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Key Responsibilities
Front Desk & Visitor Management
Serve as the first point of contact for visitors, staff, and external stakeholders.
Greet visitors professionally, determine the purpose of visit, and direct or escort them to the appropriate staff or office.
Ensure visitor access is managed in line with organisational procedures and basic security protocols.
Maintain a clean, organised, and professional reception area at all times.
Communication & Telephone Handling
Operate telephone systems to receive, screen, and forward calls.
Provide basic information or take accurate messages where required.
Maintain logbook of incoming and outgoing telephone calls where applicable.
Ensure timely communication of messages to relevant staff members.
Mail, Dispatch & Record Management
Receive, record, sort, and distribute incoming and outgoing mail, courier, and official correspondence.
Maintain proper registers for dispatch, courier, and document movement.
Ensure accurate documentation and tracking of all incoming and outgoing communications.
Administrative & Clerical Support
Perform basic administrative tasks including filing, photocopying, document handling, and data entry.
Maintain organised filing systems for documents processed through reception.
Assist administrative staff in routine office support tasks as required.
Coordination & Office Support
Provide information about office structure, departments, and staff when required.
Support coordination of meetings by informing staff of visitor arrivals and appointments.
Receive and record internship and job applications and forward them to the relevant unit.
Ensure availability and proper display of organisational materials and branding at the reception area.
Confidentiality, Safety & Conduct
Maintain confidentiality of organisational records, communications, and visitor information.
Observe and report any unusual or suspicious activity to the supervisor.
Ensure respectful, professional, and non-discriminatory interaction with all visitors and staff.
Adhere to organisational policies including Code of Conduct, safeguarding, PSEAH, confidentiality, and Do No Harm principles.
Other Duties
- Perform any other duties related to reception, administrative support, or organisational priorities as assigned by the supervisor.
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