CARIBBEAN SECONDARY EXAMINATION CERTIFICATE

SCHOOL-BASED ASSESSMENT

Name of Centre: The Bishops’ High School

Centre Code: 090007
Subject: Office Administration
Title: A research to determine the duties of a clerk in the transport office and the documents
used in the transports office
Candidate Names:
 Mike Daniels
 Tarendra Gobin
 Tejnarine Persaud
 Nathaniel Sidnauth
 Jaden Zephyr
Teacher: Miss Jasmine Bacchus
Table of Contents
Acknowledgements

We would like to express our heartfelt gratitude to our teacher, Miss Bacchus, for her
unwavering support and guidance throughout the completion of this school-based assessment.
Miss Bacchus's dedication to our academic progress has been instrumental in shaping our
understanding and skills. Her encouragement and insightful feedback have been invaluable, and
we are truly thankful for her commitment to our education. We extend our sincere appreciation
to LMP Enterprise for graciously allowing us to gather information about their company for our
assessment. The cooperation and openness of the LMP Enterprise team significantly contributed
to the depth and quality of our research. We are grateful for the opportunity to gain real-world
insights into the business operations, enhancing our learning experience. Lastly, we would like to
thank any other individuals who played a role in helping us complete this school-based
assessment. Your support, whether through guidance, information, or encouragement, has been
deeply appreciated. Together, these contributions have enriched our educational journey and
allowed us to successfully navigate this academic endeavor.
Topic
A research to determine the duties of a clerk in the transport office and the documents used in the
transports office

Aims:
 To investigate the duties of a clerk in the transport department
 To investigate the various documents required in the transport department Functions:
Functions of the Dispatch and Transport Office
 A function of the dispatch office is to receive incoming orders, verify their accuracy, and
enter them into the system.
 Another function of the dispatch office is to Monitors inventory levels to avoid overstock
situations.
 A function of the transport office is to maintain and prepare transportation records of
vehicles making deliveries.
 Another function of the transport office is the planning and optimizing of transportation
routes to ensure efficient and cost-effective delivery or service.
Correspondence
Bishop’s High School
84 Carmicheal Street
Georgetown
Guyana
Phone: 232-4934

15 September 2023

The Manager LMP Enterprise

92 North Road
Georgetown
Guyana
Dear Sir,

Permission to Conduct Research within Your Transport Department

We, the students of 5 Business of the Bishops High School are writing this letter to seek your permission
to conduct research on the Transport Department within your business. My school-based
assessment requires insights into the duties of a clerk in the transport department and the investigation of
documents used in the transport department and we strongly believe that LMP Enterprise will provide a
great opportunity to research how a transport department operates.
We are eager to explore the unknowns of the transport department, and how this establishment operates as
effectively as possible. I ask that we be permitted to have a brief visit to your establishment, which will be
non-disruptive to the daily operations. I request that you take the time to answer our queries and guide us.
I assure you of our full compliance with any confidentiality policies you may have.
If you have any queries, feel free to write to us or contact us at 232-4934. We are willing to provide
further details or address any concerns. I appreciate your consideration of our request. Your aid will
greatly contribute to my educational experience and understanding of the business world. We look
forward to the possibility of learning from this establishment.
Yours Sincerely,
Mike Daniels.
Methodology
The researcher utilized both primary and secondary data sources for information collection. Primary data,
acquired by the researcher, involved questionnaires, interviews, and observations. Secondary data,
gathered from pre-existing sources, primarily came from publications.

Interview
This approach was utilized to assess the necessary documents used in the Transport and Dispatch
Department of LMP Enterprise.The dialogue transpired on January 20th, 2024 The researchers
curated 5 questions prior to the interview which were presented to the respective staff. In an
endeavor to procure precise and forthright responses, the meticulous recording of his replies
occurred within a concise timeframe of 10-20 minutes. This strategic approach was embraced to
enhance the probability of obtaining accurate and insightful answers.

Questionnaire
This approach was taken to elicit insights pertaining to the duties and responsibilities of a clerk
in the transport office. On January 20th, 2024. the researchers visited the workplace to distribute a
series of questionnaires, comprising 12 (12) inquiries, to the respective staff. Throughout the
ensuing week, the disseminated questionnaires were systematically retrieved. The adoption of
this data collection method was intentional, providing respondents with a reasonable timeframe
to complete the questionnaire while maintaining the ease of administration.

Observation
This approach provided the researcher with the opportunity to observe employees within the
Transport Department. The objective was to evaluate the necessary documents used in the
transport office and to observe the roles and duties of the transport clerks on January
20th,2024.The selection of this method was deliberate, as it allows for the accurate acquisition of
information, with the researchers seamlessly immersing themselves in the transportation
environment, actively observing, and meticulously documenting relevant observations.
Interview Questions
1. Describe the duties and responsibilities of a clerk working in the transport office.
2. List all of the documents that the transport office uses on a daily basis.
3. Enumerate the documents that the transport office uses on a daily basis.
4. Does the business have its own vehicles for use in daily operations, and if so, why?
5. Provide insights into the management of specific challenges that the transport office
commonly faces in coordinating and executing daily transportation operations.
Questionnaire
1. In your daily responsibilities, which task do you find most integral to your role?
 Administrative duties
 Coordinating with drivers
 Customer interactions
 Database management
2. Regarding record-keeping, what type of documents do you primarily handle?
 Invoices and receipts
 Shipment manifests
 Driver logs
 All of the above
3. How do you primarily communicate with clients or external partners?
 Phone calls
 Emails
 Written notifications
 All of the Above
4. Which software or tools do you use most frequently in your daily tasks?
 Spreadsheet software
 Transportation management software
 Database systems
 All of the above
5. In handling unexpected delays or issues, what is your typical approach?
 Communicate with drivers
 Inform customers proactively
 Collaborate with other departments
 All of the above
6. When it comes to ensuring compliance, which area do you focus on the most?
 Adherence to transport laws
 Following company policies
 Safety protocols
 All of the above
7. How do you manage multiple tasks and prioritize responsibilities?
 Set a daily schedule
 Respond to urgent matters first
 Collaborate with team members
 All of the above
8. In your interactions with drivers, what is your primary goal?
 Schedule adherence
 Addressing logistical challenges
 Ensuring safety protocols
 All of the above
9. Which channels do you use to stay informed about industry trends?
  Professional certifications
 Workshops and seminars
 Industry publications
 All of the above
10. Can you describe what your job entails and your primary responsibilities within the
transport office?
 Managing records and documentation
 Coordinating with drivers and external partners
 Ensuring compliance with regulations
 All of the above

11. How do you ensure accurate and up-to-date information in the database or records you
manage?
 Regularly updating records
 Cross-checking information
 Verifying data with relevant parties
 All of the above

12. In what ways do you contribute to fostering a collaborative and efficient work
environment within the transport office?
 Communicating effectively with team members
 Collaborating on projects with other departments
 Sharing insights for process improvement
 All of the above
Schedule of Activities

Date Activity Comment

08/ 01 / 24 Made decisions on data collection

instruments to use.
08/ 01/ 24 Letter of Correspondence
10/ 01 /24 Prepared Interview Questions
10/ 01 / 24 Prepared questionnaires.
20/ 01 / 24 Visited Organization.
20/ 01 / 24 Read the firm's manual
20/ 01 / 24 Guided tour of the department.
20/ 01 /24 Asked Interview Questions.
20/ 01 / 24 Presented questionnaire.
Observed office workers on the
20/ 01 / 24
job.
Observed office equipment staff
20/ 01/ 24
used.

20/ 01 /24 Enquired what software is used.

Regulations and Policies
Each company has regulations and policies set to achieve workplace comfortability which
govern workers, communications, and its activities. Upon arrival at the company, visitors were
required to check in at the front desk, presenting a valid form of identification. Additionally, they
are requested to provide their contact details and email address. Visitors are then issued passes,
which must be returned to the front desk upon the completion of their visit. Following their time
at the company, visitors have the option to fill out a feedback form, sharing their thoughts and
comments about their experience. This comprehensive process ensures the security of the
premises, facilitates communication, and allows the company to gather valuable feedback for
continuous improvement.

Here are some Regulation policies of the LMP Enterprise:

Legislation
 The Labor Act: The Labor Act is the primary legislation governing employment
relationships in Guyana. It covers various aspects, including employment contracts,
working hours, wages, leave entitlements, termination procedures, employee benefits,
and protection against unfair dismissal.
 The Labour (Conditions of Employment of Certain Workers) Act: Is another
regulation that governs minimum earnings to be given to specific workers, overtime rates,
luncheon intervals, accommodations, and weekly holidays.

The researchers were made aware of these two legislationsthrough the company’s “Rules and
Regulations Book” which was provided by the Human Resource Manager.

Health and Safety Practice

Some of the health and safety practices of the business were:
 No smoking area
 No drinking
 No weapons allowed
 Fire alarm and extinguisher
 Visible exit signs in case of an emergency evacuation
 Taking lunch/lunchbreaks during allocated time
Staff Rules
Some staff rules observed by researchers were:
 Must wear uniforms at all times
 Devices used must be treated with the utmost care
 Employees should treat each other with respect
 No indecent language
Report
The researchers conducted an interview with, a clerk working in the dispatch office at LMP
Enterprise. In addition to posing a series of questions, they requested the clerk to complete a
questionnaire and they made observations on the office equipment used in daily operations. The
purpose was to gain comprehensive insights into the transport office's activities.
The clerk provided a detailed overview of the duties and responsibilities of a clerk in the
dispatch office at LMP Enterprise. The key responsibilities include coordinating and scheduling
transportation, communicating with drivers, and ensuring the efficient dispatch of goods.
Additionally, clerks are responsible for maintaining accurate records of shipments, addressing
customer inquiries, and collaborating with other departments to optimize logistics.
The dispatch office at LMP Enterprise relies on several documents on a daily basis. These
include, but are not limited to, the delivery note, dispatch note, delivery schedule, bill of landing,
certificate of origin, export invoice, and freight note. The use of these documents is crucial for
maintaining organized and streamlined operations.
The clerk highlighted the essential equipment used in the transport office on a daily basis. This
includes computers with specialized logistics software for scheduling and tracking shipments,
communication devices (phones, radios), and office supplies. The efficient utilization of this
equipment is integral to the smooth functioning of the transport office.
LMP Enterprise does have its own fleet of vehicles for daily operations. The primary reason
behind owning these vehicles is to have better control over the transportation process, ensuring
timely and secure delivery of goods to customers. Owning a fleet also allows the company to
customize vehicles based on specific requirements and maintain a consistent standard of service.
The clerk articulated that one of the primary challenges faced by the dispatch office is the
dynamic nature of logistics, including unexpected delays, route changes, and external factors
such as weather conditions. To address these challenges, the team relies on proactive planning,
real-time communication with drivers, and the utilization of advanced logistics software.
Additionally, The clerk mentioned the importance of fostering strong relationships with
transportation partners and suppliers to enhance overall operational resilience. The response
provided valuable insights into the proactive measures taken by the transport office to overcome
challenges and maintain efficiency in daily operations at LMP Enterprise.
The information gathered from the interview provides valuable insights into the daily operations
of the transport office at LMP Enterprise. Understanding the duties, documents, equipment, and
the use of business-owned vehicles sheds light on the meticulous planning and execution
required to ensure efficient and reliable transportation services. The details regarding documents
underscore the importance of compliance and documentation in the shipping process. Overall,
the interview contributes to a comprehensive understanding of the logistics and transport
management at LMP Enterprise.
 Record of Office Equipment

Date Office Equipment Definition Uses

01/20/24 Computer Computer systems refer Essential for various tasks,

Systems to the hardware and including scheduling
software components shipments, tracking
used for processing and delivery routes, maintaining
managing information. electronic records, and
utilizing logistics software
for efficient coordination.
01/20/24 Communication Communication devices Crucial for immediate
device(Phones and encompass tools like communication, enabling
Radios) phones and radios that the dispatch team to relay
facilitate real-time instructions, receive
communication between updates on shipment status,
the dispatch office and and address any issues that
drivers or other may arise during transport
stakeholders operations.
01/20/24 Printers and Printers and scanners In the dispatch office,
Scanners are devices used for printers and scanners are
producing hard copies of utilized for generating
documents and shipping manifests,
converting physical invoices, and other
documents into digital necessary paperwork.
format, respectively. Scanners assist in digitizing
physical documents for
electronic record-keeping.
01/20/24 Barcode Scanner Barcode scanners are In the dispatch office,
electronic devices that barcode scanners play a
read and decode vital role in tracking and
barcodes translating managing inventory. They
them into readable are used to scan barcodes
information. on packages, allowing for
accurate and efficient
identification of products,
updating inventory records,
and ensuring the right items
are loaded onto the correct
vehicles for transport.
Bibliography
1.
DATE PLACE JOB TITLE
01/20/24 LMP Enterprise Transport Clerk

2.

Ramtahal Frank, Office Administration for CSEC (2007),Caribbean Education

Publisher.