Unit 2: Office Administration

Aims and Objectives

In this unit you will learn and practise vocabulary related to office administration.

You will practise the following skills and functions:

• describing office skills
• giving positive and negative instructions
• secretarial roles

The grammar focus of this unit is:

• Imperatives
• TO DO and TO MAKE
• Present Perfect

Vocabulary

	účetní
	pořad jednání, denní program
	šéf
	plánovací kalendář
	hotové peníze
	kurýr
	psací stůl
	diář
	email, elektronická pošta
	obálka
	fax
	složka
	firma
	pořadač
	faktura
	štítek
	pracovní projekt, návrh
	dopis
	pošta
	řízení
	provozní ředitel
	tržní zboží
	obchodní schůzka
	poznámka jako pomůcka na zapamatování
	zpráva
	zápis, protokol
	kancelář
	zásoby kancelářských potřeb
	přepážka
(PA)	osobní asistent
	kopírka
	kopie
	pošta
	výtisk, tiskovina
	tiskárna
	zpráva
	obchody
	pracovní plán, rozvrh
	sekretářka
	těsnopis
	podpis
	dovednost
	zaměstnanci
	známka
	kancelářské potřeby
	uložit do složky
	podepsat
	napsat na psacím stroji
	psací stroj
	pracovní potřeby

Exercises

Section 1: Vocabulary Practice

Fill in the correct translation for each of the terms below.

1. obchody [?]
2. složka [?]
3. hotové peníze [?]
4. tiskárna [?]
5. osobní asistent [?]
6. přepážka [?]
7. uložit do složky [?]
8. diář [?]
9. pošta [?]
10. tržní zboží [?]
11. kancelářské potřeby [?]
12. obálka [?]
13. řízení [?]
14. pracovní projekt, návrh [?]
15. email, elektronická pošta [?]
16. zásoby kancelářských potřeb [?]
17. napsat na psacím stroji [?]
18. plánovací kalendář [?]
19. poznámka jako pomůcka na zapamatování [?]
20. firma [?]
21. provozní ředitel [?]
22. štítek [?]
23. dopis [?]
24. účetní [?]
25. kancelář [?]
26. výtisk, tiskovina [?]
27. fax [?]
28. těsnopis [?]
29. obchodní schůzka [?]
30. psací stroj [?]
31. zpráva [?]
32. kurýr [?]
33. pořad jednání, denní program [?]
34. podepsat [?]
35. sekretářka [?]
36. známka [?]
37. faktura [?]
38. kopírka [?]
39. pracovní plán, rozvrh [?]
40. psací stůl [?]
41. zápis, protokol [?]
42. dovednost [?]
43. pořadač [?]
44. kopie [?]
45. zaměstnanci [?]
46. pracovní potřeby [?]
47. šéf [?]
48. podpis [?]

Section 2: Listening Comprehension

Chose the correct answer.

Recording: show transcript

This exercise can be also done purely aurally/orally:

1. A modern secretary types on:

   a. 
   b. 
   c. 
   

   [?]
2. What skills does a secretary need?

   a. 
   b. 
   c. 
   

   [?]
3. Which is correct?

   a. 
   b. 
   c. 
   

   [?]
4. Which is correct?

   a. 
   b. 
   c. 
   

   [?]
5. When dealing with visitors the secretary must:

   a. 
   b. 
   c. 
   

   [?]

Chose the correct answer.

Recording: show transcript

This exercise can be also done purely aurally/orally:

1. What has the secretary still to do?

   a. 
   b. 
   c. 
   

   [?]
2. Where was the manager when Mr White called?

   a. 
   b. 
   c. 
   

   [?]
3. Who has cancelled the appointment?

   a. 
   b. 
   c. 
   

   [?]
4. Who will ring back to arrange another meeting?

   a. 
   b. 
   c. 
   

   [?]
5. When can the manager see Mr White?

   a. 
   b. 
   c. 
   

   [?]

Chose the correct answer.

Recording: show transcript

This exercise can be also done purely aurally/orally:

1. Where is M.I.C.?

   a. 
   b. 
   c. 
   

   [?]
2. Where does Deborah work?

   a. 
   b. 
   c. 
   

   [?]
3. What's the date on the invoice?

   a. 
   b. 
   c. 
   

   [?]
4. Why is Mr Stone ringing?

   a. 
   b. 
   c. 
   

   [?]
5. What's wrong with the invoice?

   a. 
   b. 
   c. 
   

   [?]

Chose the correct answer.

Recording: show transcript

This exercise can be also done purely aurally/orally:

1. What do the initials PA stand for?

   a. 
   b. 
   c. 
   

   [?]
2. What does Margaret show in times of crisis?

   a. 
   b. 
   c. 
   

   [?]
3. Which of the following doesn't Mr Smith mention:

   a. 
   b. 
   c. 
   

   [?]
4. Mr Smith's PA's duties do not include:

   a. 
   b. 
   c. 
   

   [?]

Section 3: General Comprehension

For each of the statements below, choose True or False.

This exercise can be also done purely aurally/orally:

1. A secretary must be able to use a word processor.

   
   
   

   [?]
2. A PA does not need to be skilled in oral and written communication.

   
   
   

   [?]
3. Nowadays secretaries don't usually use typewriters.

   
   
   

   [?]
4. A secretary never arranges appointments and travel.

   
   
   

   [?]
5. In a modern office the role of the secretary is important.

   
   
   

   [?]
6. Secretarial staff file documents and invoices.

   
   
   

   [?]
7. A memo is a document which is sent to customers by post.

   
   
   

   [?]
8. Typewriters and shorthand are mostly a thing of the past.

   
   
   

   [?]
9. Secretaries do not keep diaries or send e-mails.

   
   
   

   [?]
10. Secretaries can often sign letters for their bosses.

    
    
    

    [?]

Speaking Practice. Complete the sentences you hear, using the example as a model.

Press Play to listen to the instructions:

Section 4: Grammar Practice

Change the affirmative imperative to negative, and the negative imperative to affirmative.

This exercise can be also done purely aurally/orally:

Example:

1. A. Switch on the printer.
   B. [?]
2. A. Ring Mr Anderson.
   B. [?]
3. A. Don't file that document.
   B. [?]
4. A. Collect the internal mail.
   B. [?]
5. A. Don't send the fax today.
   B. [?]
6. A. Don't copy those letters.
   B. [?]
7. A. Distribute the minutes.
   B. [?]
8. A. Don't type the letter now.
   B. [?]
9. A. Send it by email.
   B. [?]
10. A. Don't ask him to come tomorrow.
    B. [?]

In general, TO MAKE means to create something, but in some cases you simply have to learn the expression. Let's practise.

This exercise can be also done purely aurally/orally:

Example:

1. Make a phone call, please. (an appointment for me)
   [?]
2. Make an appointment for me, please. (the travel arrangements)
   [?]