Lekce 2: Office Administration

Cíle a zaměření

V této lekci se naučíte slovní zásobu z oblasti administrativy a kancelářské práce.

Procvičíte si následující znalosti a dovednosti:

Popis kancelářských dovedností
Udělování pozitivních i negativních instrukcí
Kancelářské role

Gramatické zaměření této lekce:

Slovní zásoba

	účetní
	pořad jednání, denní program
	šéf
	plánovací kalendář
	hotové peníze
	kurýr
	psací stůl
	diář
	email, elektronická pošta
	obálka
	fax
	složka
	firma
	pořadač
	faktura
	štítek
	pracovní projekt, návrh
	dopis
	pošta
	řízení
	provozní ředitel
	tržní zboží
	obchodní schůzka
	poznámka jako pomůcka na zapamatování
	zpráva
	zápis, protokol
	kancelář
	zásoby kancelářských potřeb
	přepážka
(PA)	osobní asistent
	kopírka
	kopie
	pošta
	výtisk, tiskovina
	tiskárna
	zpráva
	obchody
	pracovní plán, rozvrh
	sekretářka
	těsnopis
	podpis
	dovednost
	zaměstnanci
	známka
	kancelářské potřeby
	uložit do složky
	podepsat
	napsat na psacím stroji
	psací stroj
	pracovní potřeby

Procvičování slovní zásoby

Cvičení 1: Procvičování slovíček

Doplňte správný překlad pro každý z následujících výrazů.

dovednost [?]
těsnopis [?]
faktura [?]
kancelář [?]
obchody [?]
pracovní potřeby [?]
provozní ředitel [?]
složka [?]
plánovací kalendář [?]
zpráva [?]
zaměstnanci [?]
řízení [?]
pracovní projekt, návrh [?]
známka [?]
kopie [?]
štítek [?]
účetní [?]
osobní asistent [?]
napsat na psacím stroji [?]
výtisk, tiskovina [?]
pošta [?]
pořadač [?]
obchodní schůzka [?]
email, elektronická pošta [?]
psací stroj [?]
firma [?]
fax [?]
tiskárna [?]
kurýr [?]
pracovní plán, rozvrh [?]
tržní zboží [?]
poznámka jako pomůcka na zapamatování [?]
obálka [?]
kopírka [?]
šéf [?]
kancelářské potřeby [?]
diář [?]
dopis [?]
psací stůl [?]
zpráva [?]
pošta [?]
zásoby kancelářských potřeb [?]
podepsat [?]
přepážka [?]
hotové peníze [?]
uložit do složky [?]
pořad jednání, denní program [?]
podpis [?]
zápis, protokol [?]
sekretářka [?]

Poslechová cvičení

Cvičení 1: Zaškrtávací test

Zvolte správnou odpověď.

Nahrávka:

Přepis:

Today's office workers do more than make coffee, make travel arrangements for their bosses, answer the phone, and type letters. Office workers today are often no longer called typists or secretaries, but administrative assistants or personal assistants. Typewriters and shorthand are mostly a thing of the past, but modern secretaries must do more tasks and need more skills than ever. They must be able to use computer applications such as a word processor, spreadsheets, databases and so on, as well as other office equipment. In a small business, the secretary is often the first point of contact, so he or she must make a good impression and be professional when dealing with visitors.

Toto cvičení je k dispozici také v čistě poslechové/ústní formě:

A modern secretary types on:
a.
b.
c.

[?]
What skills does a secretary need?
a.
b.
c.

[?]
Which is correct?
a.
b.
c.

[?]
Which is correct?
a.
b.
c.

[?]
When dealing with visitors the secretary must:
a.
b.
c.

[?]

Cvičení 2: Zaškrtávací test

Zvolte správnou odpověď.

Nahrávka:

Přepis:

Manager	Have you filed the invoices and sent the memos to the Marketing and Accounts Departments?
Secretary	I'm afraid the memos aren't ready yet, but I've done the filing.
Manager	Please send them off as soon as possible. Were there any phone calls while I was in the meeting?
Secretary	Yes, Mr White from MegaSoft rang to cancel his appointment. He's extremely sorry. He'll ring back to arrange another meeting.
Manager	OK. Ask him if he can come on Thursday at 10 a.m.
Secretary	Right.

Toto cvičení je k dispozici také v čistě poslechové/ústní formě:

What has the secretary still to do?
a.
b.
c.

[?]
Where was the manager when Mr White called?
a.
b.
c.

[?]
Who has cancelled the appointment?
a.
b.
c.

[?]
Who will ring back to arrange another meeting?
a.
b.
c.

[?]
When can the manager see Mr White?
a.
b.
c.

[?]

Cvičení 3: Zaškrtávací test

Zvolte správnou odpověď.

Nahrávka:

Přepis:

Alec Stone	Good morning. This is M.I.C. in the UK. Is that the Accounts

department? :Deborah: Yes, this is Deborah speaking. How can I help you? :Alec: Well, it's about our invoice of January 13th. I'm afraid we haven't received payment yet. :Deborah: And how much was it for? :Alec: £7,896.65. :Deborah: Oh, I'm very sorry. We need an invoice in dollars. Our computer program can't deal with non-dollar invoices.

Toto cvičení je k dispozici také v čistě poslechové/ústní formě:

Where is M.I.C.?
a.
b.
c.

[?]
Where does Deborah work?
a.
b.
c.

[?]
What's the date on the invoice?
a.
b.
c.

[?]
Why is Mr Stone ringing?
a.
b.
c.

[?]
What's wrong with the invoice?
a.
b.
c.

[?]

Cvičení 4: Zaškrtávací test

Zvolte správnou odpověď.

Nahrávka:

Přepis:

Mr Smith is talking about his secretary:

My PA, Margaret, is very efficient and professional at all times. She has excellent oral and written skills. She is very discreet, especially when dealing with complaints. She is willing to assist and shows initiative in times of crisis. Her duties include: dealing with correspondence, planning and organising work, arranging appointments, arranging travel and preparing for meetings and conferences.

Toto cvičení je k dispozici také v čistě poslechové/ústní formě:

What do the initials PA stand for?
a.
b.
c.

[?]
What does Margaret show in times of crisis?
a.
b.
c.

[?]
Which of the following doesn't Mr Smith mention:
a.
b.
c.

[?]
Mr Smith's PA's duties do not include:
a.
b.
c.

[?]

Obecné porozumění

Cvičení 1: Pravda/nepravda

Pro každé níže uvedené tvrzení zvolte, zda je pravdivé či nikoliv.

Cvičení 2: Dokončování vět

Procvičte si mluvení. Po spuštění nahrávky dokončujte věty, které slyšíte, podle vzoru.

Procvičování gramatiky

Cvičení 1: Transformace

Change the affirmative imperative to negative, and the negative imperative to affirmative.

Cvičení 2: Nahrazování

In general, TO MAKE means to create something, but in some cases you simply have to learn the expression. Let's practise.

Cvičení 3: Nahrazování

In general, TO DO means to perform an action, but in some cases you simply have to learn the expression. Let's practise.

Cvičení 4: Nahrazování

Let's practise the Present Perfect.

Cvičení 5: Co je správně

Zvolte správnou odpověď.

Konsolidace

Cvičení 1: Pravda/nepravda

Pro každé níže uvedené tvrzení zvolte, zda je pravdivé či nikoliv.

Nahrávka:

Přepis:

The layout and organisation of an office depend on the type of services which it provides and on the size of the company. A large firm will probably have open office space separated by partitions into desks or work-stations. Each department in a large organisation, for example Sales, Accounts, Marketing, Production, may have its own manager and offices. In a small firm the members of staff, for example the manager, accountant and secretary, may all have individual rooms, and the organisation of work will be more flexible.

In all cases, however, the duties of secretarial staff will be similar and will include word processing, taking minutes of meetings, filing, reception of visitors and so on.

Because of this, many companies nowadays use the services of agencies which specialise in sending temporary secretaries, known as 'temps', in order to save on staff costs. Also in recent years much more importance has been given to working conditions in offices, with regard to things like safety, lighting, ventilation and temperature.

Toto cvičení je k dispozici také v čistě poslechové/ústní formě:

Offices have more or less the same layout in all companies.

[?]
A large company may be divided into different departments.

[?]
Large open offices can be divided up using partitions.

[?]
Mail and post are the same thing.

[?]
Using a word processor is not a useful skill for a secretary.

[?]
Large companies do not use temps.

[?]
Temp agencies have become popular in recent years.

[?]
Working conditions in offices have improved in recent years.

[?]
An accountant must always have his own office.

[?]
Sales and Marketing are different departments in a large company.

[?]

Cvičení 2: Diktát

Nejprve si poslechněte kompletní nahrávku. Poté přejděte do textového vstupního pole a použijte klávesu „>“ k přehrávání diktátu po částech a diktovaný text zapisujte. Více informací naleznete v nápovědě ke cvičení.

Cvičení 3: Doplňovačka

Pozorně si poslechněte nahrávku a potom vyplňte vynechaná místa v níže uvedeném textu s použitím stejných slov.

Nahrávka:

Přepis:

In a small firm the members of staff, for example the manager, accountant and secretary, may all have individual rooms, and the organisation of work will be more flexible.

In all cases, however, the duties of secretarial staff will be similar and will include word processing, taking minutes of meetings, filing, reception of visitors and so on.

In a small firm the members of [?], for example the manager, accountant and secretary, may all [?] individual rooms, and the organisation of work [?] be more flexible.

In all cases, [?], the duties of secretarial staff will be similar and will [?] word processing, taking minutes of meetings, filing, reception of visitors [?].

Because of this, many companies nowadays use the services of agencies [?] specialise in sending temporary secretaries, known [?] 'temps', in order to save [?] staff costs. Also in recent years much more importance has been given to working conditions in offices, with [?] to things like safety, lighting, ventilation and temperature.

Cvičení 4: Doplňování s výběrem

Vyberte nejvhodnější možnost pro doplnění každé z následujících vět.

Toto cvičení je k dispozici také v čistě poslechové/ústní formě:

Today's office workers do more ____ make coffee and photocopies.
a.
b.
c.

[?]
The PA ____ sent off the documents yet.
a.
b.
c.

[?]
Get the letters ____ as soon as possible.
a.
b.
c.

[?]
I'm afraid the memos aren't ready ____ .
a.
b.
c.

[?]
He will ring ____ to arrange another meeting.
a.
b.
c.

[?]
A secretary must ____ to use a computer.
a.
b.
c.

[?]
Mr White rang to cancel his ____ .
a.
b.
c.

[?]
I think you have ____ a mistake in your invoice.
a.
b.
c.

[?]
Is ____ the accounts department?
a.
b.
c.

[?]
It's ____ our invoice of January 13th.
a.
b.
c.

[?]
My PA ____ very efficient.
a.
b.
c.

[?]
We're ____ a lot of business with China.
a.
b.
c.

[?]
Have you ____ those documents?
a.
b.
c.

[?]
Mr Pringle needs to ____ those letters.
a.
b.
c.

[?]
In the new building we're going to have a new office ____ .
a.
b.
c.

[?]
My secretary's ____ include making all the travel arrangements.
a.
b.
c.

[?]
I haven't had time to do it ____ .
a.
b.
c.

[?]
____ fax the documents.
a.
b.
c.

[?]
Secretaries nowadays don't usually need to ____ shorthand.
a.
b.
c.

[?]
Have you ____ finished everything?.
a.
b.
c.

[?]

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