2. KEY DUTIES AND RESPONSIBILITIES
i. Serve as the face of the Authority, offering friendly service to those entering the building or calling in over the phone;
ii. Answer a multiple line phone system, manage calls by routing them to the proper extensions or taking messages and delivering them within the message system;
iii. Welcome persons entering the Authority premises, answering any questions, providing directions and alerting staff when a visitor /client is
there to meet them, in a timely manner;
iv. Record messages, information requests and contact details accurately.
v. Ensure the delivery of all information received including contact details and forward to the appropriate staff member;
vi. Maintain security by ensuring all visitors to the Authority follow the visitor’s security procedures as guided by the HR manual; monitor registration books, issue visitor badges on signing in and ensure the signing out procedure is adhered to.
vii. Accept deliveries and mail, organise distribution to the recipient (apply receipt acknowledgement stamp on delivery) in a timely manner while also managing outgoing mail and packages for pickup.
viii.Deal with any requests within personal expertise limit and refer to an
appropriate person;
ix. Ensure staff members are provided with swift and professional administrative support services in a timely manner.
x. Ensure that all office equipment (e.g., the photocopier) is in good working order at all times and communicating any technical fault to the IT Department.
xi. Update the internal telephone directory and details of relevant personnel and their telephone numbers.
xii. Handle files and data entry as requested
xiii. Maintain a clean and clutter free reception area at all times.
3. PERSON SPECIFICATIONS
A. Qualifications
i. Diploma in Business Administration /Customer Relations/care or
Certificate in Receptionist studies, Office Management, Records
Management or any other related field.
B. Experience
i. No experience
C. Competencies
i. Knowledge and understanding of Authority’s vision, mission and Objectives;
ii. Should possess values of the Authority which include; integrity, confidentiality, Accountability, professionalism.
iii. Ability to handle sensitive information and maintain confidentiality.
iv. Approachable and demonstrates professionalism;
v. Good communication both written and verbal
vi. Exhibits professionalism and sound judgment;
vii. Interpersonal skills;
viii.Good customer service;
ix. Ability to multitask;
x. Planning and organisational skills;
xi. Works well independently and as part of a team;
xii. Time and Task management skills;
xiii. Computer literate