Receptionist/office Assistant

2 months ago

Rustenburg, South Africa Pro Personnel Full time

Our client in the Rustenburg area is currently looking for a Receptionist/Office Assistant.

**RECEPTIONIST/OFFICE ASSISTANT**
***PURPOSE**
To ensure the smooth running of the office of a pshycological practice by performing various reception and clerical work. Reception and clerical duties may include a combination of receiving clients, making appointments, answering telephones, bookkeeping, typing on a computer, photocopying, scanning and filing.

***TASKS**
- Receive clients for scheduled appointments.
- Operate telephone to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.
- Maintain and update appointment calendars.
- Hear and resolve complaints from clients.
- Operate photocopier and scanner, facsimile machine, voice mail systems and personal computer.
- Maintain and update filing, inventory, mailing and database systems, either manually or using a computer.
- Compile, copy, sort, and file records of office activities, business transactions, and other activities.
- Receive payment and record receipts for services.
- Transmit information or documents to clients or public using computer, mail, or facsimile machine.
- Perform bookkeeping duties, such as credits or collections, preparing and sending financial statements or bills, and keeping financial records.
- Transcribe recorded messages or practitioners' diagnoses or recommendations into clients' medical records.
- Perform duties, such as taking care of plants or straightening magazines to maintain lobby or reception area.

**KNOWLEDGE**
- **Clerical** — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.
- **Customer and Personal Service** — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
- **Computers and Electronics** — Knowledge of electronic equipment and computer software.

**SKILLS**
- **Active Listening** — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
- **Language Proficient** — Talking to others to convey information effectively.
- **Service Orientation** — Actively looking for ways to help people.
- **Confidentiality **— Understanding the importance of keeping client information confidential.
- **Critical Thinking and Problem Solving** — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
- **Oganising and coordinating **— Managing the activities in the office.
- **Accuracy **— Perform duties without errors.
- **Punctuality **— Complete tasks timeously, report for duty on time.
- **Reading Comprehension** — Understanding written sentences and paragraphs in work related documents.
- **Writing** — Communicating effectively in writing as appropriate for the needs of the clients.
- **Computer Literacy **— Microsoft office, bookkeeping, electronic calendar management.
- **Active Learning** — Understanding the implications of new information for both current and future problem-solving and decision-making.

**ATTITUDE**
- **Willingness to Learn** — Eager to acquire knowledge and master new skills.
- **Can do Approach** — No instruction or challenge is to difficult to master.
- **Tenacity** — See tasks through to the end.
- **Accomodating** — Flexibility in meeting client needs.
- For more information please contact:
**Michelle Du Toit

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