Job Description

Your duties will include offering administrative support. You will welcome guests and greet people who visit the Hospital. You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls.

You must deal with emergencies in a timely and effective manner, while streamlining office operations. Some multitasking abilities are essential.

Ultimately, your duties and responsibilities are to ensure the front desk welcomes guests positively, and administrative tasks are executed in a timely manner.

Key Responsibilities

· Greet and welcome guests as soon as they arrive at the office

· Direct visitors to the appropriate person and office

· Answer, screen and forward incoming phone calls

· Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)

· Provide basic and accurate information in-person and via phone/email

· Receive, sort and distribute daily mail/deliveries

· Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)

· Order office supplies and keep inventory of stock

· Update calendars and schedule meetings

· Perform other clerical receptionist duties such as transcribing, filing and photocopying.

· And any other reasonable duties as directed by management from time to time

· Ensuring all staff members sign the staff register and enter car details. They sign in and out every time they enter and exit the building

· Welcoming visitors and ensuring they sign the visitors register

· Booking meeting rooms

· Managing the booking in and out of keys

· Managing the booking in and out of mobile phones

· Summarizing the staff register on a weekly basis, ensuring all absences and lateness are captured and highlighted to HR

· Sending daily clock in report to Payroll

· Managing the booking in and out of raincoats and any other company items as required

· Collating all stationary orders and forwarding to finance

· Complete weekly stock checks of stationary, SALT items, OT items, Activity Rooms, Sensory Rooms, ADL Kitchen, Family rooms.

· Collating various daily/weekly/monthly audits completed by other staff members and ensuring paperwork is compliant

· Taking ownership of outgoing post

· Any other reasonable duties as directed by management from time to time

Required Knowledge, Skills, and Abilities

Previous work experience as a Receptionist, Front Office Representative or similar role. Proficiency in Microsoft Office Suite. Hands-on experience with office equipment (e.g. fax machines and printers). Professional attitude and appearance. Solid written and verbal communication skills. Ability to be resourceful and proactive when issues arise. Excellent organizational skills. Multitasking and time-management skills, with the ability to priorities tasks. Excellent Customer service attitude.