Receptionist - Construction Education & Training Authority

JOB 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.
• Manage the organisation’s visitor register and direct such visitors and service providers according to CETA’s guidelines and protocols, which will be set by the Manager: Communications & Stakeholder Management.
• 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 an inventory of stock.
• Update calendars and schedule meetings.
• Arrange travel and accommodations and prepare vouchers.
• Keep updated records of office expenses and costs.
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing.
• Route incoming and outgoing mail.

• Maintain postage machine: refill postage, submit supply requests and schedule maintenance.
• Route inter-office mail. Maintain interoffice envelopes.
• Scan, Send and receive faxes.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
• Provide logistical support to meetings held in the Board Room, to include preparation of meeting and conference rooms and assist in arrangements for catering provisions.
• Raise matters about adherence with internal policies and procedures.
• Ensure compliance to Health & Safety protocol for the CETA.
• Contribute to the review and update of the CETA policies and procedures.
• Prepare and submit to supervisor accurate, complete and credible monthly reports as required for consolidation and tabling at monthly EXCOs.
• Ensure all work performed is backed up regularly as per ICT policies onto the CETA electronic servers.
• Apply/implement and undertake all activities and duties in line with policies, procedures and relevant laws and regulations applicable to the task at hand.
• Attend all risk, compliance, ethics and fraud prevention updates meetings, trainings and workshops as scheduled by CETA.
• Contribute to the risk maturity levels at the CETA.
• Follow protocols and report suspicious activities, corrupt or fraudulent activities that one is aware of; onto the CETA whistle blowing and fraud prevention hotline.
• Ensure that all relevant CETA registers, reconciliations and regulatory reports are compiled and submitted on time.
• Ensure that correct contact details are provided to stakeholders, as requested.
• Direct any calls to the relevant divisions and relay messages to respective employees via email.
• Report any emergencies to the relevant divisional executives (or the Manager: Marketing & Communications) as and when they occur.
• Ensure that the Front Desk is always attended to during the working hours.
• Assist stakeholder by directing and guiding them where they require assistance from CETA.
• Attend and address all stakeholder queries timeously and effectively.
• Live and demonstrate exemplary behaviours driven and anchored on / by CETA values.
• Ensure that on-the-job training, learning and development is taking place.
• Share and play an effective role in ensuring that teams assist in achieving of strategic goals and mandate of the CETA.
• Contribute to the financial sustainability of CETA by ensuring no wasteful and fruitless expenditures are incurred in responsibility.
• Ensure that is assisting the business unit to operate within the allocated operational budgets.
• Attendance to development workshops and interventions as per agreed Individual Development Plan (IDP).
• Timeous submission of performance agreements and reviews.

DESIRED SKILLS, EXPERIENCE AND COMPETENCIES

• 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.
• Training in switchboard operation
• Ability to exchange information politely and helpfully and must have a passion for customer service excellence.
• Good interpersonal relations.

The following Attributes are necessary to succeed in this role:

• Punctual, self-disciplined and 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.

REMUNERATION AND BENEFITS

Remuneration for this role is a negotiable basic plus benefits package per annum, in line with the CETA Remuneration Policy and the applicable salary scales. A competitive package will be negotiated to attract best candidates.

The appointment will be a long-term appointment linked to CETA licence, subject to satisfactory performance as per Performance Management Policy of the CETA.