View Vacancy - Receptionist
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, incumbent will be required, from time to time, to undertake tasks in support of broader objectives of the High Commission. Deputy ITSO and back-up to Consular Officer.
Roles and responsibilities / what will the jobholder be expected to achieve?:
Reporting directly to the Corporate Services/Consular Officer, the Jobholder will be first point of contact in the High Commission. Jobholder will be expected to undertake the following:
Telephone system
1. Manage incoming and outgoing calls.
2. Liaison with ECHO to arrange for services and fault reports.
Telephone Billing Service
1. Prepare spreadsheet for payment indicating charges for DFID and BHC rental and call charges for all numbers attached to the switchboard.
2. Distribute mobile bills to staff for verification of personal calls and data charges
Transport
1. Coordinate official and private runs with use of transport request form.
2. Coordinate daily activities for driver: - Admin runs, banking transactions, shopping and maintenance duties, with High Commissioner being priority.
Admin Tasks
1. Liaison with Rentokil for treatment of BHC/DFID properties and office.
2. Coordinate reservations and hotel booking for FCO visitors when required.
3. Check and certify driver overtime sheets.
4. Calculate and prepare internal invoices
5. Receive and dispatch incoming mail and outgoing mail
6. PRISM Requistioner/Receipting
7. Receive and dispatch diplomatic mail bag
8. Process mail. All invitations in HC ‘dip. Read letters and pass to relevant person(s).
9. Distribute newspapers.
10. DHL facilitator for parcel collections.
11. Support Fire Manager in management of fire/bomb/incident alarms and communication systems. Responsible for public address announcements.
Support to Support to the Executive Assistant to the High Commissioner
1. At the end of the day see HC for his schedule for the following day.
2. Receive all incoming calls for HC. Ensure that you screen the calls.
(You MUST find out from the caller his or her name, which organisation he/she is from and the purpose of the call)
3. Only urgent calls must be forwarded to HC. Messages should be taken for calls not urgent 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.
Other
1. Deputy ITSO.
2. Back-up to Consular Officer.
**You need to be a Guyanese Citizen or you must have a valid work permit from the Ministry of Citizenship.
- 3 – 5 years previous supervisory and administrative experience.
- Excellent communication skills (spoken and written English).
- Good self-management, organisational and customer service skills.
- The ability to work well both independently and as part of a team at times under pressure.
- Flexible and positive approach to working in a forward thinking, motivated organisation.
- Proficiency in the use of Microsoft Word and Excel.
- Good IT skills, including the ability to learn/adapt quickly to new software.
Resume and cover letter should be submitted by 29 June 2017. Internal candidates must address their resumes through the Head of Group before applying.
Only successful candidates will be contacted. Please no phone calls. Due to the high volume of resumes we receive, we cannot guarantee consideration of your application if the submission instructions are not properly followed.
The British Embassy and its Consulates are an equal opportunity employer, dedicated to a diverse workforce. We do not discriminate on the basis of race, color, religion, sex, disability, age, veteran status, or other category protected by law.
This opportunity is closed to applications.