Receptionist

OVERALL PURPOSE OF THE JOB:

The Receptionist is the first internal point of face-to-face or telephonic contact for the campus and is responsible for welcoming guests and greeting people who visit the campus and directing them appropriately. The Receptionist is also responsible for ensuring that the reception area is well maintained and for co-ordinating the front-desk activities including but not limited to, distributing correspondence promptly, operating the switchboard and service desk efficiently and redirecting phone calls to the appropriate staff member or taking and delivering messages promptly when staff members are unavailable.


RESPONSIBILITIES:

1. CAMPUS RECEPTION AND SWITCHBOARD DUTIES:

• Creates an organised front office environment (orderly systems, clean, professional and neat).
• Receives and welcomes prospective and current students, parents and guests by greeting and directing them appropriately.
• Builds relationships with students and parents through professional interactions.
• Operates the switchboard by receiving and screening / directing calls promptly, professionally, friendly and efficiently and gathers the relevant information (i.e. reason for the call) from the caller to ensure that calls are directed to the appropriate staff member.
• Takes detailed messages when staff members are not available and delivers these messages timeously to the appropriate individuals.
• Deals with queries from students and directs them to the correct departments.
• Assists with intercom instructions.
• Daily check-ins with the principal to confirm who is not in the office etc – therefore, redirecting calls efficiently and promptly.
• Log all incoming calls onto service desk , correctly and promptly.
• Ensure SalesGuru SLA's are passed.
• Organises the flyers and fact sheets at Reception in a neat and orderly manner and supports the Marketing Assistant/s in ensuring that the waiting area and interview rooms are neat and tidy.

2. VISITORS/ CUSTOMER SERVICE:

• Meet and greet visitors
• Offer Tea/ Coffee to all visitors.
• Manage the announcement of visitors.
• Ensure sound knowledge of the Organisation in order to direct enquiries efficiently and be able to provide information on the products and services offered.
• Evaluate customer complaints and provide proper solutions within a 24 hour turn-around time.
• Ensure all customer queries are resolved and ticked closed on the system.
• Follow up on all customer calls.
• Ensure excellent telephone etiquette is adhered to at all times whilst providing a personalised experience to all customers.

3. RECEPTION/ HOUSEKEEPING:

• Ensure a professional image is upheld at all times.
• Environment and surrounding area is to be neat and clutter free.
• Replenish brochures etc.

4. MAIL ROOM:

• Monthly reports in Excel.
• Order labels timeously.
• Monitoring fund balance.
• Mail:
  • Sort mail
• Assist drivers with the correct information on delivery and collection items

5. COURIER SERVICES:

• Responsible for the receipt and redirection of all deliveries and managing the courier system.
• Record all courier items for tracking purposes.
• Consolidate monthly courier report.
• Responsible for arranging transport for all events.

6. ADMINISTRATION DUTIES:

• Performing administrative duties as and when required.
• Update the telephone extension list for the school.
• Manage boardroom bookings.
• Consolidate and submit customer feedback report to the principal.
• Manage and update the customer databases.
• Process orders, forms and applications.
• Consolidate and administer timetable for teachers and classes.
• Assist principals and deputy principals with various administration, appointments, assessments and functions (i.e. curriculum related).
• Manage the emergency file (i.e. being the touch point for all emergency calls).
• Managing student sign out slips.
• Maintaining a list of students absent in respect to functions/ events (e.g. Sports events).
• Load all Service Desk queries.
• Load of Stasy leads and assist with follow up.
• Manage stationary requirements for the school.

7. GENERAL ADMINISTRATIVE SUPPORT AND AD HOC DUTIES

• Administering First Aid to students.
• Assist with admissions, applications and school tours.
• Conduct temperature checks when necessary.
• General ad hoc duties when necessary.
• Provides administrative support to various departments as and when required.
• Maintains a list of all remotes and microphones for use in the lecture rooms, keeps record of who has taken them out and which ones are in stock and ensures that lecturers hand them back in good condition.
• Responsible for preparing, tracking and receiving of campus courier parcels, post and deliveries and notifying the relevant staff member/s promptly regarding collection or delivery updates.
• Receives deliveries for the National office (campus specific) and campus staff and ensures that they are collected or handed to the appropriate individual timeously.
• Supports the Marketing Assistant/s in booking appointments for the Full Time Student Recruitment team and assists with managing their diaries accordingly if required (campus specific).
• Assists with campus events and any ad hoc campus duties as and when required.

COMPETENCIES (SKILL AND BEHAVIOURAL ATTRIBUTES):

1. SKILLS:

• Advanced Communication - verbal
• Switchboard
• Time Management
• Problem Solving
• Decision Making
• Organisational

2. BEHAVIOURAL ATTRIBUTES:

• Attention to detail
• Approachable
• Patience
• Interpersonal
• Resilience & Flexibility
• Ability to multitask and work under pressure
• Confidentiality

QUALIFICATIONS:

• Minimum requirement is Matric, or equivalent, with typing skills.
• Computer literacy (MS Office) is essential.

EXPERIENCE:

• Must have a minimum of 3 years’ experience in a similar, busy environment.
• Fully conversant with “STASY” Student Administration System or related system.
• Experience with MS Office and MS Access.