General Purpose
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.
Main Job Tasks and Responsibilities
• answer telephone, screen and direct calls
• take and relay messages
• provide information to callers
• greet persons entering organization
• direct persons to correct destination
• deal with queries from the public and customers
• ensure knowledge of staff movements in and out of organization
• 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
• maintain appointment diary either manually or electronically
• organize conference and meeting room bookings
• co-ordinate meetings and organize catering
• monitor and maintain office equipment
• control inventory relevant to reception area
• tidy and maintain the reception area
• Payroll Administration
• HR Administration
Education and Experience
• Tertiary qualification in HR preferred
• knowledge of administrative and clerical procedures
• knowledge of computers and relevant software applications
• knowledge of customer service principles and practices
• keyboard skills
• ability to work a switchboard
• Competency in Microsoft applications including Word, Excel, and Outlook.
• Competency in Pastel Payroll
Key Competencies
• verbal and written communication skills
• professional personal presentation
• customer service orientation
• information management
• organizing and planning
• attention to detail
• initiative
• reliability
• strong administration skills