Receptionist - Cape Town at Unique Personnel

Duties and Responsibilities

• Attention to detail
• Welcome and monitor on-site visitors, determine nature of business, and announce visitor to appropriate personnel
• Offer refreshments when needed
• Operate multi-line telephone system to answer all incoming calls
• Direct callers to appropriate personnel
• Retrieve messages from voice mail and forwards to appropriate personnel
• Ensure that switchboard is switched on and working by 8am and switched over to answering machine at 4pm
• Process Pastel Tax Invoices on supply. Ensure that the correct stock is invoiced, and that payment is received in full before client leaves the office
• Take payments for services and products. Record entry in receipt book and indicate file number as well as applicable payment method
• Make patient bookings
• Manage consultants’ day sheets
• Maintaining database on referring doctors’ practice numbers and contact details including email addresses
• Populate Sales Conversion Report as referrals come through.
• Opening and updating of patient files. 
• Send, receive, sort, and route mail; maintain and route publications
• Safe-keeping of cash – hand over large amounts to Operations Manager to lock in safe.  Daily cash up to be done
• Complete a variety of administrative duties
• Perform other clerical duties such as filing, photocopying, and organising on request from line manager.
• Order, receive, and maintain office supplies
• Order cartridges for all printers in the office
• Dress code – always looking professional and presentable.
• Ensuring that reception area is always neat and tidy and presentable.
• Understanding company procedures and policies

Inherent Requirements    

Qualifications and Competency Criteria

• Essential:  Grade 12 pass
• Job specific in-service training to understand customer needs, and associated products
• Proficiency will be determined by both theory test results and practical assessments
• Periodic assessments and performance evaluations to assess ongoing competency

Experience

• Proficiency in Microsoft Office suite
• Minimum of 2 years’ experience in reception and office administration duties
• 1-2 years of administrative experience in a sales or customer service role, experience in a medical device or healthcare industry preferred

Knowledge, Skills and Abilities

• Strong written and verbal communication skills
• Must have own reliable transport
• Ability to work well under pressure and with large volumes of work
• Display strong attention to detail
• Ability to multitask, prioritize and remain organized

Minimum Qualification  

•  Matric / Matric