Temp Receptionist

**Position Title**
- Receptionist**Required minimum qualification (if relevant)**
- Standard 10 (Grade 12) / N3 or equivalent with English as 2nd Language minimum**Required minimum work experience**
- 5 year’s experience in a corporate environment with a proven track record as receptionist**Reports to**
- HR Advisor: CPT & ER**Reporting into this job**
- NA**PRIMARY OBJECTIVE**
- Responsible for front line reception, switchboard and admin duties as assigned, ensuring callers & visitors are professionally assisted portraying an exceptional business image as per Company Core Values.**Key Performance Areas**

**Main Task/Inputs**

**Expected results/Outputs**
- 1.
- **Safety Health Environment &**

**Quality**
- Ensure compliance to Safety Health & Environment expectations. Promote Safety Health & Environment initiatives.

Ensure all work done meets the expected quality.
- Zero incidents. Incidents reported timeously.

People and environment is safe.

No customer complaints.
- 2.
- **Reception**
- Ensures that visitors feels welcome all visitors and offered refreshments while are in the reception area. Ensures that all visitors sign the visitors register on arrival

Ensures that the reception area is tidy and presentable with all the necessary material and stationary at all times

Ensures that visitors are collected by their hosts to location of meetings

Receives deliveries and ensures that appropriate recipients are notified promptly.
- Professional front line image/services projected Compliance to security procedures

Staff contacted to receive visitors

Corporate image enhanced

Deliveries distributed timeouslyVisitors log book properly completed.

Visitors have visitor badges/stickers.

Refreshments offered to visitors while waiting at reception.

Visitors feels professionally assisted.
- 3.
- **Switchboard**
- Answers promptly, screens and forwards incoming calls. Ensures that telephone network/phones are in working order at all times.

Ensures that the voice message in the switchboard is always appropriate and relevant.

Ensures that overflow calls are properly directed. Calls transferred appropriately and to the correct individual.

Calls are professionally managed.

Callers are professionally assisted.
- 4.
- **Postage**
- Franks all external mail appropriately and records letters to be posted in postage book. Coordinates dispatching of parcels/brochures/ invoices etc. to appropriate recipients.
- Entries in postage book correct and up to date Correct postage franked on outgoing letters

Parcels and brochures dispatched timeously

Tasks completed on time
- Performs tasks associated with postage, registration and fast mail. Updates franking machine electronically with money.

Arranges deliveries and collections by courier
- Franking machine operational at all times- 5.
- **General**

**Administration**
- Arranges flights, accommodation etc. for HR Dept. travels Assists with admin duties as assigned from time to time

Assist in any other reasonable activities ask asked from time to time
- Items collected/delivered timeously Flights, accommodation and transport arranged and confirmed with the traveler.

All reasonable requests are followed.

Admin duties completed timeously

**COMPETENCY PROFILE**

**Skills/Knowledge/**

**Company**

**Qualification**

**Description**

**Proficiency Level**- **Compliance**
- Properly follows company policies, procedures and established guidelines; Understands the Switchboard and reception processes performed by a position and interacts effectively with the people performing related processes;
- Demonstrates impact of none compliance to processes, procedures and policies. Demonstrate confidence and ability to live company value or report none compliance in an appropriate level.- **Computer literacy**
- The ability to understand and operate computer software packages- Shares knowledge of adequate processes, procedures, and policies with others- Microsoft Office Excel, Word and PowerPoint
- SMART & MAPS systems o Switchboard- **Safety, Health,**

**Environment &**

**Quality awareness**
- Displays an awareness of SHEQ policies and regulations. Understands personal responsibility and obligations with regard to SHEQ.
- Monitors SHEQ performance and recommends improvements in SHEQ procedures. o SHE Laws and Regulations, etc.-
- **Technical skills & knowledge**
- Possesses, maintains and applies the Switchboard skills and knowledge. Ability to provide exceptional client service.

Ability to interact with strangers.
- Zero calls dropped. Zero caller complaints.

Good company image portrayed- **Effective Communication**
- Excellent verbal communication skills minimum in English Language. Active listening.

Ability to pitch the communication to the appropriate level.
- Connect callers and visitors with the right individuals. Customer queries and requests addressed.

Messages relayed properly.- **Interpersonal Skills**
- Collaboration and team work Giving and receiving of feedbac