CETA: Receptionist

Role 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:

• Operate the CETA’s receiving and transferring telephone calls, announcing callers, taking brief messages and passing these on via the email system or connecting callers to staff members personal direct line voicemail.
• Direct all voicemail messages on main office number to staff members.
• 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.
• 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.

Requirements:

• Grade 12 / Matric plus any relevant qualification/certificate.
• Experience in reception and switchboard management.
• Knowledge of Microsoft Outlook (for sending emails)
• Knowledge of Microsoft applications (Excel, Word, PowerPoint) will be an advantage.
• Ability to exchange information in a polite and helpful manner and must have a passion for customer service excellence.
• Good interpersonal relations.

Skills and Competencies:

The following Attributes are necessary to succeed in this role:

• Punctual, self-discipline and a motivated team player.
• Ethical consciousness and conduct in all dealings with the matters of CETA.
• Emotionally intelligent and communicates well across all levels.
• Analytical and pay attention to detail.
• Deadline driven.
• Adaptable and problem-solver.
• Excellent negotiation and organising skills.
• Innovative and creative self-starter.
• Ability to work with difficult individuals.