GES Promotion Interview Questions & Answers (Administrative Staff)

QUESTION 1

NAME IN ASCENDING ORDER THE RANKS OF THE ADMINISTRATIVE CLASS IN THE GHANA EDUCATION SERVICE.

The ranks are:

1. Clerk Grade II,

2. Clerk Grade I,

3. Senior Clerk,

4. Assistant Administrative Officer,

5. Administrative Officer,

6. Senior Administrative Officer,

7. Principal Administrative Officer,

8. Deputy Chief Administrative Officer II,

9. Deputy Chief Administrative Officer I,

10. Chief Administrative Officer II and

11. Chief Administrative Officer.

 

QUESTION 2

NAME THREE ANALOGOUS GRADES OF THE CHIEF ADMINISTRATIVE OFFICER IN THE G.E.S.

Three analogous grades of the Chief Administrative Officer in the GES are Chief Accountant, Chief Internal Auditor and Director II.

 

QUESTION 3

GENERALLY WHAT ARE THE DUTIES OF AN ADMINISTRATIVE OFFICER?

The duties of an administrative officer include the following:

1. Maintaining a filing system for his cost centre.

2. Receipt and distribution of mails.

3. Registration and dispatch of outgoing mails.

4. Opening and keeping of personal files for staff.

5. Opening and keeping of student files and ensuring that copies of reports and other vital documents are kept in them (school).

6. Preparation of draft leave roster for staff.

7. Preparation of duty roster for security personnel.

8. Supervising the work of artisans, labourers, security personnel and the administrative and secretarial staff.

9. Educating the non-teaching staff on labour issues.

 

QUESTION 4

WHAT INFORMATION AND DOCUMENTS DO YOU NEED TO OPEN A PERSONAL FILE FOR A NEWLY RECRUITED STAFF?

The information required to open a personal file for a newly recruited staff include the following

1. Appointment letter
2. Acceptance letter form the recurited staff
3. Complted personal record form
4. Photocopies of academic and professional certificates
5. Photocopy of birth certifcate
6. Passport size picture
7. Copy of establishment warrant
8. Medical report

 

QUESTION 5

WHAT INFORMATION ARE LIKELY TO BE FOUND IN THE PERSONAL FILE OF A STAFF WHO HAS BEEN IN EMPLOYMENT FOR SOME TWENTY YEARS OR MORE?

The following information are likely to be found in the personal file of a staff of twenty years and above existence in employment:

1. Appointment letter.
2. Acceptance letter in respect of appointment.
3. Completed personal record form.
4. Photocopies of professional and academic qualifications.
5. Photocopy of birth certificate.
6. Passport size picture.
7. Copy of establishment warrant.
8. Medical reports and excuse duties.
9. Transfer letters.
10. Promotion letters.
11. Application for study leave/ approval for study leave.
12. Application for leave / approved leave.
13. SSNIT contribution list.

 

 

QUESTION 6

NARRATE THE RECRUITMENT PROCEDURE IN THE GHANA EDUCATION SERVICE.

The procedure for recruitment in the Ghana Education Service is as follows:

1. The procedure for recruitment in the Ghana Education Service is as follows:

2. Shortlisting of applicants,

3. Interview to select qualified candidate (s),

4. Issue of appointment letter and acceptance,

5. Preparation of establishment warrant for processing of salary,

6. Biometric registration after financial clearance has been given by Ministry of Finance and

7. Preparation of new entrant forms for placing of name on the payroll.

 

 

QUESTION 7

WHAT FACTORS DO YOU PUT INTO CONSIDERATION WHEN PREPARING A DUTY ROSTER OR JOB SCHEDULE FOR STAFF?

The factors to consider when preparing a job schedule or duty roster for staff include:

1. Academic and professional qualifications,

2. professional qualifications,

3. Experience in the area of work,

4. Training programmes undertaken by staff,

5. Computer literacy (where necessary),

6. Loyalty and commitment to work and

7. Age and health condition.

 

QUESTION 8

HOW IS INFORMATION STORED AT THE OFFICE?

Storage of information at the office takes the forms of manual filing and computerized storage supported with backups.

 

QUESTION 9

AS AN ADMINISTRATIVE OFFICER WHAT INFORMATION CAN YOU SUGGEST / RECOMMEND TO SUPPORT AN INVESTIGATION OF A GHOST NAME SCANDAL AT YOUR OUTFIT?

The following information can be recommended to support investigation of a ghost name scandal:

1. Personal files
2. Appointment letters
3. Attendance register
4. Payslip
5. Salary payment vouchers
6. Bank information on officer(s) concerned

 

QUESTION 10. 

WHAT IS SHORTLISTING IN RECRUITMENT? WHAT ARE THE BENEFITS?

Shortlisting is the process of selecting candidates who are qualified in terms of an advertisement for recruitment of personnel from a long list of applicants. An advertisement for recruitment will request for information on qualifications and working experience. The shortlisting will select those who meet the criteria specified in the advertisement.

Shortlisting brings out names of only qualified candidates and therefore reduces volume of work on the interview day. Instead of interviewing about 1000 applicants only about 200 qualified applicants shortlisted would be interviewed.

Shortlisting is time and cost saving.

 

QUESTION 11

OF WHAT IMPORTANCE IS THE ATTENDANCE REGISTER?

1. The attendance register indirectly serves as a watch dog on workers’ attendance to work and therefore controls lateness to work when properly managed.

2. The attendance register can serve as a source document for investigating ghost names.

3. It is useful in identifying punctual workers for selection for best worker awards.

4. The attendance register generally keeps workers at work for the stipulated hours and therefore ensures maximum productivity.

 

QUESTION 12

WHAT IS FILING AND WHY DO WE DO FILING?

Filing is the process of storing or keeping information or records safely so that they can quickly and easily be retrieved when there is the need. The records or information kept include incoming mails, circulars, reports, minutes of meetings, outgoing mails, memoranda, paid salary vouchers, personnel data, price lists and student information.

Filing is done for the following reasons:

1. Reference in the future,

2. Safe custody,

3. Tidiness,

4. Easy storage and retrieval of information and

5. Security of vital information among others.

 

QUESTION 13

WHAT IS CLASSIFICATION OF FILING SYSTEM? WHAT METHODS OF CLASSIFICATION ARE PRACTISED IN THE GES?

Classification of filing system is the way different types of records are arranged and retrieved.

The methods practised in the Ghana Education Service include the following:

1. Alphabetical filing – where documents or folders are arranged according to alphabetical order.

2. Numerical filing – where documents or files are arranged according to the numbers, digits or serials.

3. Alpha – numerical filing – combination of alphabetical and numerical filing.

4. Subject filing – where the name of the subject matter is used as the basis of classification.

5. Geographical filing – where cost centres and schools are used to classify the documents.

6. Chronological filing – where documents are filed alphabetically but arranged in chronological order.