Medical Receptionist jobs in Bellville, Western Cape

The incumbent of the role is responsible for providing the business with high quality administration support of answering calls, transferring them and taking messages. The incumbent must provide prompt and professional service and always maintain good communication.

Efficiencies

• Reception Opening Time.
• Adherence to Opening & Closing Times.
• Must be able to open the board on their own at least 15 minutes opening time.
• Ability to handling Docex, messages.
• Ensure that all messages are emailed out immediately.
• Make sure that all messages are accurate and include client name, company name and telephone number.
• Answering of Calls.
• Ensure that calls are answered within 3 rings and put through to the correct person the first time.
• Must direct calls accurately.
• Office Administration;
• Office Management & Maintenance
• Coordinate the day-to-day running and general upkeep of the office.
• Report and follow up on office maintenance, repairs and facilities-related issues- liaise with landlords, contractors, service providers and maintenance teams when required.
• Ensure the office is clean, presentable and functioning effectively - Monitor office needs and escalate any issues requiring management attention.
• Coordinate office requirements such as furniture, equipment and general facilities.
• Office Supplies & Groceries
• Manage office grocery, refreshment and consumable requirements - Monitor stock levels and arrange replenishment when required / Maintain basic records of purchases and expenditure.
• Ensure meeting and staff areas are adequately stocked.
• Office Events & Staff Engagement
• Coordinate basic internal office events and staff activities - Assist with invitations, venues, catering, décor and other event requirements.
• Plan and organise:
• Team-building activities,
• Year-end functions,
• Staff lunches,
• Holiday and themed office activities,
• Office celebrations and social activities,
• Supplier presentations, open days and networking sessions.
• Supplier & Meeting Coordination
• Coordinate supplier meetings and engagements as required – invitations, RSVPs, meeting dates, times and venues.
• Coordinate meeting requirements, including refreshments, equipment and room setup.
• Liaise with suppliers regarding attendance and logistical arrangements.
• Maintain a basic supplier meeting calendar and record of engagements.
• General Coordination & Administration
• Maintain an office events and meetings calendar.
• Communicate office activities, meetings and events to staff.
• Provide general administrative support relating to office activities – eg Couriers.
• Assist management with ad-hoc office and staff engagement initiatives.
• Perform general office administration.
• Minimum of two operators on duty at all times.
• Technology and Systems
• Phone systems.
• Microsoft Office Applications.
• Profit Performance;
• Suppliers acquired align with budget.
• Cost conscious mindset for both TTS and client.
• Fully conversant with preferred partners and suppliers. Client Satisfaction and Relationships.

Minimum Requirements:

• Matric Qualification.
• Travel Diploma.
• Minimum 3 years of experience as a Receptionist.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with office equipment (printers, fax machines and phone systems).

Work Location: In person