Job Openings at Services Seta

Description

Reception and Frontline Services

• Welcome and assist visitors professionally
• Maintain a clean and organised reception area
• Ensure visitors sign in and are directed appropriately
• Provide refreshments for visitors when necessary
• Communicate estimated waiting times to visitors

Switchboard Operations

• Answer and direct incoming calls efficiently
• Screen and transfer calls to relevant personnel
• Take and relay messages promptly
• Ensure all calls are handled courteously and professionally

Administrative Support

• Maintain a log of all visitors and calls received
• Assist with document photocopying, scanning, and binding
• Distribute mail and internal documents to relevant departments
• Support frontline operations with general administration tasks

Operational Excellence and Compliance

• Uphold the corporate image and values of Services SETA
• Report maintenance issues affecting reception services
• Ensure security procedures are followed at reception
• Handle basic troubleshooting of office equipment

Optimization of the Unit

• Efficiency in managing incoming calls and visitor interactions
• Stakeholder feedback on service levels
• Timely and accurate dissemination of messages and documents
• Compliance with corporate reception and customer service standards

Requirements

• Matric or equivalent certification (NQF level 4)  
• 1-2 years of experience in a reception, customer service, or administrative role
• Experience or knowledge of the SETA environment is an advantage

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Description

Frontline Management and Supervision

• Oversee receptionists and switchboard operators
• Develop and implement service standards for frontline operations
• Ensure coverage at reception at all times, including during staff absences
• Monitor and assess performance of reception staff and provide coaching where necessary

Customer Service and Stakeholder Engagement

• Ensure visitors and callers receive professional and efficient service
• Handle escalated queries and complaints
• Conduct periodic assessments of service delivery and recommend improvements
• Maintain strong relationships with internal and external stakeholders

Operational and Administrative Functions

• Develop schedules to ensure reception coverage during leave periods
• Ensure accurate record-keeping of visitors and calls
• Support receptionists in administrative tasks, including document handling and meeting room bookings
• Report and follow up on maintenance issues affecting reception services

Strategic Alignment and Compliance

• Ensure compliance with organisational policies and procedures
• Train and develop reception staff on best practices and corporate standards
• Provide input on workforce planning for the frontline function
• Prepare reports on frontline performance and service issues

Achievement of Work Plans

• Effective supervision of receptionists and switchboard operators
• Quality and responsiveness of customer service at reception
• Stakeholder feedback on service delivery
• Compliance with organisational policies and procedures

Requirements

• Matric or equivalent certification (NQF 4 Level)
• National Diploma (NQF Level 6) or equivalent qualification in Business Administration, Customer Service, or Communications
• 3-5 years’ experience in a frontline, customer service, or administrative supervisory role
• Experience in a SETA or government environment is preferred