About the Role
The Department of Public Service and Administration is seeking a dedicated Receptionist to join its team in Polokwane, Limpopo. This role is pivotal in ensuring effective communication and service delivery within the department. As the first point of contact for clients and visitors, you will play a crucial role in fostering a welcoming environment and facilitating the smooth operation of office communications. Your work will directly impact the community by enhancing their access to vital public services and information.
In this dynamic role, you will be responsible for managing telephonic communications, welcoming visitors, and ensuring that inquiries are addressed promptly and efficiently. Your efforts will help demonstrate the department’s commitment to transparency and responsiveness in public service, making a real difference in the lives of South Africans who seek assistance or information.
About the Department
The Department of Public Service and Administration is dedicated to promoting an efficient, professional, and accountable public service. Its mission is to ensure that government services are accessible and effectively delivered to all citizens. Working in this department means contributing to the enhancement of the public sector, ensuring that it meets the needs of the community and upholds the values of democracy and human rights.
As a member of this department, you will be part of a team that is committed to excellence and continuous improvement. The work you do will not only impact your immediate environment but also contribute to the larger goal of building a responsive and responsible government.
What You’ll Do
- Answer and manage incoming and outgoing telephone calls, ensuring clear communication.
- Welcome and direct clients and visitors to the appropriate officials and units.
- Take messages and relay them promptly to the relevant personnel.
- Provide basic information about the department’s services to clients and assist with inquiries.
- Maintain an updated internal telephone directory and distribute it as needed.
- Operate office equipment such as printers and photocopiers.
- Monitor and report any faults with the telephone system.
- Maintain a visitor register and ensure compliance with office protocols.
What You’ll Need
- An NQF Level 4 or 5 qualification or a relevant equivalent.
- Proficiency in Microsoft Office Suite.
- Strong verbal and written communication skills.
- Exceptional interpersonal skills and telephone etiquette.
- Ability to work independently and take initiative.
- Organisational skills to manage work efficiently and prioritise tasks.
How to Apply
Applications can be submitted by hand delivery during office hours to: 61 Biccard Street, Polokwane, 0700 or by email to [email protected].
Requirements
Minimum requirements: Applicants must be in possession of an NQF Level 4 or 5 or relevant equivalent qualification.Job related knowledge: Microsoft Package.
Job related skills: Telephone etiquette.
Communication (verbal and written).
Interpersonal relations.
Switchboard operations.
Ability to learn the department’s service delivery components.
Ability to take initiative.
Ability to work independently.
Ability to organise work.
Ability to prioritise work.
Job Duties
Receive telephonic calls, messages and channel to relevant role players.Take down messages when required.
Distribute message promptly.
Attend to all clients and visitors to relevant officials promptly.
Welcome, receive and direct clients to relevant units.
Attend to all client queries.
Supply basic information to customers regarding the department ‘s service when required.
Liaise with internal and external personnel.
Provide relevant information as required.
Operate the switchboard by answering incoming and outgoing calls at the times.
Keep database of other important contact number on an on-going basis.
Report fault on the telephone system when needed.
Utilise the telephone management system to monitor telephone cost on an ongoing basis.
Screen and forward calls.
Receive telephone messages.
Operate office equipment such as printer and photocopiers.
Update internal telephone directory when required.
Distribute internal telephone directory to internal users when required.
Print telephone cost report for each extension monthly.
Maintain telephone directory.
Update telephone directory for the officials.
Remove inactive users in the internal directory.
Maintain and control visitor register at reception.
Register visitor.
