Free Sample Receptionist Job Description
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Sample Receptionist Job Description


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Receptionist

POSITION:

Receptionist

INCUMBENT(S):

Rebecca Doe

DIVISION:

Administration

ORGANIZATION:

Company ABC

LOCATION:

City ABC

DATE:

June 28, 2013

Approval Signatures: 

                                                                             

Incumbent                           Deputy General Manager

RESPONSIBILITIES:

The Receptionist is responsible for ensuring that the telephone and fax lines operate effectively and efficiently and for ensuring that all correspondence, paperwork, data and information reach their destination on time.

In order to carry out these responsibilities, the Receptionist must effectively operate telephone and fax lines, photocopying machine(s), receive and send postal mail, and receive and distribute stationary for Company ABC as needs arise.

ORGANIZATION MAGNITUDE (Annualized):

Total ABC Staff:             52

Total Budget                  13,632,993,292

Total Revenues              13,937,536,891

ORGANIZATION STRUCTURE:

The Receptionist reports to the Administrative Officer and receives verbal and written direction and instructions.  The Receptionist also receives written and verbal direction from the Personnel Manager and the Head of Procurement.

There are no subordinates reporting to the Receptionist.

The Receptionist provides direction and guidance to the following positions:

  • Cleaners: Informs cleaners on when it is best to clean the Administration offices.
  • Caterer: Tells the Caterer when meetings are scheduled so that guests are served.
  • Gate Keeper: Tell the Gate Keeper when to expect guests.

There are other positions throughout Company ABC that provide direction or guidance to the Receptionist:

  • General Manager: General guidance in the execution of duties
  • Personnel Manager: General guidance in the execution of duties
  • Procurement Officer: General guidance in the execution of duties
  • Drug Information Pharmacist: General guidance in the execution of duties
  • Head of PMS: General guidance in the execution of duties

NATURE OF WORK AND JOB SCALE:

Freedom to Act:

This work of this position originates from the following departments:

  • General Manager
  • Deputy General Manager
  • Procurement
  • Administrative Officer
  • TSD
  • PMS
  • PU

Completed work is sent to these same departments and is reviewed and approved by the following:

  • General Manager
  • Deputy General Manager
  • Procurement
  • Administrative Officer
  • TSD
  • PMS
  • Head of PU

This position has the following procedures or manuals made available to the incumbent:

  • Procedures:
    • Telephone handling Procedures
  • Manuals:
    • Telephone switchboard manual
    • Photocopier and fax users manuals

Challenges:

The position encounters frequent problems related to:

  • When visitors take too long to see the officers they want
  • Misplacing of faxed orders
  • Photocopier breakdown

The most difficult problems this position encounters include:

  • Fax is out of order
  • Photocopier breakdown
  • Malfunctioning telephone lines

This position has access to a supervisor in order to resolve the above problem(s).

This position has access to other employees in order to resolve the following problem(s):

  • Personnel Manager and Procurement Officer - Lack of specific information or knowledge on a request by  a customer

Contacts:

This position does not have any regular internal or external contacts outside the department.

SPECIFIC RESPONSIBILITIES:

  • Ensures incoming and outgoing telephone calls and faxes are directed to the correct officials:
    • Operates the main telephone switchboard by receiving and directing all incoming calls to the right department/officer
    • Makes connections for all outgoing calls
    • Receives all incoming faxes, and delivers them to the correct office
    • Sends all outgoing fax messages
  • Types and photocopies memos/communications for administration and other departments:
    • Typing assigned documents
    • Photocopies documents as requested
  • Ensures front desk duties are executed effectively:
    • Receives and directs all visitors that call the front desk
  • Ensures all incoming and outgoing postal mail is handled according to stipulated guidelines:
    • Distributes all incoming mail to the right destination and ensures all outgoing mail is mailed on time
  • Ensures memos and communications to and from Company ABC Administration are securely and properly filed and stored for easy access:
    • Identifies documents that need to be filed
    • Files documents
  • Ensures stationary is safely stored and distributed properly:
    • Issues stationary to the requisitioning officer
    • Monitors stock levels and informs procurement officer when levels are low
  • Other duties that contribute to the effective operation of Administration:
    • Notifies supervisor of appointments and meetings

WORKING CONDITIONS:

This position does not encounter any difficult working conditions.

QUALIFICATIONS:

Diploma in the relevant field or equivalent


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