Key Roles and Responsibilities

• Perform reception duties in an efficient, professional and courteous manner.
• Answer calls and maintain a rapid response rate according to agreed standards.
• Promptly, accurately, professionally and courteously assesses 100% of received calls/inquiries and directs and/or records and relays messages.
• Adapts at using all features of the telephone system.
• Log information on calls that are not answered, where required and maintain detailed and accurate records
• Operate a variety of standard office machines, including a personal computer and a variety of computer software, phone, shredding machine and photocopy machine.
• Communicate and liaise verbally and in writing between clients /suppliers /visitors/ enquirers and relevant staff, and interpret and respond clearly and effectively to spoken requests over the phone or in person, and to verbal or written instructions.
• Establish and maintain effective working relationships with co-workers, supervisors and the general public.
• Maintain regular consistent and professional attendance, punctuality and personal appearance.
• Maintain customer/ supplier and employee database
• Directs all incoming mail to appropriate offices.
• Receives deliveries when necessary and notifies recipients.
• Maintains a thorough working knowledge of and adheres to organization policies, regulations and procedures.
• Respects confidentiality in discussing participant/consumer, staff, and organizational matters.
• Maintains the log book for cheque dispatch.
• Maintains confidentiality of organization fiscal and personnel related information

Qualifications and experience

• Minimum of 2-3 years working experience in front office and switchboard operation
• Possess excellent interpersonal skills
• Strong organizational and time management skills.
• Good oral and written communication skills.
• Records management skills.
• Displays tact, diplomacy, and discretion when dealing with confidential information.
• Exhibits maturity.
• Professional attitude and appearance.
• Maintains a positive attitude despite adversity.
• Reliable and demonstrates administrative skills.
• Demonstrates proper etiquette at the workplace.
• Ability to work with diverse personalities.
• Ability to maintain high levels of integrity
• Flexible and able to adapt to a change in work