Ruaraka Uhai Neema Hospital
Job Vacancy: Receptionist
Job Summary: The position involves registering and directing patients, responding to enquiries from patients, clients, visitors, staff by providing the requested information and/or referral to other parties and providing general Secretarial and Clerical / Administrative support.
R1. Secretarial / Administrative Duties
T.1 Ensure proper filing of all office documents for the offices to which assigned.
T.2 Manage the process of making, receiving, replying and handling incoming and outgoing mails, calls, faxes, and e-mails.
T.3 Manage the photocopying of documents for the offices to which assigned
T.4 Attend meetings and take minutes during meetings as assigned.
T.5 Ensure general neatness, cleanliness, orderliness and tidiness in the offices and the reception area.
T.6 Manage receiving, guiding, directing and handling of enquiries from patients and visitors efficiently.
T.7 Keeping the general office diary, making appointments and reminding respective immediate supervisor.
T.8 Ensure proper management of the switchboard.
T.9 Prepare tea for the administrative staff and manage the administration kitchen.
T.10 Take custody of all documents within the area or office to which assigned.
T.11 Perform all general secretarial/Administrative / clerical duties as assigned and keep to the professional ethics.
T.12 Manage general administrative and/or clerical duties as may be assigned.
T.13 Receive and register patients coming in for treatment on daily basis, file and safeguard patient information.
T.14 Direct patients and visitors to the various offices/rooms.
T.15 Keep patients informed on issues that they need to know
T.16 Arrange,organise and prioritise patients to see doctors and clinicians and alert them of any emergencies.
T.17 Give regular alerts to doctors and clinicians on the situations of the queues.
R2. Keeping Health Records and Data
T.1 Enter data from the Health care centre into the Data system for use in generating internal and external reports.
T.2 Work in liaison with the Data Clerk to prepare reports.
T.3 Develop an internal Health care filing systems for all the reports, departmental staff meeting minutes, photos from departmental activities and keep soft copies in line with established procedures.
T.4 Organize Hospital records and files in a neat and tidy manner and maintain physical filing system at the clinic as directed and in line with any established systems and procedures.
R3. Other Duties
T.1 Draft weekly and monthly plans and reports for presentation at weekly meetings
T.2 Receive and distribute/direct correspondence addressed to the Hospital.
T.3 Assist in the orientation of new staff in the department.
R4. Responsibility for finance and physical resources
T.1 Ensure effective and efficient use of the Department’s equipment and resources (including stationery, computers, etc) and maintain adequate stock levels while adhering to procedures for the use and procurement of supplies.
R5. Risk Management
T.1 Identify any risk factors around the reception area and/or within the department and take appropriate action to reduce and/or resolve.
T.2 Undertake any other duties that may be required in order to facilitate smooth running of the department.
Knowledge, Skills and Abilities
(a) Level of Education
· Certificate in Secondary Education
(b) Specialized Training/Professional Qualifications
· Training in Secretarial, administrative and clerical procedures
· Computer skills training and Customer Care principles.
· Training /Ability to operate a switchboard
(c) Competencies/Abilities/Skills Required
· Excellent verbal and written communication skills
· Excellent professional personal presentation
· Excellent customer service orientation
· Proven information management
· Good organizing and planning skills
· Attention to detail
· Motivation and initiative
· High level of reliability
· Ability to work in stressful environment
· Computer literacy
(d) Relevant Job Experience
· At least one (1) years’ experience in a similar position
Cvs to be send to firstname.lastname@example.org on or before 6th October 2019 .