RECEPTIONIST/CLERICAL ASSISTANT

RECEPTIONIST/CLERICAL ASSISTANT

RECEPTIONIST/CLERICAL ASSISTANT 

Position Overview

Position Status:            Permanent, Full-time 

Hours of Business:      Standard business hours are 8:30am to 5:00pm, Monday to Friday. 

However, the nature of this position may on occasion require you to work beyond or outside of the standard hours stated above. 

Role :                          Receptionist 

General Purpose

Attend to visitors and deal with inquiries on the phone and face to face.  Supply information regarding the organisation to the general public, clients and customers.

 Responsibilities

The focus of this position consists of the following areas:

• First interaction for customers/clients received at the Front Desk and on the telephone
• Convey the right image of the Company through a pleasing personality and consistently high level of customer service internally and externally
•     Monitor and control the entry and exit of all visitors
• Maintain reception area in an orderly fashion to facilitate a welcoming aura for guest and employees
• Maintain the reception filing system
• · Receive, record and distribute cheques for disbursement (ensure IDs presented for collection).
• Receive sort and distribute incoming mail and dispatch outgoing mail as and when required
• Answer the telephone, dispatch & record calls, take and pass on messages as required
• Be familiar with the services the organization provides and keep abreast of current events
• Purchasing of stationary supplies
• Monitor, control & distribution of stationary supplies.
• Uplift and maintenance of acceptable stock levels.
• Put out lunch menus for selection by staff daily, manage the ordering process, place orders with suppliers, manage the receipt and check off process.
• Tabulate lunch excess for staff and record balancing off at the week’s end.
• Provide administrative/secretarial assistance and support as and when required
• Assist in the managing of the PBX system relating to updates and reprogramming
• Any other duties assigned
• Monitor Gleaner & Observer subscription plus delivery 

Main Job Tasks and Responsibilities

• Answer telephone, screen and direct calls
• Take and relay messages
• Provide information to callers
• Greet persons entering the organization
• Direct persons to the correct destination
• Deal with queries from the public and customers
• Distribute Cheques
• Order staff lunches
• Ensures knowledge of staff movement in and out of organization
• General administrative and clerical support
• Prepares letters and documents
• Receive and sort mail and deliveries
• Schedule appointments
• Maintain appointment diary either manually or electronically
• Organize meetings
• Order, monitor and control stationary stock level
• Tidy and maintain the reception area

Education and Experience

• High School Diploma generally required
• At least 2 years Clerical/Secretarial/Receptionist experience
• At least 4 passes in GCE or CXC
• Knowledge of administrative and clerical procedures
• Have thorough working knowledge & experience in Microsoft Office suite
• Knowledge of customer service principles and practices
• Keyboard skills

Key Competencies

• Verbal and written communication skills
• Professional personal presentation
• Pleasing personality
• Customer service orientation
• Information management
• Organizing and planning
• Attention to detail
• Initiative
• Reliability
• Stress tolerance