Job Description

Maintain high standards of efficiency by being a key point of contact of businesses and operations and all external contacts.Key Responsibilities & Critical Success Measures

• Manage and maintain the switchboard system ensuring all calls/messages are forwarded to the appropriate staff member in a courteous and efficient manner
• Be first point of contact for welcoming all visitors/contractors, ensuring that they are comfortable and issued with the correct documentation
• Responsible for the smooth running of the Post Room and courier service, including mail, and ensuring mail shots are coded back to the appropriate departments
• Main point of contact for courier service provider, office lease and office insurance arrangement, office administration service provider, and fixed asset management.
• Maintain the office door entry system, issue entry card to new starters and ensure leavers are deleted from the system and report any system faults to the appointed security contractor
• Process invoices as requested by office administration related tasks to ensure accurate, up to date records are available at all times for this purpose
• Manage all meeting room bookings, update the staff contacts database as required to ensure the smooth continuation of reception services
• Manage the car pick up and flight ticket for the employees requested for business travel

Functional CompetenciesFunction:Administrative Excellence: Delivers world class administrative supportPlanning and Organising: Demonstrates an ability to plan, organise and execute activities using own initiativeProblem Solving: Identifies, analyses and diagnoses problems and suggest a viable solutionsCommunication: Expresses self in a clear, succinct and compelling manner in both individual and group situationsValuesBe Supportive\xc2\xb7 Provides clear feedback to help others improve.\xc2\xb7 Shares knowledge and skills with others.Be Better\xc2\xb7 Offers ideas or makes improvements to business outcomes.\xc2\xb7 Improves self through personal development.Be Pioneering\xc2\xb7 Is positive and responsive to unconventional approaches that create value.\xc2\xb7 Embraces change.Be Accountable\xc2\xb7 Delivers on what he/she promises.\xc2\xb7 Knows and promotes our brands.Be Enthusiastic\xc2\xb7 Brings energy, passion and commitment to work.\xc2\xb7 Celebrates success, recognises achievements of individuals and teams.Knowledge, Skills and Experience

• Previous reception and office administration experience
• Intermediate computer literacy in Word and Excel

Personal Characteristics

• Ability to work on numerous projects at one time, demonstrating commitment to all
• Excellent interpersonal skills with the ability to interact with all levels of the company

Office Secretaries