PA / Receptionist – Mahikeng – North West – Medical Scheme – AA

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

Key Performance Areas

Administration and support
? Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries
? Answer telephone, screen and direct calls
? provide information to callers
? take and relay messages
? Directs visitors to the correct offices
? Maintaining employee and department directories.
? Deal with queries from the public and customers
? Monitor visitor access and maintain security awareness
? Provide general administrative and clerical support
? prepare correspondence and documents
? receive and sort mail and deliveries
? schedule appointments manually or electronically
? organize conference and meeting room bookings and organize catering
? Maintain telecommunication system according to manufacturer's instructions
? Maintains safe and clean reception area
? Coordinate travel arrangements as per the scheme policy

Budget, expenses and procurement
? Prepare office procurement submissions

Correspondence and Documentation Processes
? Handling and distribution of office correspondence and documentation
? Prepare division appraisal and update files
? Maintain proper filling system
? Manage the Manager’s diary
? Coordinate divisional meetings
? Assist with boardroom bookings and ensure timeous serving of refreshments
? Compile minutes during divisional meetings
? Prepare all relevant correspondences

Project Management
? Assist in organising, planning and execution of office projects

Forums and Committees
? Accompany CLO Manager and minute stakeholder engagement meetings

Technical Expertise and Application
? Microsoft Office – All packages
? Fax and printing machine
? Telephone system

Essential
? Minimum Grade 12
? Minimum National Diploma in Admin or Secretarial Studies
? Minimum 2 years secretarial and/ or personal assistance experience
? Be organised and have good time management skills
? Be analytical and have the ability to manage priorities
? Have excellent written and verbal communication and interpersonal skills
? Have excellent telephone ettiquette
? Have the ability to work well as part of a team
? Be computer literate on advanced level
? Be responsible and reliable
? Have a diligent work ethic with attention to detail
? Self-motivated and pro-active

Desirable
? Have an understanding of medical schemes industry
? Experience switchboard system (hardware and software)