Relief Receptionist

As a Receptionist, you will be the first point of contact for the Company. Your duties include offering administrative support across the Company.

Job Title:    Relief Receptionist           

 Department Name: Programmes

 Working Hours: As per roster  

Due to the nature of your job; you may also be called upon to attend work in cases of natural disasters and states of emergencies and holidays.

 Reporting Relationship: Directly to the Programmes Manager and indirectly to the Managing Director. 

 It is understood that based on the nature of your job you will be working with managers across multiple departments and as such you will be required to comply with all reasonable instructions within your scope of duties given to you by all managers employed to GROVE BROADCASTING COMPANY LIMITED.  

Job Objective/Summary

As a Receptionist, you will be the first point of contact for the Company. Your duties include offering administrative support across the Company. You will welcome and greet guests. You will also coordinate front-desk activities, including distributing correspondence, screening and directing phone calls to the appropriate departments/individuals within the Company.

General Guidelines

It is a requirement for all Programming Department employees to become familiarized with the Broadcasting Commission Standards, which not only involves setting minimum standards for programmes as provided for in the Radio Re-Diffusion Act but also such other regulations as appropriate.

As part of the Licensing Condition, employees are required to observe the Programmes Department Standard Operating Procedure unless expressly stated otherwise, the SOP applies to broadcast content and employee conduct. Where the SOP has been breached this may lead to disciplinary action against you.  It is imperative that all on-air employees recognize their responsibility to protect the brand IRIE FM, not to bring the company’s name to disrepute, and not to willfully use the airwaves to damage or tarnish the reputation of anyone or the IRIE FM BRAND and it’s affiliates.

It should also be understood that breach of the guidelines imposed by the Broadcasting Commission may result in sanctions against the Licensee (Grove Broadcasting Company Limited).

Working Conditions:

Environment

Work is performed in the standard office Environment. The company reserves the right to plan station activities approved by the company between 9:00 am – 5: 00 pm Mondays – Fridays and make them mandatory at short notice.

Physical  

Primary functions require sufficient physical ability and mobility to work in an office. To sit or stand for prolonged periods. To occasionally stoop, bend, kneel, crouch reach, and twist; to lift carry, push and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including the use of a computer keyboard, and to look at a computer screen for a prolonged period, and verbally communicate to exchange information.

The incumbent may not perform all of the listed duties and/ or may be required to perform additional or different duties from those set forth above according to changing business needs and business practices.     

Summary of Duties:

Receptionist Duties

• Answer incoming calls.
• Understand the telephone operator board or PBX switchboard operations.
• Directs call to staff, or departments through the switchboard or PBX system.
• Place outgoing calls.
• Receive messages and deliver the same to employees.
• Provide information about the company's products and services.
• Knows what action to take when an emergency call is required.
• Report telephone equipment problems or service complaints and problems.
• Follow telephone etiquette.
• Trains or assists with training new telephone operators in the performance of job duties.
• To be fully aware of and adhere of health and safety, fire and bomb threat procedures.
• Keep records of calls placed by all departments.
• Update directory information.
• Welcome visitors in a warm and friendly manner, and handover to the correct personnel.
• Maintain the reception area in a clean and tidy manner at all times.
• Operate standard office equipment on a regular basis, including a scanner, a copy machine, and a computer
• Receive deliveries; sort and distribute incoming mail
• Take inventory of supplies and restock as needed
• Maintain the general office filing system
• Perform handing over duties such as reporting any issues experienced during shift and the status of a resolution
• Check receptionist's email and follow up with correspondence. 

Broadcast Assistant Duties:

• Monitor the programme log.
• Listen to be radio.
• Check folders for scripts, programme advisories for On- Air Presenters
• Remind Presenters of features, commercial breaks, wrap up times and interviews etc.
• Record discrepancies with detailed notes
• File the programmes log
• Request music sheets from presenters and download submitted sheets and provide a report to the Programmes Officer
• Record Supreme Ventures Draws and report any abnormalities relating to the airing of the draw. 

May be called upon to perform other duties comparable to the above as the above duties described only the typical primary feature of the position and should not be construed as describing all responsibilities which are part of the position.

EDUCATION/EXPERIENCE REQUIREMENTS:

Minimum Requirements:

• High school diploma required.
• 2-3 years of relevant experience in an office environment
• Proficient in Microsoft Office
• Able to type 35 wpm minimum.
• Strong phone skills
• Demonstrated ability to read, write, and speak English

KEY COMPETENCIES

• Excellent written and oral communication skills
• Strong technical and interpersonal skills
• Planning and organizational skills with the ability to cope under pressure.
• Good time management skills
• The ability to work as a part of a team and also independently.
• A willingness to embrace new technology and learn technical skills
• Self-confidence, persistence and determination
• Comfortable multi-tasking and prioritizing tasks without guidance
• Punctual with strong attendance history