Receptionist

1. Purpose of the Role
1.1. To provide a professional frontline service to the site by receiving guests and answering telephone calls in a professional manner.
1.2. To provide administrative support.
2. Key Responsibilities
2.1. Reception Area Maintenance

• Maintain the cleanliness of the reception area and ensure aesthetic appeal and accessibility of facilities.
• Ensure relevant safety and security signs and notices are visible, up to date and clean.
• Receive and redirect visitors accordingly.
• Answer the telephone and redirect calls accordingly

2.2. Visitor and Client Attendance and Liaison

• Receive and welcome visitors and attend to them in professional manner.
• Uphold and ensure that a positive Company image is projected to visitors.
• Attend to visitors’ queries and refer to a relevant person if necessary.
• Ensure visitors sign the register and instruct them to wait in reception until collected by the person being visited.

2.3. Administration of Registers Schedules

• Distribute work schedules.
• Track, record and reconcile man-day and staff attendance and work schedules.
• Compile reports on irregularities that may have been picked up in attendance reports and highlight it to management.
• Compile reports for the HR department on:
  • scheduled work hours completed by staff
  • overtime
  • absenteeism
  • headcount.

2.4. Secretarial Support

• File, scan and fax documentation.
• Arrange refreshments for meetings.
• Coordinate functions and related arrangements for management.
• Deal with general staff queries and forward more serious concerns to HR.
• Type and circulate memos and correspondence on request of managers.
• Distribute documents and schedules.

2.5. Effective Teamwork and Self-Management

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and selfdevelopment.
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
• Manage colleagues’ expectations and communicate appropriately.
• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.

KNOWLEDGE/COMPETENCE
What skills, knowledge, and/or attributes are necessary to perform the role?

1. Knowledge

• ▪ Record keeping
• ▪ Customer service
• ▪ General HR principles and practices

2. Skills

• ▪ Telephone etiquette
• ▪ Verbal and written communication
• ▪ Computer literacy
• ▪ Interpersonal
• ▪ Administration

3. Attributes

• Integrity
• Tolerant of stress and pressure
• Proactive
• Attention to detail
• Deadline driven
• People orientated
• Able to interact at all levels of the organisation
• Able to prioritise

QUALIFICATION ANDEXPERIENCE

• Grade 12 or relevant customer service qualification
• 3 years’ experience in a reception or customer service-related environment