Unité 2: Office Administration

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Buts et Objectifs

Dans cette unité, vous apprendrez et pratiquerez le vocabulaire de l'administration.

Vous pratiquerez les compétences et les activités suivantes:

  • décrire les tâches d'un bureau
  • donner des instructions positives ou négatives
  • décrire les tâches d'une secrétaire

L'objectif grammatical de cette unité est :

Vocabulaire

le comptable
l'ordre du jour
le chef
le calendrier
les espèces/l'argent liquide
le messager
le bureau
l'agenda
l'e-mail
l'enveloppe
le télécopieur
le dossier
l'entreprise
le classeur
la facture
l'étiquette
la disposition
la lettre
le courrier
la direction
le manager
le marketing
la réunion
le mémo
le message
le procès-verbal
le bureau
les articles de bureau
la cloison
(PA)l'assistant personnel
la photocopieuse
la photocopie
la poste
imprimer
l'imprimante
le rapport
le service des ventes
l'emploi du temps
la secrétaire
la sténographie
la signature
la compétence
le personnel
le timbre
la papeterie
classer
signer
taper
la machine à écrire
le poste de travail

Pratique du vocabulaire

Exercice 1: Testez-vous

Complétez avec la traduction correcte des mots ci-dessous.

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Compréhension écrite

Exercice 1: Questions à choix multiple

Choisissez la réponse correcte.

Enregistrement :
Transcription :

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.

Cet exercice peut également se faire uniquement au niveau phonétique ou 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. 
    ?

Exercice 2: Questions à choix multiple

Choisissez la réponse correcte.

Enregistrement :
Transcription :
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.
Cet exercice peut également se faire uniquement au niveau phonétique ou 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. 
    ?

Exercice 3: Questions à choix multiple

Choisissez la réponse correcte.

Enregistrement :
Transcription :
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.

Cet exercice peut également se faire uniquement au niveau phonétique ou 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. 
    ?

Exercice 4: Questions à choix multiple

Choisissez la réponse correcte.

Enregistrement :
Transcription :

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.

Cet exercice peut également se faire uniquement au niveau phonétique ou 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. 
    ?

Compréhension générale

Exercice 1: Exercices VRAI/FAUX

Pour chacune des phrases ci-dessous, choisissez Vrai ou Faux.

Cet exercice peut également se faire uniquement au niveau phonétique ou 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.


    ?

Exercice 2: Complétez les phrases

Exercices d'expression orale. Complétez les phrases que vous entendez, selon l'exemple.

Press ‘Play’ to listen to the instructions:

Pratique de la grammaire

Exercice 1: Transformation

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

Cet exercice peut également se faire uniquement au niveau phonétique ou oral :
Exemple :

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. ?

Exercice 2: Substitution

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

Cet exercice peut également se faire uniquement au niveau phonétique ou oral :
Exemple :

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. ?

Exercice 3: Substitution

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

Cet exercice peut également se faire uniquement au niveau phonétique ou oral :
Exemple :

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. ?

Exercice 4: Substitution

Let's practise the Present Perfect.

Cet exercice peut également se faire uniquement au niveau phonétique ou oral :
Exemple :

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


  1. ?

  2. ?

  3. ?

  4. ?

  5. ?

  6. ?

  7. ?

  8. ?

Exercice 5: Sélections

Choisissez la réponse correcte.

Cet exercice peut également se faire uniquement au niveau phonétique ou oral :
  1. a. 
    b. 
    ?
  2. a. 
    b. 
    ?
  3. a. 
    b. 
    ?
  4. a. 
    b. 
    ?
  5. a. 
    b. 
    ?
  6. a. 
    b. 
    ?

Consolidation

Exercice 1: Exercices VRAI/FAUX

Pour chacune des phrases ci-dessous, choisissez Vrai ou Faux.

Enregistrement :
Transcription :

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.

Cet exercice peut également se faire uniquement au niveau phonétique ou 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.


    ?

Exercice 2: Dictée

Listen to the complete recording first. Then go to the textbox and use the ‘>’ key to listen to the text section by section. Type what you hear into the textbox. For detailed instructions, read the Exercise Help.

Enregistrement :
Transcription :

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.

?

Exercice 3: Exercice à trous

Écoutez attentivement l'enregistrement et complétez le texte avec les mots que vous avez entendus.

Enregistrement :
Transcription :

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.

Exercice 4: Exercice à trous

Choisissez l'expression correcte pour compléter les phrases suivantes.

Cet exercice peut également se faire uniquement au niveau phonétique ou 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. 
    ?

Liste de vérification

Utilisez la liste ci-dessous pour vérifier si vous avez bien profité de cette leçon. Vous devriez être capable de:

  • décrire les tâches dans un bureau
Version 2.0 (2011-12-07 01:36 CET)
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