JSS 1 Business Studies Flashcards: Duties and Qualities of Office Staff

Question 1

Employees who carry out administrative and support duties are collectively called ____.

Accepted Answer

office staff

Question 2

Mrs Bello drafts letters and manages the manager's appointments. Her office role is ____.

Accepted Answer

secretary

Question 3

A visitor enters an office and needs directions to the accounts unit. The first staff member to assist is the ____.

Accepted Answer

receptionist

Question 4

Chika handles emails and schedules for a Lagos firm while working from Enugu. Name her role.

Accepted Answer

virtual assistant

Question 5

An employee refuses to discuss a customer's private file outside the office. This quality is ____.

Accepted Answer

confidentiality

Question 6

Greeting callers politely and listening before responding demonstrates ____.

Accepted Answer

courtesy

Question 7

A secretary checks every name, date and figure before sending a letter. Identify the quality shown.

Accepted Answer

accuracy

Question 8

Keeping files labelled and completing tasks in a planned order shows ____.

Accepted Answer

organisation

Question 9

During a staff meeting, Kemi records the decisions and action points. What document should she prepare afterwards?

Accepted Answer

minutes

Question 10

To avoid booking two visitors for 10 a.m., the receptionist should consult the ____.

Accepted Answer

appointment diary

Question 11

A secretary needs a first draft of a routine notice. Name the digital aid that can suggest the wording.

Accepted Answer

AI writing assistant

Question 12

Customers receive instant replies to common questions on a company's website. The program replying is a ____.

Accepted Answer

chatbot

Question 13

An office uses software to copy invoice details from emails into a database repeatedly. This is an example of ____.

Accepted Answer

robotic process automation

Question 14

Before an AI-written letter leaves the office, a staff member checks its facts and tone. This safeguard is called ____.

Accepted Answer

human review

Question 15

Entering staff records into an AI service without permission breaches ____.

Accepted Answer

data privacy

Question 16

Automation changes a clerk's duties, so the clerk learns spreadsheet and data skills. This response is known as ____.

Accepted Answer

upskilling

Question 17

After a robot takes over filing, workers are assigned customer-support duties. This change illustrates ____.

Accepted Answer

job redesign

Question 18

An angry visitor needs to feel understood, not merely processed. Name the human quality required.

Accepted Answer

empathy

Question 19

An AI tool supplies an unfamiliar statistic for a report. What process should occur before the statistic is used?

Accepted Answer

verification

Question 20

A worker blames software for an incorrect official letter, although she approved it. What principle still makes her answerable?

Accepted Answer

accountability

Strong work.