Receptionist

Location: Johannesburg, Gauteng, South Africa
Date Posted: 30-10-2017
JOB PURPOSE
To receive visitors and clients, manage all telephonic and other communication and administrative duties.

Education and Experience
• Matric
• A tertiary Diploma in Administration
• Minimum of 2 years switchboard and reception experience
• Minimum of 2 years in an administrative role
• Must be fluent in English and at least one African language

Skills
• Have an intermediate to advanced knowledge of MS Office (Word, Excel, Outlook, Power Point) and Internet
• Have a pleasant telephone and face-to-face manner and full understanding of telephone systems.

Attributes
• Be adaptable and flexible
• Have good listening skills
• Dress presentably and appropriately for the role
• Have a good self‐image and self-confidence
• Be assertive
• Have a good work ethic
• Be people and service orientated

Job Description (High Level)
• Set up the switchboard daily and ensure the switchboard is maintained and calls are correctly directed between 8.30 and 4pm.
• Maintain the switchboard and ensure that the telephone does not ring more than three times before answering.
• Take and relay accurate and timeous messages via email/telephone.
• Provide accurate and effective information and assistance to callers and visitors.
• Ensure that the switchboard and reception area are always attended to and arrange for the transfer of calls during breaks.
• Screen all calls and ensure they are directed to the correct person and interact with staff and visitors at all levels.
• Lock switchboard daily and ensure the night message is on.
• Receive and welcome visitors/Board members/Funders and others in a professional and timeous manner.
• Ensure that the visitors are offered tea/coffee/water.
• Ensure that the person being visited has been informed about their visitor’s arrival.
• Collect and distribute newspapers as required.
• Keep record of staff in and out of office.
• Ensure that incoming mail/couriered packages are distributed timeously and to the correct person and that deliveries are signed for.
• Ensure that courier parcels (whether local or international) that are outgoing are kept safe and handed to courier service or if not collected on time then the person that requested the courier must be informed.
• Book boardroom meetings as requested. Ensure there are no conflicts before accepting bookings.
• Prepare the Boardroom for meetings as required.
• Update and maintain the staff contact list.
• Ensure the Health and Safety regulations are met regarding visitors in the building.
• Ensure a welcome message is sent to new staff and send out staff announcements.
• Assist and support with organising events.
• Provide administrative assistance to the Research, Operations and Consultancy Services as required.
• Any other tasks as assigned by the supervisor from time to time.

This is a 3-year contract position, renewable based on performance and availability of funding.
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