RECEPTIONIST

Location: Midrand
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related

 

Job Description

JOB PURPOSE:

To act as the first point of contact for visitors and callers to alert and to undertake a range of other administrative tasks as identified by the Manager: Marketing, Communications & Stakeholder Management.

RESPONSIBILITIES:

• Handle the CETA’s phone receiving and transfer functions, caller announcements, brief message taking and emailing, and voicemail routing for callers to staff members’ personal direct lines.
• Staff members should receive all voicemails left on the main office line.
• Make sure the response message is up to date and suitable.
• Inform the ICT about any problems with the phone system and lines.
• As part of the New Staff Induction process, teach all new hires how to use the phone system.
• Additionally, make proactive efforts to guarantee that current employees are adequately taught to utilize the system to its fullest potential.
• Examine and update the staff contact and phone extension listings frequently.
• Recieve and distribute messages accurately; maintain personnel roster and phone extension list

 

• While on duty, make sure the boardroom, reception, and entry spaces are always tidy and orderly.
• Make sure everyone enters and exits.
• Update and post content on bulletin boards.
• Oversee the inbound and outgoing courier services and store documents and packages for pickup and delivery.
• Handle both internal and external calls while providing generic information.
• Take in walk-in clients and guests and promptly attend to their needs.
• Oversee the inbound and outgoing courier services and store documents and packages for pickup and delivery.
• Purchase office supplies and maintain a stock list.
• Make meeting and calendar updates.
• Make travel and lodging arrangements and create vouchers.
• Maintain up-to-date records of all office costs and expenses.

 

• Carry out additional secretarial receptionist tasks such photocopying, transcribing, faxing, and filing.
• Mail is routed both inbound and outbound. Refill postage, make supply requests, and arrange for maintenance to keep the postal machine in working order.
• Forward mail between offices.
• Keep interoffice mail envelopes in good condition.
• Fax: scan, send, and receive.
• Uphold office security by adhering to safety protocols and regulating entry through the reception desk (keeping an eye on the visitor book and issuing badges).
• Assist in setting up conference and meeting rooms and making catering arrangements, among other logistical support for meetings conducted in the Board Room.
• Bring up issues with following internal policies and procedures.
• Verify that the CETA’s health and safety procedures are being followed.
• Participate in the CETA policies and procedures review and update process.
• Prepare a reliable, accurate, and full monthly report and send it to your supervisor.

 

 

• Make sure that all necessary regulatory reports, CETA registers, and reconciliations are completed and turned in on time.
• Make sure that, upon request, stakeholders receive the accurate contact information.
• Make all calls to the appropriate departments, and send emails with messages to the appropriate staff members.
• As soon as an emergency arises, report it to the appropriate divisional executives or the Manager: Marketing & Communications.
• Make sure someone is always at the front desk during business hours.
• Help stakeholders by pointing out areas where they need CETA’s assistance.
• Respond to and efficiently handle any questions from stakeholders.
• Lead by example and exhibit behavior that is based on and guided by CETA ideals.
• Verify that learning, growth, and training are occurring while the employee is working.
• Contribute and act wisely to make sure

Job Requirements

DESIRED SKILLS, EXPERIENCE AND COMPETENCIES

• Matric plus any further applicable degrees or certifications.
• expertise running a switchboard and in reception.
• Microsoft Outlook proficiency (for sending emails) It will be beneficial to know how to use Microsoft Word, PowerPoint, and Excel.
• instruction in operating switchboards
• Possessing a passion for providing exceptional customer service and the ability to communicate in a kind and helpful manner are must.
• positive relationships with others.

The following Attributes are necessary to succeed in this role:

• self-controlled, motivated team player, and punctual.
• ethical awareness and behavior in all CETA-related interactions.
• emotionally astute and a skilled communicator at all levels.
• analytical and meticulous in your observation.
• driven by deadlines. flexible and able to solve issues.
• outstanding organizing and negotiating abilities.
• innovative and imaginative self-starter.
• Capacity to collaborate with challenging people.

 

 

How to Apply?

Click the Button Below to Apply Online..
APPLY HERE