminologies
- Preparation of meeting documents
  - i. Notice
  - ii Agenda
  - iii 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
- i. dictionary
- ii encyclopedia
- iii almanac
Places
- i. atlas
- ii site plan
Specialized reference books
- i. trade journals
- ii post office guide
- iii telephone directory
Government Publications
- i. Hansard
- ii White paper
- iii Gazette
- iv Financial Instructions
- v General orders
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 SMALL SCALE BUSINESS

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.

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