Receptionist

The role is specific. It focuses on Receptionist and administrative duties as well as providing support to events and functions

Job Summary: The primary role of the Receptionist is to project a positive image to visitors to the Secretariat, to answer the phones, take messages and greet members in the office lobby. The incumbent is normally the first point of contact with the Secretariat and, therefore, must always display professionalism as an ambassador of the organization.

KEY DUTIES AND RESPONSIBILITIES

1. Greet visitors to the Secretariat and direct them to the relevant person;
2. Answer phone calls and direct the calls to the relevant person;
3. Retrieve, open and date/time stamp all incoming mail and documents, except private and confidential packages;
4. Log incoming correspondence and mail;
5. Ensure that visitors sign the logbook upon entry;
6. Distribute mail and documents sent to LATT on the same day of receipt;
7. Receive, check and sign-off on all incoming orders (stationary, groceries, water etc.);
8. Access Membership database to disseminate business information to the public or members when requested;
9. Assist with typing of documents as and when necessary;
10. Receive service of Court documents and distribute to Administrative Assistants immediately;
11. Assist with activities and functions of LATT, e.g. Wine & Cheese, Annual Dinner, Seminars and trainings;
12. Receive and stamp documents for Certificate of Fitness, 6 Month Attachments and applicants to be admitted to the Bar and assist to create files for all applicants as well as Attorneys-at- Law;
13. All other related tasks which are relevant to the effective operation and strategic running of Secretariat activities.

   QUALIFICATIONS AND EXPERIENCE  

• Five (5) O’ level /CXC subjects including Mathematics and English Language.
• Three to five years related working experience.
• A Secretarial Diploma will be considered an asset.

KNOWLEDGE REQUIREMENTS

• General proficiency in the use of the Microsoft Office Suite software.
• General ability to work outside of the hours of 8am to 4pm when required to do so based on impending deadlines and Council and Committee Meetings.

COMPETENCIES

• Customer Service - ability to display a welcoming, empathetic and enthusiastic approach to customer service; a natural enjoyment of customer interaction; courteous and respectful, able to deal with challenging customers and attitudes.
• Communication - ability to facilitate the delivery of accurate, useful and pertinent information, both orally and in writing. Uses a suitable tone and language in the given situation; interacts effectively with various levels of the organization.
• Attention to Detail - ability to diligently attend to details and pursue quality in accomplishing tasks.

          WORKING RELATIONSHIPS

• Chief Executive Officer
• Staff of the Secretariat
• Visitors to the Secretariat
• Service Agents
• Members of the public