Receptionist - Agriseta

JOB PURPOSE

• To provide telephony services via switchboard.
• To serve as the Receptionist and Front Desk services officer.

ROLE CONTEXT

• To provide administrative and stakeholder support services for the organisation.

KEY PERFORMANCE

AREA FUNCTIONAL OUTPUTS / ACTIONS

• Managing Switchboard and Front Desk (Customer Relationship Management)

Switchboard Services:

• Manage incoming calls and direct them to the relevant employees or divisions.
• Record messages and ensure that it reaches the recipient within one hour of the call.
• Track the issues register at reception, which notes challenges, short comings, and stakeholder complaints and similarly, escalate urgent and immediate matters to the Head: Marketing & Communications.

Front Desk / Reception services

• Manage the organisation’s visitor register and direct such visitors and service providers according to AgriSETA’s guidelines and protocols, which will be set by the Head: Marketing & Communications.

• Ensure that the Front Office is presentable, professionally arranged (free of noise and loitering).

Administration 

• Capture and keep an accurate record of incoming and outgoing documentation, such as, parcels and documents.
• Ensure safe keeping of the waybills and documents from courier service providers.
• Ensure tender documents are directed to the Tender Box as and when published.
• Manage and direct stakeholder documentation known as portfolios of evidence.

AD HOC 

• Perform any other duties which may be assigned from time to time.
• Make recommendations for the smooth running and continuous improvement of the Front Office and telephony services.

PROVISION OF SERVICE TO INTERNAL

EMPLOYEES AND EXTERNAL STAKEHOLDERS

• Ensure that correct contact details are provided to stakeholders, as requested.
• Direct any calls to the relevant divisions and relay messages to respective employees via email.
• Report any emergencies to the relevant divisional executives (or the Head: Marketing & Communications) as and when they occur.
• Ensure that the Front Desk is always attended to during the working hours from 08h00 until 16h30.

MINIMUM

QUALIFICATIONS AND EXPERIENCE

• NQF Level 5 in relevant Qualification in Administration or equivalent.
• One (1) year reception and switchboard management experience.
• Knowledge of Microsoft Outlook (for sending emails)
• Knowledge of Microsoft applications (Excel, Word, PowerPoint
• will be an advantage.
• Fluent in English.

JOB COMPETENCIES AND SKILLS REQUIRED

• Professionalism
• Neat personal appearance
• Telephone etiquette
• Customer service
• Good communication and articulation skills
• Interpersonal Skills
• Computer Literacy
• Demonstrate ability to work well as part of a team
• Time Management
• Ability to work under pressure