Receptionist - Cape Town House

2 weeks ago

Cape Town, South Africa Nazareth Care Full time

**The position serves as the first point of interaction with residents, visitors, clients, prospective donors, and staff members at Nazareth House Cape Town.**
**He / She will be the face of the organization and will have to demonstrate and live the core values of the sisters of Nazareth, with hospitality being at the forefront, and he/she will serve by welcoming and helping in whatever way needed.**

**The following characteristics must be ingrained in his / her day-to-day management of self: multi-tasking, flexibility, telephone skills, customer service attitude, time management, organizing, attention to detail, word processing, professionalism, scheduling appointments, maintaining records, and confidentiality.**

**THE POSITION REQUIRES**:
**GENERAL DUTIES AND RESPONSIBILITIES**:

- Donation & Fundraising Management:

- Receipt of donations in kind
- Receipt of cash donations
- Dispatching of donations to correct areas
- The recording of donations on the donations management system
- Donor interaction and hospitality
- Assist with fundraising when required

**House fleet management**:

- Co-ordination of daily trips and transport bookings
- Driver allocation, planning, and organizing of all trips, i.e. hospitals, school runs, shopping trips, donor collection
- Management of fuel cards and reconciliation

**Reception management**:

- Timesheet management - print and distribute departmental timesheets
- Ensure the reception area is tidy and presentable at all times, with all necessary stationery and material (e.g. pens, forms and brochures), ordering as and when required, verifying receipt of supplies
- Welcoming residents and visitors by greeting them, in person or on the telephone, answering or referring enquiries, issuing visitors cards and signing of visitors’ books and directing them to the correct person / office
- Answering, screening and forwarding of incoming phone calls and transferring calls as necessary
- Take and ensure messages are passed to the appropriate staff member
- Performing ad-hoc administration duties, including photocopying, faxing, transcribing, etc
- Maintaining office security by following safety procedures
- Develop and implement front of house checklists
- Fault reporting and scheduling equipment service and repairs for all equipment
- Inspect public areas and bathrooms on a daily basis and report to Housekeeping if cleaning is required.

**Administration**:

- Handle all internal communications
- Ensure that source documents and other relevant paperwork are filed correctly
- Health and Safety - the secretarial role
- Handle incoming and outgoing mail
- Keep resident appointments on schedule by notifying the provider of resident's arrival; review service delivery compared to program; remind provider of service delays
- Comfort residents by anticipating residents' anxieties; answer residents' questions
- Keep updated records of office expenses and costs
- Help residents in distress by responding to emergencies
- Maintain operations by following policies and procedures; suggesting needed changes
- Assist Finance Department and Regional Office where required
- Print and distribute ADL’s for the nursing team at their request
- Log compliments and complaints received on the appropriate register
- Report all IT and maintenance faults
- Order, receive, manage, and allocate all stationary stock
- Assist all departments with prints/printing
- Assist HODs with general ad hoc administrative tasks
- Update and maintain all notice boards in all facilities
- Staff birthdays
- Resident birthdays
- Weekend HOD roster and weekend reports file
- Any resident services that need to be booked
- hairdressing, manicures, pedicures, shopping trips, event attendance etc need to be booked at reception

**Occupancy**
- Take and ensure messages regarding leads are passed to the appropriate staff member on a timely basis
- Assist in the management of site visit bookings
- Assist in preparing for site visits
- Welcome and assist walk-in guests that are interested in site visits
- Assist with key management of locked showrooms

**Hospitality Management**:

- Conference room management
- Updating calendars and keeping track of bookings and attendance sheets
- Arranging travel and accommodation, including room bookings
- Optimising function room bookings by scheduling appointments in person or by telephone
- Handling event coordination, both internally and externally
- Manage bookings of boardroom, parish room and conference room (coordinate with housekeeping and kitchen where required)
- Inspect parish room, boardroom and conference rooms on a daily basis and report all necessary tasks to relevant department (housekeeping, maintenance, etc)
- Setup and breakdown of parish room, boardroom and conference rooms as and when required (along with housekeeping)
- Stock control and distribution of events cutlery and crockery as and when required
- Staff farewell parties

**COMPETENCIES DESIRED (MUST HAVE)**:

-

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