Receptionist at Beacon of Hope Vocational Training College

Job Summary

The position is to provide administrative and office secretarial and logistics support to the assigned department and create a welcoming atmosphere for all the visitors and support staff accordingly.

Receptionist Job Duties and Responsibilities

Reception

• Keep the reception area clean, neat and tidy and give a warm welcome to clients and visitors.
• Screen all visitors to determine the purpose of their business within the premises and use discretion as to whether they can be granted access or whether they need an appointment
• Keep a daily record and including contacts of all visitors/parents.
• Assist the security team by keeping a lookout for any suspicious activities or any incidence or occurrences that require reporting to the head of security
• Dispatch any mail and deliveries sent to the academy to the relevant person
• Communicate any information to parents or guardians as required
• Direct Job applicants to leave their application at the administration block
• Handling both outside and inside callers with courtesy and respect.
• Note down any messages from clients to academy staff who may be out of office
• Assist in making emails/ calls to stakeholders during official functions when requested

Office Support

• Monitor and control the use of the stationary ensuring there is prudent use of this stationary.
• Type and copy all the required office documents as requested by the academy team
• Assist the head teacher’s in ensuring that school policies and procedures are carried out at all times
• Have overall responsibility for the efficient administration in such matters as updating schemes of work, typing of examination papers and other reports.
• Keep an organised record and backup of all records of the department that may be required for future reference such as reports
• Ensure the working environment is pleasant and safe for pupils, and staff and recommend any improvements to the Head Teacher and head of Housekeeping
• Monitor and record attendance of parents or guardians at parents’ meetings and arrange alternative meetings where necessary
• Assist the Head teacher and other academy staff in procedure of ordering items for the section such as furniture, other equipment, and stationery
• Liaise with the administration department in repair or replacement of any damaged tools and equipment
  other similar duties;

Record Keeping

• Enter data for the department into the Data system for purposes of reporting and generating reports for internal use and to send to partners.
• Develop an internal comprehensive filing systems for all documents on hard and softcopy.

Financial record keeping

• Ensure that all the financial records regarding student payments are updated daily and prepare summary reports as requested from time to time for the Academy or Finance department use.
• Inform all parents and guardians of the proper procedure to make payments

Other duties

• Participate in the daily devotion with other staff members.
• Perform other duties as assigned.

Specialized Training/Professional Qualifications for the Receptionist Job

• At least 3 years experience in a similar position
• Diploma in secretarial studies
• At least 3 years experience in a similar position
• Good communication and writing skills.
• Proficiency in computer packages such as MS word, power-point and spreadsheets. Must have knowledge of desktop publishing.
• Strong organizational, office and time management skills and a good planner
• Strong interpersonal and inter-cultural skills.
• Dynamic, proactive and creative.
• Strong sense of initiative and self-drive.
• Ability to work with minimal supervision.
• Good interpersonal, public relation and customer care skills
• Must have good typing skills
• Good spoken and written English and Kiswahili.
• Possess basic bookkeeping or accounting skills.
• Ability to multitask.

Special Working Conditions

• The job may demand long hours of work and at times work under pressure. The nature of work requires that strict deadlines must always be met.