Unidad 2: Office Administration

Atrás

Fines y objetivos

En esta unidad aprenderá el vocabulario relacionado con la administración y el trabajo de oficina.

Practicará las siguientes habilidades y funciones:

  • Descripción de las habilidades dentro de una oficina
  • Dar instrucciones y órdenes positivas y negativas
  • Funciones desempeñadas dentro de una oficina

El enfoque gramatical de esta unidad es:

Vocabulario

contable
orden del dia
jefe
calendario
caja
mensajero
mesa de trabajo
diario
correo electrónico
sobre
fax
fichero/archivo
empresa
carpeta
factura
etiqueta
distribución
carta
correo
dirección
director
marketing
reunión
memorandum
mensaje
acta
oficina
suministros de oficina
tabique divisorio
(PA)ayudante personal
fotocopiadora
fotocopia
correo
imprimir
impresora
informe
ventas
programa/horario
secretaria
taquigrafía
firma
habilidad
plantilla
sello
papel y sobres
archivar
firmar
escribir a máquina
máquina de escribir
puesto de trabajo

Práctica del vocabulario

Ejercicio 1: Práctica del vocabulario

Complete cada expresión con su traducción correcta.

  1. ?
  2. ?
  3. ?
  4. ?
  5. ?
  6. ?
  7. ?
  8. ?
  9. ?
  10. ?
  11. ?
  12. ?
  13. ?
  14. ?
  15. ?
  16. ?
  17. ?
  18. ?
  19. ?
  20. ?
  21. ?
  22. ?
  23. ?
  24. ?
  25. ?
  26. ?
  27. ?
  28. ?
  29. ?
  30. ?
  31. ?
  32. ?
  33. ?
  34. ?
  35. ?
  36. ?
  37. ?
  38. ?
  39. ?
  40. ?
  41. ?
  42. ?
  43. ?
  44. ?
  45. ?
  46. ?
  47. ?
  48. ?
  49. ?
  50. ?

Comprensión auditiva

Ejercicio 1: Selección múltiple

Elija la respuesta correcta.

Grabación:
Transcripción:

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.

Este ejercicio está también disponible en forma auditiva/oral:
  1. A modern secretary types on:
    a. 
    b. 
    c. 
    ?
  2. What skills does a secretary need?
    a. 
    b. 
    c. 
    ?
  3. Which is correct?
    a. 
    b. 
    c. 
    ?
  4. Which is correct?
    a. 
    b. 
    c. 
    ?
  5. When dealing with visitors the secretary must:
    a. 
    b. 
    c. 
    ?

Ejercicio 2: Selección múltiple

Elija la respuesta correcta.

Grabación:
Transcripción:
ManagerHave you filed the invoices and sent the memos to the Marketing and Accounts Departments?
SecretaryI'm afraid the memos aren't ready yet, but I've done the filing.
ManagerPlease send them off as soon as possible. Were there any phone calls while I was in the meeting?
SecretaryYes, Mr White from MegaSoft rang to cancel his appointment. He's extremely sorry. He'll ring back to arrange another meeting.
ManagerOK. Ask him if he can come on Thursday at 10 a.m.
SecretaryRight.
Este ejercicio está también disponible en forma auditiva/oral:
  1. What has the secretary still to do?
    a. 
    b. 
    c. 
    ?
  2. Where was the manager when Mr White called?
    a. 
    b. 
    c. 
    ?
  3. Who has cancelled the appointment?
    a. 
    b. 
    c. 
    ?
  4. Who will ring back to arrange another meeting?
    a. 
    b. 
    c. 
    ?
  5. When can the manager see Mr White?
    a. 
    b. 
    c. 
    ?

Ejercicio 3: Selección múltiple

Elija la respuesta correcta.

Grabación:
Transcripción:
Alec StoneGood 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.

Este ejercicio está también disponible en forma auditiva/oral:
  1. Where is M.I.C.?
    a. 
    b. 
    c. 
    ?
  2. Where does Deborah work?
    a. 
    b. 
    c. 
    ?
  3. What's the date on the invoice?
    a. 
    b. 
    c. 
    ?
  4. Why is Mr Stone ringing?
    a. 
    b. 
    c. 
    ?
  5. What's wrong with the invoice?
    a. 
    b. 
    c. 
    ?

Ejercicio 4: Selección múltiple

Elija la respuesta correcta.

Grabación:
Transcripción:

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.

Este ejercicio está también disponible en forma auditiva/oral:
  1. What do the initials PA stand for?
    a. 
    b. 
    c. 
    ?
  2. What does Margaret show in times of crisis?
    a. 
    b. 
    c. 
    ?
  3. Which of the following doesn't Mr Smith mention:
    a. 
    b. 
    c. 
    ?
  4. Mr Smith's PA's duties do not include:
    a. 
    b. 
    c. 
    ?

Comprensión general

Ejercicio 1: Verdadero/Falso

Para cada afirmación abajo elija Verdadero o Falso.

Este ejercicio está también disponible en forma auditiva/oral:
  1. A secretary must be able to use a word processor.


    ?
  2. A PA does not need to be skilled in oral and written communication.


    ?
  3. Nowadays secretaries don't usually use typewriters.


    ?
  4. A secretary never arranges appointments and travel.


    ?
  5. In a modern office the role of the secretary is important.


    ?
  6. Secretarial staff file documents and invoices.


    ?
  7. A memo is a document which is sent to customers by post.


    ?
  8. Typewriters and shorthand are mostly a thing of the past.


    ?
  9. Secretaries do not keep diaries or send e-mails.


    ?
  10. Secretaries can often sign letters for their bosses.


    ?

Ejercicio 2: Completar las frases

Practique hablando. Complete las frases que oiga según el ejemplo.

Pulse el botón "Play" para escuchar las instrucciones:

Práctica de la gramática

Ejercicio 1: Transformación

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

Este ejercicio está también disponible en forma auditiva/oral:
Ejemplo:

Switch on the printer.
Don't switch on the printer.

Don't copy this letter.
Copy this letter.

  1. A.
    B. ?
  2. A.
    B. ?
  3. A.
    B. ?
  4. A.
    B. ?
  5. A.
    B. ?
  6. A.
    B. ?
  7. A.
    B. ?
  8. A.
    B. ?
  9. A.
    B. ?
  10. A.
    B. ?

Ejercicio 2: Sustitución

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

Este ejercicio está también disponible en forma auditiva/oral:
Ejemplo:

Make a phone call, please. (a cup of coffee for me)
Make a cup of coffee for me, please.


  1. ?

  2. ?

  3. ?

  4. ?

  5. ?

  6. ?

Ejercicio 3: Sustitución

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

Este ejercicio está también disponible en forma auditiva/oral:
Ejemplo:

She does her work very well. (all the filing in the office)
She does all the filing in the office.


  1. ?

  2. ?

  3. ?

  4. ?

  5. ?

  6. ?

  7. ?

  8. ?

Ejercicio 4: Sustitución

Let's practise the Present Perfect.

Este ejercicio está también disponible en forma auditiva/oral:
Ejemplo:

Have you done the filing? (sent off the post)
Have you sent off the post?


  1. ?

  2. ?

  3. ?

  4. ?

  5. ?

  6. ?

  7. ?

  8. ?

Ejercicio 5: Selección

Elija la respuesta correcta.

Este ejercicio está también disponible en forma auditiva/oral:
  1. a. 
    b. 
    ?
  2. a. 
    b. 
    ?
  3. a. 
    b. 
    ?
  4. a. 
    b. 
    ?
  5. a. 
    b. 
    ?
  6. a. 
    b. 
    ?

Consolidación

Ejercicio 1: Verdadero/Falso

Para cada afirmación abajo elija Verdadero o Falso.

Grabación:
Transcripción:

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.

Este ejercicio está también disponible en forma auditiva/oral:
  1. Offices have more or less the same layout in all companies.


    ?
  2. A large company may be divided into different departments.


    ?
  3. Large open offices can be divided up using partitions.


    ?
  4. Mail and post are the same thing.


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


    ?
  6. Large companies do not use temps.


    ?
  7. Temp agencies have become popular in recent years.


    ?
  8. Working conditions in offices have improved in recent years.


    ?
  9. An accountant must always have his own office.


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


    ?

Ejercicio 2: Dictado

Primero escuche la grabación completa. Después pase al campo de texto de entrada y use la tecla ‘>’ para oír el dictado por partes y apúntelo. Para más información lea la ayuda con los ejercicios.

Grabación:
Transcripción:

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.

?

Ejercicio 3: Ejercicio de huecos

Escuche atentamente la grabación y luego rellene los huecos en el texto de abajo usando las mismas palabras.

Grabación:
Transcripción:

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.

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.

Ejercicio 4: Rellenar huecos

Elija la opción correcta para completar las frases siguientes.

Este ejercicio está también disponible en forma auditiva/oral:
  1. Today's office workers do more ____ make coffee and photocopies.
    a. 
    b. 
    c. 
    ?
  2. The PA ____ sent off the documents yet.
    a. 
    b. 
    c. 
    ?
  3. Get the letters ____ as soon as possible.
    a. 
    b. 
    c. 
    ?
  4. I'm afraid the memos aren't ready ____ .
    a. 
    b. 
    c. 
    ?
  5. He will ring ____ to arrange another meeting.
    a. 
    b. 
    c. 
    ?
  6. A secretary must ____ to use a computer.
    a. 
    b. 
    c. 
    ?
  7. Mr White rang to cancel his ____ .
    a. 
    b. 
    c. 
    ?
  8. I think you have ____ a mistake in your invoice.
    a. 
    b. 
    c. 
    ?
  9. Is ____ the accounts department?
    a. 
    b. 
    c. 
    ?
  10. It's ____ our invoice of January 13th.
    a. 
    b. 
    c. 
    ?
  11. My PA ____ very efficient.
    a. 
    b. 
    c. 
    ?
  12. We're ____ a lot of business with China.
    a. 
    b. 
    c. 
    ?
  13. Have you ____ those documents?
    a. 
    b. 
    c. 
    ?
  14. Mr Pringle needs to ____ those letters.
    a. 
    b. 
    c. 
    ?
  15. In the new building we're going to have a new office ____ .
    a. 
    b. 
    c. 
    ?
  16. My secretary's ____ include making all the travel arrangements.
    a. 
    b. 
    c. 
    ?
  17. I haven't had time to do it ____ .
    a. 
    b. 
    c. 
    ?
  18. ____ fax the documents.
    a. 
    b. 
    c. 
    ?
  19. Secretaries nowadays don't usually need to ____ shorthand.
    a. 
    b. 
    c. 
    ?
  20. Have you ____ finished everything?.
    a. 
    b. 
    c. 
    ?

Lista de comprobación

Cuando acabe esta unidad, debería ser capaz de:

  • Describir las obligaciones de una secretaria
Versión 2.0 (2011-12-07 01:36 CET)
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