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The Receptionist plays a vital role in maintaining a customer service friendly and engaging environment at the front office. He/she is the director of first impressions and must act as an ambassador for the company/brand.
RESPONSIBILITIES:
To operate the switchboard
Welcome, provide general information and direct visitors to appropriate sections to facilitate the smooth operations of the practice
Manage the operations of the switchboard and place, screen, and route calls in accordance with guidelines given
Answer telephone calls in a friendly and courteous manner ensuring that callers are connected to the relevant department/officer
Assist callers with queries by providing basic information on request and directing them to the appropriate department
Take and deliver messages to employees
Greet and screen all visitors
Ensure that visitors remain in the Reception Area until the relevant person (s) is contacted
Ensure that Receptionist/Lobby area is maintained in a manner consistent with the Company’s image
Receive incoming and hand-delivered mail and deliver them to the appropriate personnel
Collect and balance all cash payments for walk-in clients
Responsible for accurately preparing all cash and cheque lodgments for dispatch to banks and business partners
Disburse petty cash in accordance with established company procedures
Reconcile petty cash and petty prepare reimbursement requests for approval
Draft letters and correspondence for patients and business partners that reflect professionalism and accurateness
Act as the Administrative director for the office regarding payment of bills, coordinating and organizing office activities and following up to completion
Conduct such other duties and responsibilities, appropriate to this post, as may be required by management from time to time
REQUIRED SKILLS AND SPECIALIZED TECHNIQUES
5 CXCs to include English Language, Mathematics and office procedures
1-2 years experience in a Doctors office as a Receptionist would be an asset.
Certified as a Front Office Agent from HEART Trust/NTA or a recognized educational institution
Must have intermediate to advanced knowledge about Microsoft suits such as Word, PowerPoint and Excel
Excellent Customer Service Skills
Ability to handle large cash transactions
Ability to type 45 WPM
Sound oral and written communication skills
Knowledge and understanding of the PBX telephone switchboard operations
Certificate in Telephone Techniques and Customer Service would be an asset
Good communication and interpersonal skills
Ability to work effectively in a team-oriented and multi-cultural environment
Effective time management skills
Ability to work under pressure and to effectively multiple task
Two (2) years experience as a Switchboard Operator in a fast paced environment