Receptionist

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Job Summary

As a receptionist in the bank, your primary purpose is to ensure a positive and professional first impression for all visitors and callers. You are responsible for providing courteous assistance, accurate information, and efficient support to visitors and staff members. Your role contributes to the overall smooth operation of the bank by managing the reception area and facilitating effective communication.

Job Description

Greeting and Assistance

• Courteously greet and assist all visitors upon their arrival at the bank.
• Provide accurate information and guidance to visitors regarding their inquiries or appointments.
• Accompany and guide visitors to their desired destinations within the building as required.

Telephone Management

• Answer incoming calls promptly and professionally, redirecting them to the appropriate recipients or departments.
• Take accurate messages and ensure they are promptly delivered to absent recipients.
• Provide correct and relevant information to callers to assist with their queries.

Document Handling

• Receive, record, and organize all incoming and outgoing letters and documents.

• Hand over letters and couriers to messengers for internal distribution.

• Maintain cleanliness and organization of the reception area
   

Information Management

• Update and maintain the internal telephone directory to reflect changes in staff members.

• Provide relief support to the Telephone Operator during leave or absenteeism as required.

Visitor Management

• Manage the visitor's book, accurately recording visitor details and purpose of visit.

• Oversee the distribution and collection of visitor badges for security purposes.

Administrative Support

• Perform any other related duties as directed by the Line Manager.

• Assist with administrative tasks to support the smooth functioning of the reception area and bank operations.

Role/Person Specification

Preferred Education:

• Basic educational qualification is required.

• Possession of a valid driver's license and certifications related to safe driving practices are preferred.

• Courses or certifications in customer service can be advantageous.

• Knowledge of office procedures and practices can be beneficial.
   

Preferred Experience:

• Prior experience in a similar role, preferably in a corporate or customer-facing environment.

• Experience in providing excellent customer service and handling inquiries effectively.

• Familiarity with administrative tasks such as document handling, phone etiquette, and appointment scheduling.
   

Knowledge & Skills:

Excellent Communication Skills: Clear and effective communication, both verbal and written.

Customer Service Orientation: Ability to provide courteous and efficient service to visitors and callers.

Organizational Skills: Capacity to manage multiple tasks and prioritize responsibilities effectively.

Attention to Detail: Ability to maintain accuracy in tasks such as recording messages and handling documents.

Computer Proficiency: Basic knowledge of computer applications such as MS Office and email.

Technical Competencies:

Telephone Operation: Proficiency in operating a multi-line telephone system and handling calls efficiently.

Document Handling: Ability to receive, record, and organize incoming and outgoing letters and documents.

Office Equipment Operation: Familiarity with office equipment such as photocopiers, printers, and fax machines.

Database Management: Basic understanding of database systems for maintaining records and directories.

Behavioural Competencies:

Professionalism: Maintains a professional demeanor and represents the bank positively to visitors and callers.

Adaptability: Flexibility in handling changing priorities and unexpected situations.

Teamwork: Ability to collaborate effectively with colleagues and other departments.

Problem-Solving Orientation: Capacity to identify and address issues promptly and effectively.

Empathy: Demonstrates understanding and empathy towards the needs of visitors and callers.

Confidentiality: Handles sensitive information with discretion and maintains confidentiality as required.

Education

GET Certificate: Education, Training and Development (Required)