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

	regnskapsfører, revisor
	agenda, plan
	sjef
	kalender
	penger
	kurer, bud
	skrivebord
	dagbok
	e-post
	konvolutt
	telefax
	fil, arkiv
	firma
	mappe, perm
	faktura
	merke, etikett
	layout
	brev
	post
	ledelse
	leder
	markedsføring
	møte
	memo
	beskjed
	minutter
	kontor
	kontorrekvisita
	skillevegg
(PA)	privatsekretær, høyre hånd
	fotokopieringsmaskin
	fotokopi
	post
	print, utskrift
	printer, skriver
	rapport
	salg
	tidsplan
	sekretær
	stenografi
	signatur
	ferdighet
	personale
	frimerke
	kontormateriell
	å arkivere
	å signere
	å skrive
	skrivemaskin
	arbeids-stasjon

Exercises

Section 1: Vocabulary Practice

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

1. minutter [?]
2. arbeids-stasjon [?]
3. kurer, bud [?]
4. signatur [?]
5. agenda, plan [?]
6. personale [?]
7. fotokopieringsmaskin [?]
8. e-post [?]
9. konvolutt [?]
10. print, utskrift [?]
11. fotokopi [?]
12. sjef [?]
13. kalender [?]
14. skillevegg [?]
15. layout [?]
16. leder [?]
17. firma [?]
18. å signere [?]
19. rapport [?]
20. printer, skriver [?]
21. dagbok [?]
22. merke, etikett [?]
23. penger [?]
24. beskjed [?]
25. kontor [?]
26. telefax [?]
27. tidsplan [?]
28. fil, arkiv [?]
29. memo [?]
30. regnskapsfører, revisor [?]
31. kontormateriell [?]
32. kontorrekvisita [?]
33. frimerke [?]
34. ferdighet [?]
35. post [?]
36. privatsekretær, høyre hånd [?]
37. mappe, perm [?]
38. stenografi [?]
39. faktura [?]
40. skrivebord [?]
41. markedsføring [?]
42. salg [?]
43. skrivemaskin [?]
44. ledelse [?]
45. å arkivere [?]
46. brev [?]
47. møte [?]
48. sekretær [?]
49. å skrive [?]

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)
   [?]