Receptionist

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