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UNIVERSITY OF CAMBRIDGE INTERNATIONAL EXAMINATIONS
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Cambridge International Diploma Advanced Level
MARK SCHEME for the October 2008 question paper
CAMBRIDGE INTERNATIONAL DIPLOMA IN OFFICE ADMINISTRATION
5243
Office Procedures, maximum mark 100
This mark scheme is published as an aid to teachers and candidates, to indicate the requirements of
the examination. It shows the basis on which Examiners were instructed to award marks. It does not
indicate the details of the discussions that took place at an Examiners’ meeting before marking began.
All Examiners are instructed that alternative correct answers and unexpected approaches in
candidates’ scripts must be given marks that fairly reflect the relevant knowledge and skills
demonstrated.
Mark schemes must be read in conjunction with the question papers and the report on the
examination.
•
CIE will not enter into discussions or correspondence in connection with these mark schemes.
CIE is publishing the mark schemes for the October/November 2008 question papers for most IGCSE,
GCE Advanced Level and Advanced Subsidiary Level syllabuses and some Ordinary Level
syllabuses.
Page 2
Mark Scheme
Cambridge International Diploma – October 2008
Syllabus
5243
Section A
Task 1 (34 marks 3.3)
•
List the topics which should be included in a half day induction programme. (24 marks)
ACCEPT OTHER SUITABLE ANSWERS
Organisation chart
History of the Company
Tour of the building
Introduction to colleagues
Issues in staff handbook
Company procedures/rules
Health/Safety issues
Speakers – Human Resources etc
Union issues
•
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Explain on-the-job training. (6 marks)
Sentence/paragraph to include learning whilst carrying out the job usually watching a colleague
perform the task and then carrying it out by themselves with supervision until competent.
•
One disadvantage of on-the job training. (4 marks)
ACCEPT OTHER SUITABLE ANSWERS
Colleagues are not like trainers and may not be able to explain the job properly
Not enough time to ask questions or receive answers
Off-the-job training means better concentration
[4]
[4]
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Task 2 (20 marks 1.1, 1.2, 2.2)
ACCEPT OTHER SUTABLE ANSWERS
•
Two possible problems caused by incorrect data entered into databases. (10 marks)
Customers sent wrong information
Issues of confidentiality
Dissatisfied customers
Company losing money
•
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Two reasons why customer data is kept confidential. (10 marks)
Data is personal to that customer
Breaking law
Misuse of data by unauthorised organisations
© UCLES 2008
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Page 3
Mark Scheme
Cambridge International Diploma – October 2008
Syllabus
5243
Task 3 (16 marks 5.1, 5.2)
•
Explain why members of the Administration Committee would form a working party. (8 marks)
Sentence to include – group of individuals nominated by the parent committee and given particular
matters to investigate, the party would need to report back to the main committee at regular intervals.
•
Explain why a minute book is kept. (8 marks)
Sentence to include – kept in chronological order so that it can be referred back to easily for reference
at a later date, is a record of actions and discussions which have taken place in the meeting.
Task 4 (30 marks 6.1)
ACCEPT OTHER SUITABLE ANSWERS
•
Describe two methods for holding meetings which can be held without travelling to other
countries. (12 marks)
Description of videoconferencing
Description of audio/teleconferencing
Description of web conferencing
•
[6]
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The cost implications of one of the methods chosen. (9 marks)
Purchase/rental of equipment
Room usage
Hire of video conferencing studios
Staff training
Payment to telecommunications system for line usage
Service contracts
Maintenance
•
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Explain three cost savings of using one of the methods chosen. (9 marks)
Travel costs
Accommodation costs
Expenses for each delegate
Time away from the office
[3]
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© UCLES 2008
Page 4
Mark Scheme
Cambridge International Diploma – October 2008
Syllabus
5243
Section B
Task 1 (21 marks 6.1)
ACCEPT OTHER SUITABLE ANSWERS
•
Explain why it might be better for yourself and your manager if you make travel arrangements
using a travel agency rather than researching on the Internet. (12 marks)
Sentence/paragraph discussing researching all the different requirements will take time and payment
will need to be to different agencies also taking up time. Currency, although the best rates could be
sought using the Internet would probably have to be collected in person. The manager would end up
with many different documents and if there was any problems whilst in Boston may not be able to
speak directly to someone to resolve them.
Sentence/paragraph it will take one telephone call to a travel agency who will complete all of the
arrangements with just one payment to be made. There will be an itinerary provided for the travel and
if there are any problems there will be someone to speak to to resolve them.
•
Three ways in which the difference in time zones might affect your manager. (9 marks)
Jet lag, inability to deal efficiently with appointments, meetings etc
Contact with office/office not open at the same time
Attending meetings at the wrong time/not changed watch
[3]
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Task 2 (21 marks 5.1)
ACCEPT OTHER SUITABLE ANSWERS
•
Explain the term Extraordinary General Meeting. (6 marks)
A meeting other than the annual general meeting between a company's shareholders, executives and
any other members. An EGM is usually called at short notice and deals with an urgent matter
[6]
•
One reason why an EGM might be called. (3 marks)
Removal of an Executive
Take over or merger of the company
•
[3]
[3]
Two ways in which all persons who should attend an EGM are aware that it is to take place.
(12 marks)
Full page taken in newspapers
Company website
Invitation by letter
[6]
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© UCLES 2008
Page 5
Mark Scheme
Cambridge International Diploma – October 2008
Syllabus
5243
Task 3 (30 marks 4.2)
ACCEPT OTHER SUITABLE ANSWERS
•
Information displayed effectively. (20 marks)
Choice of table (2 marks only), bar chart, line graph
Main heading
Legend
Axis
Correct input of figures
[3]
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If figures are put into a table maximum marks of 11 to be awarded i.e. for choice, main heading and
correct figures).
Example of chart which may be used
SALES OF FACTORY AIR CONDITIONING UNTIS
DECEMBER
NOVEMBER
OCTOBER
SOUTHERN REGION
NORTHERN REGION
SEPTEMBER
AUGUST
JULY
0
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500
1000
1500
2000
2500
3000
Reason for the choice of method of display. (5 marks)
Easy to see at a glance
Looks more interesting
Makes comparison easier
•
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Reason why you decided against using one other method of display. (5 marks)
Tables would have needed to be looked at more carefully
Cannot see comparison as easily as the method chosen
© UCLES 2008
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Page 6
Mark Scheme
Cambridge International Diploma – October 2008
Syllabus
5243
Task 4 (28 marks 1.2)
•
What is a risk assessment?
Sentence/paragraph explaining that the purpose of a risk assessment is to identify any hazards
causing harm and the steps required to eliminate or minimise the risks. It should be carried out on a
regular basis to reduce the possibility of the business harming the environment or those who work in,
or visit, the business
[8]
•
Name four points which will be checked when doing a risk assessment in your office. (20 marks)
Loose or trailing cables
Unclean or badly surfaced floors
All areas are well lit
Check for adequate ventilation
Chemicals, including cleaning substances, are handled and disposed of properly
Safe procedures for handling flammable substances
Check for faulty or inappropriate electrical equipment
© UCLES 2008
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