View Vacancy - Receptionist, Georgetown
Main purpose of job:
Incumbent to provide day-to-day administration of the Reception Area and main Switchboard. As part of the Corporate Services Team, the jobholder will be required from time to time, to undertake tasks in support of broader objectives of the High Commission. Deputy ITSO and backup to the Consular Officer.
Roles and responsibilities / what will the jobholder be expected to achieve?
Telephone System
- Manage incoming and outgoing calls.
- Liaison with ECHO to arrange for services and make fault reports.
- Satellite Phone Coordinator
Telephone Billing
- Prepare spreadsheets for payment indicating charges for DFID and BHC rental and call charges for all numbers attached to the switchboard.
- Distribute mobile bills to staff for verification of personal calls and data charges.
- Prepare and distribute internal invoices for personal charges on mobile bills.
- Budget forecasting and monitoring of subheads of telephone subheads.
Transport
- Coordinate official and private transport requests whilst keeping a record of such.
- Coordinate daily activity for driver: Admin runs, banking transactions, shopping and maintenance duties with the High Commissioner being priority.
- Annual calculations of mileage refund rates for private vehicle usage (OMMA).
- Vehicle Tracker Coordinator
Admin Tasks
- Liaison with Rentokil for treatment of BHC Offices and the Official Residences.
- Coordinate reservations and hotel booking for FCO visitors when required.
- Check and verify driver overtime sheets.
- Scan and upload documents, when required.
- Receive and dispatch incoming and outgoing mail.
- Receive and dispatch diplomatic mail bags.
- PRISM Requisitioner/Receipting.
- Process mail, all invitations for HC, read letters and pass to relevant person(s)
- Distribute newspapers
- DHL facilitator for parcel collections
- Support Fire Manager in management of fire/bomb/incident alarms and communication systems. Responsible for public address system announcements. Monitoring and logging weekly fire alarm tests.
Support to Executive Assistant to the High Commissioner
1. At the end of the day check HC schedule for the following day
2. Receive all incoming calls for HC. Ensure that you screen the calls.
(You MUST find out from callers his or her name, which organisation they are calling from and the purpose of their call).
3. Only urgent calls must be forwarded to HC. Messages should be taken for non-urgent calls and sent periodically.
4. Action all invitations (accept/regret). Note the action to be taken and return to HC.
5. Make appointments, receive confirmation of appointments, accepts and make RSVPs for HC.
Consular (5%)
As Consular Assistant, assist with any/all of the following, as may be required and in the absence of the Consular Officer:
- In the Consular role, Officer will report to Vice Consul (resident in Port-of-Spain with responsibility for Georgetown), in collaboration with Post High Commissioner and Deputy High Commissioner.
- For Georgetown, the Officer will lead on detainee, destitute and death cases; undertake routine visiting of consular customers in prisons and hospitals; provide assistance to families of bereaved; liaise with local authorities, colleagues in Port-of-Spain, London and when necessary, other Missions; and delivery of Emergency Travel Document Services.
- The Officer will work with the Consular Team in Port-of-Spain to meet Management Information requirements; and assist with consular elements of the High Commission’s Crisis Management Plan.
Other
- Deputy IT Systems Officer (DITSO)
- Temporary Cover for CSO (Accounts/Security) in her absence.
- Temporary Cover for CSO (Estates) in her absence.
Essential on arrival 3 – 5 years previous supervisory and administrative experience. Good self-management, organisational and customer service skills. Proficiency in use of MS Word and MS Excel
Desirable: Good IT skills, including the ability to learn/adapt quickly to new software.
This opportunity is closed to applications.