The Primary purpose of this position is to receive and welcome everyone entering the Trust office, you are the first person anybody walking in the premises meets.
The position further extends to coordinating all front desk activities, including distribution of correspondence, redirecting phone calls.
RESPONSIBILITIES
General office administration and assisting with departmental administrative duties from time to time, including office maintenance, data capturing, assistance with Gift in Kind (GIK) project and coordination of all meeting logistics in the Trust office.
If this describes you, then you are the standout Receptionist we need at our front desk to help deliver on our vision to provide high quality, accessible child healthcare through sustainable funding at the Trust.
Your experience required will extend to the following responsibilities, but not limited to these.
Manage the front office and meeting logistics:
Greet and assist all visitors to the Trust in a professional and courteous manner.
Offer refreshments to visitors.
Answer all incoming telephone calls timeously and professionally, direct calls, take and relay messages accurately.
Keep an updated list of internal telephone extensions.
Arrange hospital tours as and when requested.
Assist the ICTS Manager in making sure that the telephone system is in working order and there are no problems with the line; if there are any problems, contact ESA Partner.
Oversee and coordinate all office cleaning which will include Steiner orders, daily cleaning company (Top & Nos) and carpet cleaning (Fresh Dry).
Manage office grocery shopping in line with budget.
Identify and resolve all courier queries (payments, delivery etc).
Inform staff of receipt of requested stationery and follow correct procedure of issuing stationery (management approval of orders).
Order stationery from supplier.
Postal mail management: receive, sort and distribute mail, ensuring that all incoming and outgoing mail is recorded appropriately and distributed to the relevant department or persons.
Ensure that all office and reception admin is up to date.
Manage e-mails addressed to CHT mailbox and forward to relevant staff member.
Assist the OM in the coordination of the WFO weekly schedule and circulate to all staff.
Assist the OM in drafting donor Thank You letters
Update staff birthday list and work anniversary list and ensure all staff provide birthday messages, create digital cards and send to CEO for distribution.
Taking of minutes when required.
Record all CHT postage payments, bank statements and tax invoices record in book.
Assist all the CHT departments (Donor Relations, Operations, HR, Finance and Office Management) with administrative needs and when it arises in consultation with department Heads and Line Manager.
Ensuring donor information is captured accurately in consultation with Donor Relations Managers and ICTS Manager.
Assist with GIK donations: recording all donations on database and drive and thanking donors.
Manage the boardroom and meeting room calendars via Outlook.
Ensure the meeting rooms are ready for all meetings at the Trust (Trustee meetings, board meetings, donor meetings etc).
Assist with contacting Hospital Management with booking the Multi-purpose Function room for meetings.
Responsible for screening all staff and visitors who enter the Trust office i.e take their temperature and record.
REQUIREMENTS
Relevant Further Education and qualification or equivalent.
Must be highly skilled in MS Office (Word, Excel, PowerPoint) and experience in CRM database capturing / updating is beneficial.
An office management qualification or basic reception training will be an advantage.
Three years’ reception and general office admin experience.
Customer service experience.
Three years’ experience in managing outsourced service providers.
Front office or office management experience is essential.
HOW TO APPLY
Send your CV to: ayiesha.solomon@chtrust.org.za
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