Responsibilities:

• Manage the switchboard in an efficient, effective, courteous and prompt manner
• Distribute messages promptly (i.e. Email /Skype messages to staff)
• Screen and direct all calls to relevant staff members
• Ensure that lists of all staff contacts details are kept up to date (i.e. Extension lists, contact details, educator details, birthday list of all staff and educators)
• Direct all prospective student enquiries to the relevant staff in the recruitment department
• Ensure that the portable telephone is always managed & charged
• Ensure and manage security at frontline/entrance
• All campus visitors must be screened and assisted in a courteous, pleasant, professional and friendly manner
• Direct visitors to relevant members of staff
• Maintain availability of relevant brochures and forms in consultation with the registrar and marketing manager
• Answer General Enquiries
• Handover to evening receptionist on a daily basis and ensure smooth operations until closing time
• Ensuring voice message and recording is up to date on switchboard when campus is closed. Monitor and manage all public holidays and year end messages on voice message for incoming calls
• Supervise and ensure Housekeepers receives all communication and notices related to the Campus
• Maintain Office Supplies (i.e. Stationery, Refreshments, Vending Machines)
• Handle all incoming and outgoing mail
• Ensure mail is regularly taken and picked up from the reception by the operations coordinator/manager
• All mail to be distributed to the appropriate members of staff
• Parking allocation & management
• Access card administration
• Provide typing and other administrative support as delegated by management
• Assist with filing, printing, binding etc
• Be available to work hours if and when required by line manager. This may be necessary when evening classes are not running on specific days and days hours will be made up

Qualifications and Experience:

• National Diploma in Office Administration
• Computer Literacy (MS Office)
• Minimum of 3 years’ experience within a medium-sized enterprise in Reception and/or Customer Service