Receptionist/Administrator

Main Purpose of the Job:

PHR Code:

To provide professional reception and administrative support that support the efficient day-to-day operation of the office. The role manages reception activities while providing comprehensive administrative support to ensure operation of office service.

1

PHR Code:                              Key Performance Area (Objective): Weight: 30%

To provide a professional, courteous and efficient reception service  by managing visitors interactions ,telephones communications and reception activities within the Bank’s office

KPI Code (PHR):

Key Performance Indicators for this KPA

1

Welcome and assist visitors to the Bank’s office in a professional and courteous manner

2

Answer, screen and direct oncoming telephone calls promptly and efficiently

3

Maintain the reception area in a clean, organised and professional condition

4

Coordinate the booking and utilisation of meeting rooms and ensure meeting facilities are appropriately prepared.

5

Arrange refreshments for visitors and meetings where required.

2

PHR Code:                              Key Performance Area (Objective): Weight: 30%

Provide accurate and timely administrative support to facilitate efficient day-to-day operation of the office.

KPI Code (PHR):

Key Performance Indicators for this KPA

1

Perform general administrative duties and provide administrative support as required

2

Provide administrative support for meetings, projects, functions and other ad hoc activities as required.

3

Prepare, edit and format correspondence, reports, policies and other business document using Microsoft Office applications

Category: Quantity

3

PHR Code:                              Key Performance Area (Objective): Weight: 25%

Coordinate office support service to ensure the efficient management of mail, courier service, meeting facilities and stationery.

KPI Code (PHR):

Key Performance Indicators for this KPA

1

Monitor stationery stock levels and coordinate the ordering, receipt and distribution of office supplies.

2

Manage incoming and outgoing mail and courier service in accordance with procedural requirements.

3

Reconcile suppliers accounts, verify invoices for accuracy, and initiate payment requests for courier services, stationery and other related expenses in accordance with procurement and payment procedure

4

Liaise with suppliers and service providers regarding office consumables and deliveries.

5

Assist with other office support activities as required.

4

PHR Code:                              Key Performance Area (Objective): Weight: 25%

Provide flexible administration support to meet operational requirements. Contribute to efficient operation of the office through teamwork and identifying opportunities for continuous improvements.

KPI Code (PHR):

Key Performance Indicators for this KPA

1

Develop and maintain effective working relationship with employees and other stakeholders.

2

Provide flexible administrative assistance to support evolving business requirements and operational priorities.

3

Identify opportunities to improve administrative processes, service delivery and office efficiency.

4

Demonstrate professionalism, reliability, initiative and customer-focused approach in all interactions.

To ensure that mineral water for consumption by CCB staff is ordered on a weekly basis and empty bottles returned.

KPI Code (PHR):

Key Performance Indicators for this KPA

1

Bottles

To ensure that full bottles are received (with the assistance of Matsepo) and stored for use and empty bottles are returned on delivery of full bottles

2

Ordering

Sanitizing of machines and ordering of cups and 330ml bottles

3

Dispenser

Arranging of dispenser swapping whenever necessary

10

PHR Code:                              Key Performance Area (Objective): Weight: 5%

Managing of the daily newspapers

KPI Code (PHR):

Key Performance Indicators for this KPA

1

Daily

To ensure that newspapers are received on a daily basis and to follow up with them if the copies are not received

2

Subscriptions

To advise P & FMD Manager of when subscriptions are due for payment on a yearly basis

3

Invoices

To ensure all subscription invoices are prepared for payment

Formal Qualifications Required

Essential / Desirable

Matric (Grade 12)

Essential

Certificate/Diploma in Office Administration or related field.

Desirable

Professional Membership Required

Essential / Desirable

None

Job Related Experience Required

Essential / Desirable

General office administration principles and practices

Essential

Reception/Customer service practices

Essential

Basic supplier administrative processes

Desirable

Job Related Knowledge Required

Essential / Desirable

Good verbal and written communication skills

Essential

Professional telephone manner and customer service skills

Essential

Proficient in Micro soft Outlook and Word

Essential

Working knowledge of Microsoft excel

Essential

Working knowledge of Microsoft Power point

Desirable

Good organisational and time management skills

Essential

Attention to detail and accuracy

Essential

Ability to prioritise work and manage multiple tasks

Essential