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

	der Buchhalter, die Buchhalterin
	die Tagesordnung
	der Chef, die Vorgesetzte
	der Terminkalender
	das Bargeld
	der Botendienst
	der Schreibtisch
	der Terminkalender
	das E-Mail
	das Kuvert
	das Fax
	der Aktenordner
	die Firma
	die Broschüre
	die Rechnung
	das Etikett
	das Layout
	der Brief
	das Mail
	die Unternehmensführung
	die Führungskraft
	das Marketing
	die Tagung
	die Kurzmitteilung, das Memo
	die Nachricht
	das Protokoll
	das Büro
	das Büromaterial
	die Trennwand
(PA)	der Chefsekretär, die Chefsekretärin
	das Kopiergerät
	die Fotokopie
	die Post
	die Drucksache
	der Drucker
	der Bericht
	der Verkauf
	das Verzeichnis
	die Sekretärin, der Sekretär
	die Stenografie
	die Unterschrift
	die Qualifikation
	das Personal, die Mitarbeiter
	die Briefmarke, der Stempel
	das Briefpapier
	ordner, sortieren
	unterschreiben
	tippen
	die Schreibmaschine
	der Computerarbeitsplatz

Exercises

Section 1: Vocabulary Practice

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

1. das Büromaterial [?]
2. das Bargeld [?]
3. der Chef, die Vorgesetzte [?]
4. das Personal, die Mitarbeiter [?]
5. der Buchhalter, die Buchhalterin [?]
6. die Firma [?]
7. die Führungskraft [?]
8. das Marketing [?]
9. der Aktenordner [?]
10. ordner, sortieren [?]
11. die Broschüre [?]
12. die Nachricht [?]
13. die Fotokopie [?]
14. die Briefmarke, der Stempel [?]
15. die Unterschrift [?]
16. der Verkauf [?]
17. das Kuvert [?]
18. unterschreiben [?]
19. der Chefsekretär, die Chefsekretärin [?]
20. die Stenografie [?]
21. das Etikett [?]
22. tippen [?]
23. die Unternehmensführung [?]
24. die Schreibmaschine [?]
25. die Tagung [?]
26. der Bericht [?]
27. die Qualifikation [?]
28. die Sekretärin, der Sekretär [?]
29. das Layout [?]
30. das Verzeichnis [?]
31. der Brief [?]
32. das Protokoll [?]
33. die Post [?]
34. der Botendienst [?]
35. die Rechnung [?]
36. das Mail [?]
37. der Schreibtisch [?]
38. die Trennwand [?]
39. das E-Mail [?]
40. der Terminkalender [?]
41. das Briefpapier [?]
42. der Drucker [?]
43. das Kopiergerät [?]
44. die Tagesordnung [?]
45. die Kurzmitteilung, das Memo [?]
46. die Drucksache [?]
47. das Fax [?]
48. der Computerarbeitsplatz [?]
49. das Büro [?]

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)