The Receptionist/Clerical Assistant is responsible for courteously meeting and greeting all stakeholders and members of the public, providing information to persons face-to-face and on the telephone, and for completing reports and documents as required.
Receptionist
JOB SUMMARY
The Receptionist/Clerical Assistant is responsible for courteously meeting and greeting all stakeholders and members of the public, providing information to persons face-to-face and on the telephone, and for completing reports and documents as required.
All activities must be geared towards maintaining the highest levels of service to all internal and external stakeholders and clients, must be sensitive to children’s issues, must conform to the guidelines and standards set by The Authority and to all legal, regulatory and statutory requirements.
KEY RESPONSIBILITIES AND DUTIES
Answers the telephone, answers or refers enquiries, transfers incoming calls, receives and transmits messages and maintains logs of all calls and messages.
Greets visitors, stakeholders and members of the public, provides relevant information and assistance to persons, and directs persons to the relevant parties.
Receives, organizes and distributes incoming and outgoing correspondence and other documents to the relevant parties and maintains operating logs.
Develops, maintains and updates an up-to-date staff contact listing and database of frequently used telephone numbers, resource offices and persons.
Provides administrative support by typing, editing and transmitting documents in accordance with established specifications and standards, and filing documents in accordance with defined guidelines.
Prepares reports as required and follows through on all communications as directed.
Protects the operations of the Authority by keeping all information confidential.
Supports the development and maintenance of a team environment by performing other related duties.
MINIMUM QUALIFICATIONS AND EXPERIENCE
Five (5) GCE/CXC O’Level passes, including English Language.
Two (2) years’ experience in a similar position.
Excellent knowledge of telephone systems.
Or an equivalent combination of training and experience.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
Working knowledge of Microsoft Office Suite of applications.
Excellent communication and interpersonal skills.
Ability to multi-task and to prioritise.
Excellent command of the English Language, written and oral.
Excellent detail orientation.
Excellent customer service orientation.
Demonstrable interest in children’s issues.