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

	contable
	orden del dia
	jefe
	calendario
	caja
	mensajero
	mesa de trabajo
	diario
	correo electrónico
	sobre
	fax
	fichero/archivo
	empresa
	carpeta
	factura
	etiqueta
	distribución
	carta
	correo
	dirección
	director
	marketing
	reunión
	memorandum
	mensaje
	acta
	oficina
	suministros de oficina
	tabique divisorio
(PA)	ayudante personal
	fotocopiadora
	fotocopia
	correo
	imprimir
	impresora
	informe
	ventas
	programa/horario
	secretaria
	taquigrafía
	firma
	habilidad
	plantilla
	sello
	papel y sobres
	archivar
	firmar
	escribir a máquina
	máquina de escribir
	puesto de trabajo

Exercises

Section 1: Vocabulary Practice

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

1. empresa [?]
2. jefe [?]
3. sello [?]
4. escribir a máquina [?]
5. memorandum [?]
6. impresora [?]
7. factura [?]
8. correo [?]
9. etiqueta [?]
10. plantilla [?]
11. habilidad [?]
12. contable [?]
13. informe [?]
14. firma [?]
15. oficina [?]
16. taquigrafía [?]
17. mesa de trabajo [?]
18. caja [?]
19. fichero/archivo [?]
20. sobre [?]
21. puesto de trabajo [?]
22. calendario [?]
23. acta [?]
24. carta [?]
25. archivar [?]
26. fax [?]
27. tabique divisorio [?]
28. fotocopia [?]
29. marketing [?]
30. reunión [?]
31. correo electrónico [?]
32. programa/horario [?]
33. director [?]
34. papel y sobres [?]
35. imprimir [?]
36. secretaria [?]
37. fotocopiadora [?]
38. ayudante personal [?]
39. máquina de escribir [?]
40. suministros de oficina [?]
41. diario [?]
42. dirección [?]
43. carpeta [?]
44. mensajero [?]
45. orden del dia [?]
46. firmar [?]
47. mensaje [?]
48. distribución [?]
49. ventas [?]

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)
   [?