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)
   [?]
3. Make the travel arrangements, please. (a photocopy of this)
   [?]
4. Make a photocopy of this, please. (a cup of coffee for me)
   [?]
5. Make a cup of coffee for me, please. (some changes in this letter)
   [?]
6. Make some changes in this letter, please. (no mistakes)
   [?]

In general, TO DO means to perform an action, 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. She does her work very well. (all the filing in the office)
   [?]
2. She does all the filing in the office. (anything you ask her)
   [?]
3. She does anything you ask her. (an English course every summer)
   [?]
4. She does an English course every summer. (a lot of translations)
   [?]
5. She does a lot of translations. (some of her work at home)
   [?]
6. She does some of her work at home. (her shopping after work)
   [?]
7. She does her shopping after work. (a lot of sport at the weekend)
   [?]
8. She does a lot of sport at the weekend. (more work than anybody else)
   [?]

Let's practise the Present Perfect.

This exercise can be also done purely aurally/orally:

Example:

1. Have you done the filing? (sent off the post)
   [?]
2. Have you sent off the post? (finished the report)
   [?]
3. Have you finished the report? (made the photocopies)
   [?]
4. Have you made the photocopies? (arranged the meeting)
   [?]
5. Have you arranged the meeting? (prepared the press release)
   [?]
6. Have you prepared the press release? (collected all the letters)
   [?]
7. Have you collected all the letters? (made that call to France)
   [?]
8. Have you made that call to France? (done everything)
   [?]

Chose the correct answer.

This exercise can be also done purely aurally/orally:

1. a. 
   b. 
   

   [?]
2. a. 
   b. 
   

   [?]
3. a. 
   b. 
   

   [?]
4. a. 
   b. 
   

   [?]
5. a. 
   b. 
   

   [?]
6. a. 
   b. 
   

   [?]

Section 5: Consolidation

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

Recording: show transcript

This exercise can be also done purely aurally/orally:

1. Offices have more or less the same layout in all companies.

   
   
   

   [?]
2. A large company may be divided into different departments.

   
   
   

   [?]
3. Large open offices can be divided up using partitions.

   
   
   

   [?]
4. Mail and post are the same thing.

   
   
   

   [?]
5. Using a word processor is not a useful skill for a secretary.

   
   
   

   [?]
6. Large companies do not use temps.

   
   
   

   [?]
7. Temp agencies have become popular in recent years.

   
   
   

   [?]
8. Working conditions in offices have improved in recent years.

   
   
   

   [?]
9. An accountant must always have his own office.

   
   
   

   [?]
10. Sales and Marketing are different departments in a large company.

    
    
    

    [?]

Listen to the complete recording first. Then go to the textbox and use the > key to listen to the text section by section. Type what you hear into the textbox. For detailed instructions, read the Exercise Help.

Recording: show transcript

[?]

Listen to the recording carefully and then fill in the gaps in the text below using the same words.

Recording:

In a small firm the members of [?], for example the manager, accountant and secretary, may all [?] individual rooms, and the organisation of work [?] be more flexible.

In all cases, [?], the duties of secretarial staff will be similar and will [?] word processing, taking minutes of meetings, filing, reception of visitors [?].

Because of this, many companies nowadays use the services of agencies [?] specialise in sending temporary secretaries, known [?] 'temps', in order to save [?] staff costs. Also in recent years much more importance has been given to working conditions in offices, with [?] to things like safety, lighting, ventilation and temperature.

Choose the correct option to fill the gaps in the following sentences.

This exercise can be also done purely aurally/orally:

1. Today's office workers do more ____ make coffee and photocopies.

   a. 
   b. 
   c. 
   

   [?]
2. The PA ____ sent off the documents yet.

   a. 
   b. 
   c. 
   

   [?]
3. Get the letters ____ as soon as possible.

   a. 
   b. 
   c. 
   

   [?]
4. I'm afraid the memos aren't ready ____ .

   a. 
   b. 
   c. 
   

   [?]
5. He will ring ____ to arrange another meeting.

   a. 
   b. 
   c. 
   

   [?]
6. A secretary must ____ to use a computer.

   a. 
   b. 
   c. 
   

   [?]
7. Mr White rang to cancel his ____ .

   a. 
   b. 
   c. 
   

   [?]
8. I think you have ____ a mistake in your invoice.

   a. 
   b. 
   c. 
   

   [?]
9. Is ____ the accounts department?

   a. 
   b. 
   c. 
   

   [?]
10. It's ____ our invoice of January 13th.

    a. 
    b. 
    c. 
    

    [?]
11. My PA ____ very efficient.

    a. 
    b. 
    c. 
    

    [?]
12. We're ____ a lot of business with China.

    a. 
    b. 
    c. 
    

    [?]
13. Have you ____ those documents?

    a. 
    b. 
    c. 
    

    [?]
14. Mr Pringle needs to ____ those letters.

    a. 
    b. 
    c. 
    

    [?]
15. In the new building we're going to have a new office ____ .

    a. 
    b. 
    c. 
    

    [?]
16. My secretary's ____ include making all the travel arrangements.

    a. 
    b. 
    c. 
    

    [?]
17. I haven't had time to do it ____ .

    a. 
    b. 
    c. 
    

    [?]
18. ____ fax the documents.

    a. 
    b. 
    c. 
    

    [?]
19. Secretaries nowadays don't usually need to ____ shorthand.

    a. 
    b. 
    c. 
    

    [?]
20. Have you ____ finished everything?.

    a. 
    b. 
    c. 
    

    [?]

Checklist

Use the following list to check whether you have obtained full benefit from this unit. You should be able to:

• describe secretarial duties

You should also have greater skill and confidence in the use of:

• Do
• Make
• Present Perfect
• Imperatives