Receptionist

6 months ago

Midrand, South Africa Construction Education & Training Authority Full time

**JOB PURPOSE**:
To act as the first point of contact for visitors and callers to alert and to undertake a range of other administrative tasks as identified by the Manager: Marketing, Communications & Stakeholder Management.

**RESPONSIBILITIES**:

- Maintain and ensure that the answer message is appropriate.
- Report telephone equipment and line faults to the ICT.
- Train all new staff in the operation of the telephone system, as part of the New Staff Induction process and take a pro-active approach to ensuring existing staff are properly trained on making full use of the system.
- Review and update on a regular basis the staff contact and telephone extension lists.
- Accurately receive and disseminate messages; keep staff phone extension list and staff roster current.
- Perform any duty, lawful and reasonable task or responsibility as directed by the supervisor.
- Perform all duties and responsibilities in line with applicable Act, Regulations and per CETA relevant policies and procedures.
- Manage the organisation’s visitor register and direct such visitors and service providers according to CETA’s guidelines and protocols, which will be set by the Manager: Communications & Stakeholder Management.
- Ensure at all times whilst on duty, the neatness and tidiness of the entrance, reception and boardroom areas.
- Ensure all visitors sign in and out.
- Post and update information on bulletin boards.
- Administration of incoming and outgoing courier and keep documents/parcels for collection and delivery.
- Provide general information and manage internal and external calls.
- Receive walk-in visitors and clients and deal with their requirements expeditiously.
- Administration of incoming and outgoing courier and keep documents/parcels for collection and delivery.
- Order front office supplies and keep inventory of stock.
- Update calendars and schedule meetings.
- Arrange travel and accommodations and prepare vouchers.
- Keep updated records of office expenses and costs.
- Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing.
- Route incoming and outgoing mail.
- Maintain postage machine: refill postage, submit supply requests and schedule maintenance.
- Route inter-office mail. Maintain interoffice envelopes.
- Scan, Send and receive faxes.
- Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
- Provide logístical support to meetings held in the Board Room, to include preparation of meeting and conference rooms and assist in arrangements for catering provisions.
- Raise matters in relation to adherence with internal policies and procedures.
- Ensure compliance to Health & Safety protocol for the CETA.
- Contribute to the review and update of the CETA policies and procedures.
- Prepare and submit to supervisor accurate, complete and credible monthly reports as required for consolidation and tabling at monthly EXCOs.
- Ensure all work performed is backed up regularly as per ICT policies onto the CETA electronic servers.
- Apply/implement and undertake all activities and duties in line with policies, procedures and relevant laws and regulations applicable to the task at hand.
- Attend all risk, compliance, ethics and fraud prevention updates meetings, trainings and workshops as scheduled by CETA.
- Contribute to the risk maturity levels at the CETA.
- Follow protocols and report suspicious activities, corrupt or fraudulent activities that one is aware of; onto the CETA whistle blowing and fraud prevention hotline.
- Ensure that all relevant CETA registers, reconciliations and regulatory reports are compiled and submitted on time.
- Ensure that correct contact details are provided to stakeholders, as requested.
- Report any emergencies to the relevant divisional executives (or the Manager: Marketing & Communications) as and when they occur.
- Ensure that the Front Desk is always attended to during the working hours.
- Assist stakeholder by directing and guiding them where they require assistance from CETA.
- Attend and address all stakeholder queries timeously and effectively.
- Live and demonstrate exemplary behaviours driven and anchored on / by CETA values.
- Ensure that on-the-job training, learning and development is taking place.
- Share and play an effective role in ensuring that teams assist in achieving of strategic goals and mandate of the CETA.
- Contribute to the financial sustainability of CETA by ensuring no wasteful and fruitless expenditures are incurred in responsibility.
- Ensure that is assisting the business unit to operate within the allocated operational budgets.
- Attendance to development workshops and interventions as per agreed Individual Development Plan (IDP).
- Timeous submission of performance agreements and reviews.

**DESIRED SKILLS, EXPERIENCE AND COMPETENCIES**
- Matric plus any relevant qualification/certificate.
- Experience in reception and

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