RECEPTIONIST

VACANCY 

JOB TITLE: RECEPTIONIST

Ref: LAB 4/2/1 I

Main purpose of the job:

To provide efficient receptionist services to LAB and operate the switchboard effectively to enable LAB to deliver quality service to the customer both internally and externally.

Duties:

• Serves visitors by greeting, welcoming, directing and announcing them appropriately to maintain a good image of LAB.
• Answers, screens and forwards any incoming phone calls while providing basic information when needed.
• Receives and sorts daily mail/deliveries/ couriers.
• Maintains security by following procedures and controlling access (monitors logbook, issues visitor badges).
• Ensures that the appearance of the front office is consistent with client service standards by keeping it neat and tidy.
• Ensures availability of appropriate reading material, LAB brochures and other tools for the comfort and information of waiting clients.
• Receives and conveys messages/official parcels for clients and colleagues.
• Updates appointment calendars and schedules meetings/appointments as requested.
• Reports non-functional telephone lines and extensions to the relevant authorities and follows up the same to ensure that the work has been done.
• Ensures that the telephone recording and management systems are working at all times and reports non-functional equipment to the relevant authorities accordingly.
• With the assistance of the IT Division, ensures that monthly telephone accounts are printed and distributed to the appropriate staff for payment of all private calls.
• Performs other clerical receptionist duties such as filing, photocopying, collating, faxing, etc.

Qualifications:

• A minimum of BGCSE or equivalent
• Certificate in Reception Skills or Front Office Procedures

Experience:

• At least one (1) year as a Receptionist /client relations officer in a client service environment.

Key Competencies:

• Fluent spoken English and Setswana
• Excellent telephone skills
• Excellent communication and interpersonal skills
• Presentability
• Ability to take and process instructions
• Ability to take and forward messages
• Self-motivated
• Initiative
• Customer focus
• Attention to detail
• Flexibility to get involved in all aspects of information provision.

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