Job Description

An insurance company based in Rivonia/Johannesburg is currently seeking a Receptionist to ensure a friendly and helpful manner at all times in Frontline / Reception and when answering switchboard. Service clients and visitors by greeting, welcoming, and directing them appropriately. Notifying company personnel of visitor arrivals. General secretarial and administrative support for office staff.
Matric / Relevant Experience
Effective time management skills, computer literacy (word, excel, outlook), Email and Telephone Etiquette, SOP Concept
Minimum 3 years relevant work experience in Reception / Administration

• Results oriented
• Commitment
• Continuous Learning
• Ethical behaviour (Honesty, Integrity & Reliability)
• Proactive / ability to use initiative / innovation
• Good people skills
• Logical & Analytical Thinking
• Team work
• Ability to function independently and under pressure
• Conflict resolution
• Good interpersonal and communication skills with the ability to interact effectively with all levels of employees and maintain confidentiality
• Accuracy and Quality driven - attention to detail
• Flexibility and adaptability to change

Reception:
Switchboard - answering, screening and transferring of calls
Answer incoming telephone calls, determine purpose of calls, and forward calls to appropriate personnel or department
Telephone calls are answered promptly and in a courteous manner
Callers are given the option of leaving a message and these are passed on to the appropriate person in a timely manner
The movement of staff is maintained so callers can be told when they will be available
Front desk - welcome onsite visitors, determine nature of business and announce visitors to appropriate personnel
Front desk duties followed in a courteous and polite manner
General inquiries are directed to appropriate staff
The movement of staff is maintained so callers can be told when they will be available
All visitors to the Office are greeted appropriately and made to feel welcome.
Tea or coffee is offered when this is appropriate
The reception area is tidy and welcoming
Personal presentation is of utmost importance - be presentable and friendly at all times
Administration:
Maintaining up to date and accurate registers, including:
Telephone Extension List
Email List
All other lists if required.

• Incoming / outgoing mail
• Maintenance of stationery stock levels, and ordering of stationery (Monthly)
• Courier- parcel collections and deliveries to clients and branches
• Any other ad-hoc duties

Managing own area of control:
At all times:

• Ensure filing system is in place and maintained
• Timely Responses to email and telephonic messages.
• Ensure that accurate record is kept of all new matters received
• Maintaining professional behavior and work ethic
• Pursue personal development of skills and knowledge necessary for the effective performance of the role
• Display personal accountability for own actions, quality of work and personal development
• Ensure that all deadlines are met and that Standard operating Procedures are adhered to
• Be punctual, keeping to prescribed hours/ timekeeping
• Exhibit the core values of the business at all times (Professionalism, Integrity, Perseverance, Positive Attitude)
• Team player and adhere to the backup arrangement as required by department to ensure cohesion
• Perform adhoc duties as allocated from time to time