Receptionist: Office of the Regional Manager at Department of Higher Education and Training

REQUIREMENTS :

• An appropriate national senior certificate/grade 12 certificate (Vocational) (NCV) Level 4 certificate. An appropriate bachelor’s degree/national diploma (NQF Level 6) in Administration/Management or related qualification will serve as an added advantage.
• A minimum of one (1) to two (2) years’ working experience in rendering receptionist, administrative and secretarial support services will be an added advantage.
• The ideal candidate should be proficient in MS Office, typing, and written and verbal communication skills. Organisational and prioritisation skills. Customer care and Client orientation skills. Telephone etiquette and document management are some of the skills required for this job. Ability to work in a team and independently. 

DUTIES :

• Render reception services to the Office of the Regional Manager. Receive and direct telephonic and electronic calls and messages. Liaise with clients, managers and related stakeholders as directed. Receive and engage visitors. Keep a logbook of each day’s visitors. Ensure a clean reception area. Exercise control of access to the Office of the Regional Manager.
• Arrange and provide refreshments for visitors /clients as directed. Provide general administrative support services to the office of the Regional Manager. Receive and administer the flow of information and documents in the Office. Prepare and distribute documents as directed. Assist with enquiries related to the Office. Administer the procurement process of office equipment and stationery.
• File/store trace and electronically and manually retrieve documents and files. Assist with processing of claims for travel and accommodation. Assist with administration of leave for staff in the office of the Regional Manager. Provide general secretarial services to the office of the Regional Manager. Assist with the arrangement of meetings. Organise logistics for the meeting.
• Assist with the preparation of documentation for the meetings. Execute all claims for travel, accommodation, and rental cars. Assist with an effective flow of information and documents: Direct received a submission to relevant managers within the office of the Minister. Ensure the safekeeping of documentation.
• Responds to enquiries received from internal and external stakeholders as directed. Draft documents as required. N.B. All shortlisted candidates will be required to complete a relevant competency exercise.