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    • Receptionist - Johannesburg - ADvTECH

    ADvTECH
    ADvTECH Johannesburg

    1 month ago

    Default job background
    Description

    Job Title: Receptionist

    The role of the Receptionist is to provide a warm welcome to guests and visitors, ensuring that they have a positive experience at our campus. The successful candidate will be responsible for managing the front-desk activities, including directing calls, distributing correspondence, and maintaining a well-organized reception area.

    Key Responsibilities:

    1. Campus Reception and Switchboard Duties:
      • Create a professional and organized front office environment.
      • Welcome and direct prospective and current students, parents, and guests.
      • Build relationships with students and parents through effective communication.
      • Operate the switchboard efficiently, gathering information from callers and directing them to the correct staff member.
      • Take detailed messages and deliver them promptly to the relevant individuals.
      • Deal with student queries and direct them to the correct departments.
      • Assist with intercom instructions and daily check-ins with the principal.
      • Log all incoming calls correctly and promptly.
      • Evaluate customer complaints and provide solutions within 24 hours.
      • Maintain excellent telephone etiquette and provide personalized service to customers.
    2. Visitor/Customer Service:
      • Meet and greet visitors, offering tea or coffee as needed.
      • Manage announcements and ensure sound knowledge of the organization to direct enquiries efficiently.
      • Resolve customer queries and follow up on all customer calls.
      • Provide a personalized experience to all customers.
    3. Reception/Housekeeping:
      • Ensure a professional image is upheld at all times.
      • Maintain a neat and clutter-free environment.
      • Replenish brochures and other materials.
    4. Mail Room:
      • Prepare monthly reports in Excel.
      • Order labels timeously.
      • Monitor fund balance.
      • Sort mail and assist drivers with delivery and collection items.
    5. Courier Services:
      • Receive and redirect deliveries, managing the courier system effectively.
      • Record all courier items for tracking purposes.
      • Consolidate monthly courier reports.
      • Arrange transport for events as required.
    6. Administration Duties:
      • Perform administrative tasks as needed.
      • Update the telephone extension list.
      • Manage boardroom bookings.
      • Submit customer feedback reports to the principal.
      • Manage customer databases.
      • Process orders, forms, and applications.
      • Administer timetables for teachers and classes.
      • Assist principals and deputy principals with various tasks.
      • Manage emergency files and student sign-out slips.
      • Maintain lists of absent students and load Service Desk queries.
    7. General Administrative Support and Ad Hoc Duties:
      • Administer first aid to students.
      • Assist with admissions, applications, and school tours.
      • Conduct temperature checks when necessary.
      • Perform general ad hoc duties as needed.
      • Provide administrative support to various departments.
      • Maintain lists of remotes and microphones and track their usage.
      • Manage campus courier parcels, post, and deliveries.
      • Support the Marketing Assistant with booking appointments and managing diaries.
      • Assist with campus events and ad hoc duties as needed.

    Competencies (Skill and Behavioural Attributes):

    1. Skills:
      • Advanced Communication - Verbal.
      • Switchboard Operation.
      • Time Management.
      • Problem Solving.
      • Decision Making.
      • Organizational.
    2. Behavioural Attributes:
      • Attention to Detail.
      • Approachable.
      • Patience.
      • Interpersonal.
      • Resilience & Flexibility.
      • Able to Multitask and Work Under Pressure.
      • Confidentiality.

    Qualifications:

    • Matric or equivalent qualification with typing skills.
    • Computer Literacy (MS Office) is essential.

    Experience:

    • Minimum 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.
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