Institute of Business
Management
of Southern Africa
Established 1973
FET Certificate: Office Administration
ID 55712 LP 58344
NQF Level 4 | Credits 151
Module 5 – Summative Assignment
Office Administration
Unit Standards: 110003 | 12153 | 13915
LEARNER
Name and Surname
IBM number
ID number
Email
Date submitted to IBM
ASSESSOR
Name and Surname
Signature
SETA Reg. No.
1st Assessment Date ☐ NYC ☐
C
2nd Assessment Date ☐ NYC ☐
C
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Overview
This Assignment has been designed and developed to evaluate your level of understanding of this
module.
US Title NQF Credits
110003 Develop Administrative Procedures 4 8
12153 Writing Reports and Proposals 4 5
Demonstrate understanding of HIV/AIDS and its impact on the
13915 4 4
workplace.
Total Mark
This summative assessment carries a total mark of 100 points. In order to meet the pass mark,
learners are required to achieve a minimum of 70% of the total marks. You therefore have to attain
at least 70 marks for this assignment.
Make sure of the following when uploading your completed assignments:
Save your answers, with the completed Cover Page and Assessment Preparation Checklist as
one PDF document.
You need to complete your LEARNER details on the COVER PAGE and read all the information
on the Checklist, then tick YES/NO at each point.
Save your document as the specific assignment you are uploading – for example Module 2
Summative Assignment.
Upload the assignment under the correct heading – do not upload Module 2 summative
assignment under Module 5 heading (upload at the same place you downloaded the
assignment)
Number all pages
Clearly mark all questions, tasks and appendixes
Good Luck with your assignment!!
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Assessment Preparation Checklist (tick YES/NO)
DESCRIPTION YES NO COMMENTS/CONTINGENCY
This assessment is a summative assessment, and it is based on the outlined unit ☐ ☐
standard/s for the Office Administration module of FET Certificate Office
Administration.
I am ready for this assessment and understand the assessment process. I am ☐ ☐
happy that the assessment will be conducted in a fair manner.
I am aware that the assessor will provide me with feedback about the ☐ ☐
assessment and of the moderation process and understand that the moderator
could declare the assessment decision invalid.
You will be assessed based on the outlined Unit Standards. The assessment ☐ ☐
activities are linked to specific outcomes/assessment criteria of the outlined Unit
Standards.
To be declared competent on this module (summative assessment), you should ☐ ☐
have obtained at least 70% of the total mark of this assessment.
You will be provided with detailed feedback on your performance of this ☐ ☐
assessment through written feedback.
Should you be declared “not yet competent” on this assessment, you will be ☐ ☐
entitled for re-assessment opportunity/ies.
You will be required to re-submit evidence (only for areas) you were declared ☐ ☐
not yet competent. A date for re-submission will be agreed with the assessor.
You will be entitled to lodge an appeal should you not be satisfied with the ☐ ☐
assessment decision of your assessment. See appeals process in the Orientation
guide.
You will be required to provide the assessor feedback on assessment procedure ☐ ☐
– this is to assist in improving the assessment practices.
Your results of assessment and portfolio of evidence information will not be ☐ ☐
provided to any person without your written consent.
Please complete all work in black pen or typed format. The assessor will ☐ ☐
not assess the evidence if completed in pencil.
Submit your answers together with the Cover page and completed Assessment ☐ ☐
Preparation Checklist on the Student Portal on the website.
You are not allowed to copy from another learner. Any plagiarism committed ☐ ☐
will be viewed in a serious light and disciplinary action may be taken against you.
Your work must be authentic - your own work. Your answers must be your own
original work.
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Summative Assignment
Module 5
Answer all questions and submit on your Student Portal, together with the relevant completed
documents.
CHAPTERS 1 - 4
Question 1: What are the processes involved in collecting, processing and sharing of information in any
business office? (List 6) (6)
Question 2: Name at least possible 5 elements of a sales system. (5)
Question 3: When developing a new administration system, the requirements must be defined in a lot of
detail.
i. Why is this necessary? (1)
ii. Which four areas should the defined requirement, relate to? (4)
Question 4: Name two reasons why a filing system is necessary. (2)
Question 5: List the 8 basic steps in a typical filing system. (8)
Question 6: What are the 3 categories that confidential information and documents can be classified into?
(3)
Question 7: While certain matters in every organisation is public knowledge, there will always be matters
that are strictly confidential. Name 3 examples of confidential matters. (3)
Question 8: When a new system is developed, policies and procedures must be written to give users the
information required to do the work. Explain what information is required by the users. (4)
CHAPTERS 5 – 7
Question 1: Name the four C’s of good writing. (4)
Question 2: Briefly explain what a ‘topic sentence’ is. (2)
Question 3: Name 2 devices or methods that you can use to emphasise an idea when writing reports. (2)
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Question 4: Name 3 ways that we can use to de-emphasise bad news when writing. (3)
Question 5: Briefly explain the difference between active and passive verbs, how to use them when writing.
(5)
Question 6: What is the basic structure of a report? (4)
CHAPTERS 8 – 13
Question 1: Name the five stages that HIV progress to AIDS. (5)
Question 2: What is a “window period”? (2)
Question 3: What is HIV? (3)
Question 4: What is AIDS? (3)
Question 5: How does HIV/AIDS make you sick? (3)
Question 6: What are sexually transmitted diseases? (3)
Question 7: What is the common way in which HIV is transmitted? (1)
Question 8: List and discuss 3 other ways in which HIV can be transmitted. (3)
Question 9: Why should you use a condom? What must you remember when using a condom? (3)
Question 10: List four misunderstandings about the transmission of HIV/AIDS transmission. (4)
Question 11: What could you do to create a caring situation in the workplace? (4)
Question 12: What could you do if someone in your family is HIV positive? (5)
Question 13: What must you do if you are HIV positive? (4)
Question 14: Name one way to prevent HIV transmission from mother to child? (1)
Total: 100
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Workplace Application (Self-Assessment – DO NOT SUBMIT)
Do the following activities at your place of work, or any other workplace that you have access to.
Activity 1
i. Talk to a friend or a family member who is employed. Find out what business systems they have in
place to facilitate staff administration, financial affairs, sales, filing, correspondence.
ii. Find out what resources are required by the system.
Activity 2
You have to develop a new or update one of the systems in activity 1.
i) Analyse the current filing system of the selected place of work. Determine what the elements
of the system are, following these guidelines:
How is filing done?
Who is responsible for the filing?
Where are the documents filed?
Who checks that the filing is done correctly?
How are files and correspondence cross-referenced?
How is the lending of files controlled?
How is correspondence, reports, etc classified?
How often is filing done?
What confidentiality procedures are in place?
ii) Define the requirements for a new system:
How can the old system be improved?
What will the elements of the new system be, what resources will be required and
What confidentiality requirements will be implemented.
iii) Design the new system:
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Describe how the new system will work,
What the elements of the new system will be, what resources will be required,
Which elements will require confidentiality and how will confidentiality be implemented?
Write a report giving details about your new system to present to management and staff
for their feedback and eventual approval.
Activity 3
During the previous activities you were requested to identify which elements of your new system will
require confidentiality and how confidentiality will be implemented. Write a report about the
documents and information that require confidentiality:
Why this information is confidential.
How confidentiality will be assured.
Who should have access to confidential information and who should not?
How you will ensure that authorised employees can get quick and easy access to the
information they require, even if the information is confidential.
Activity 4
Develop the procedures for the new filing system. Make sure that the procedures conform to all the
requirements of the organisation as well as legislative requirements.
Explain each element of the new system to your facilitator/training official/supervisor or
team leader.
Compile a manual that contains all the policies and procedures of the new system. Ensure
that the manual is written in company specific format.
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FOR IBM USE
FET Certificate Office Administration NQF 4
Assessor Feedback
Module 5 – Office Administration
Student Name:
Id Number: IBM number:
Unit Standards: 110003 | 12153 | 13915
Date:
Marks:
Competent Not Yet Competent
Percentage:
Assessor name: Signature:
Date:
Comments:
Moderator name: Signature:
Date:
Comments:
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