REPORTS TO: HR & Finance Coordinator
REGION: Durban
MAIN PURPOSE OF THE JOB:
The main purpose of the role is to provide an efficient and professional reception for FBSA and to provide general administrative support to support departments i.e. Human Resources, Finance, Fundraising, Communications. The key function is to multitask and prioritise workload to ensure demands are met within the appropriate timescales.
KEY RESPONSIBILITIES (Key elements of the job)
• Provide a warm professional welcome to internal and external visitors to FBSA ensuring an excellent first point of contact for everyone
• To project an excellent telephone manner and manage a busy switchboard with smooth efficient transferring of incoming calls to the relevant parties
• Keeping reception areas clean and tidy at all times
• Updating internal telephone records of staff contact numbers and job titles
• Manage and facilitate a room booking system
• Arranging maintenance visits and logging the duration thereof
• Ordering and monitoring the levels of stationery for all departments
• Responsible for travel arrangements and hotel bookings as and when required
• Generally providing administrative support to other departments as and when required
• Responsible for general filing, faxing and photocopying
• Arranging tea/coffee for clients when required
• Arranging catering when required
JOB COMPETENCIES (Knowledge, Skills and Experience)
• Matric
• Secretarial Qualification/Diploma
• Minimum 2 years general administrative experience
• Experience of using office software applications/packages
• Switchboard experience is a prerequisite
• Previous reception skills would be an advantage
ATTRIBUTES
• Passion for working in NGO sector and making a difference in society
• Excellent communication skills
• Ability to pay attention to detail
• Ability to be receptive in change
• Good analytical skills, numerate and literate
• Ability to perform in a team
• Ability to communicate effectively both orally and in writing.
• Must be able to pass criminal background checks and credit reference.
• The highest level of personal integrity is essential
