Role Purpose
To direct phone incoming and outgoing calls via switchboard, provide general reception and administrative support in a manner that promotes the brand of the organisation and supports excellent external relations.
Financial
- Ensure and contribute to minimisation of general expenses
Client
- Build relationships with internal and external stakeholders (e.g. employees, service providers etc.)
Business processes
- Greeting and directing visitors in a courteous manner taking care that they feel welcome
- Answer, screen and dispatch calls in an accurate, timely and professional manner
- Direct and escalate calls appropriately with reference to internal systems and operational structures
- Show discretion and a sense of urgency when receiving calls or requests that relate to insurance related emergencies
- Take down and relay detailed accurate messages
- Request quotations for courier services, complete waybills, arrange collection and maintain stock of courier stationery
- Conduct a weekly stock take of office consumables and sundries
- Place orders for office consumables and office sundries as required in order to ensure minimum stock levels are maintained
- Prepare or facilitate the preparation of refreshments as required
- Manage bookings and scheduling of meeting room facilities
- Ensure that reception area, meeting rooms and boardroom facilities remains presentable throughout the day
- To remain up to date with staff on-duty
- Diary management for service delivery and act as liaison between the organisation and various service providers (, , vending machines, couriers, water coolers etc.) to ensure efficient communication regarding service delivery
- Submit invoices for approval and ensure accurate records are submitted to finance as required
- Prepare the stationery packs for new employees
- Provide ad hoc general administrative assistance as required
Learning and growth
- Live the RBS values
- Ensure continuous self-development
- Share information and knowledge with the team
Minimum Qualification and Experience
- Matric or equivalent
- A appropriate qualification would be advantageous
- Excellent communication skills (verbal and written)
- Good computer literacy
- A minimum of 2 years’ experience as a front desk receptionist in a large organisation