Job Description

To provide administration services at the site for all HIV/SRHR programs and screening of clients who come for different type of services offered by the organisation.

Duties and Responsibilities

• Explains all services offered by the organisation to enable the client to make proper decision on the required service and time taken.
• Screens clients and registers generation of client CIR’s.
• Completes and Provides clients with reviews card for future reviews.
• Maintains orderly client flow making sure that clients waiting time is minimum.
• Provides customer service to internal and external stakeholders.
• Ensures that all waiting areas have adequate IEC materials, sitting chairs, refreshments, and entertainment.
• Receives all incoming and outgoing mail and sending to the designated offices timeously.
• Arranges and updates the pigeon-hole cabinet on a regular basis.
• Takes minutes at every meeting held at the site, types, and distributes minutes to everyone.
• Presents statistics in all Audit meetings held monthly at the Site.
• Books all calls made per day and filing the log sheets.
• Updates Head office cell phone directory on a regular basis.
• Verifies all sites land line numbers as well as Econet numbers on all invoices.
• Conducts daily checks on all landlines and reporting faults to TelOne.
• Designs and implements an up-to-date filing system for electronic and hard copy data; client CIR’s, reports and minutes.
• Compiles daily, weekly, monthly, quarterly, and annual statistics and reports.
• Codes and stores client files under lock and key in cabinets in the strictest of confidence for easy access and retrieval when client’s turnout for reviews.
• Maintains the data room and making sure that old CIR’s are sent to PSH Warehouse for archiving.
• Enters client information in the Novo, Epoc and DHIS system and manual register so that counsellors can access the information from their tablets, machines for them to pick up clients from the waiting area.
• Compiles daily statistics templates for data verification and analysing the cost monitoring tool from Outreach activities for all programmes.
• Extracts data from NOVO and creates a database of all HIV positive clients for Tracking (ART client) and Tracing (Indexing) purposes, recording of all telephone outcomes from Tracking and Tracing into the databases for easier compilation of reports monthly.
• Compiles daily, weekly, monthly, quarterly, and annual statistics.
• Coordinates and merges the static sites Lab statistics and circumcisions done with the outreach statistics everyday.
• Provides the National Aids Council and MOHCC with monthly and quarterly reports.
• Ensures Ministry of Health statistical templates are done and submitted to respective local clinics.
• Makes sure that EPOC data is correctly entered for each client and to tally with the Ministry of Health Green Book.
• Does weekly stock take and updates the stock cards to avoid overstocking and under stocking.
• Checks temperatures in the stock room where test kits are kept.
• Checking expiry dates for medicals.
• Keeping proper record of asset inventory and makes sure that there is adequate equipment for outreach activities.
• Reports and retains any damaged equipment to the warehouse.
• Maintains an Assets Register and carries physical checks monthly.
• Requests for goods and services and stationery on a quarterly basis.
• Prints and distributes timesheets to staff, checks if hours and codes are entered correctly on timesheets and logs in all submitted timesheets. Submits timesheets timeously to the Clinical Services Coordinator.
• Checks the vehicle before driving staff to and from scheduled outreach activities.
• Observes cultural norms from different areas during mobilisation and outreach.
• Establishes and maintain good working relationship with DACs, Traditional Leaders, ZRP etc.
• Mobilises and sensitises by going around in schools, companies, churches mobilising clients for VMMC.
• Coaches new program staff on the site Reception functioning, screening, registering of new clients, filing, scheduling clients review dates.

Qualifications and Experience

• 5 ''O'' levels including English and Mathematics or Accounts.
• Clean drivers’ licence (minimum classes 4 and 5).
• Receptionist/Secretarial diploma (an added advantage)
• 2 years working experience.
• Knowledge of office management skills.
• Ability to work with computers.
• Strong interpersonal communication skills.
• Hardworking and able to communicate at all levels.
• Drive, initiative, and integrity.

How to Apply

In return, PSH offers competitive remuneration, commensurate with qualifications and experience. PSH is an equal opportunity employer and encourages applications from qualified individuals regardless of gender identity or expression, race, religion, national origin, or disability. All interested candidates are encouraged to follow the following steps when applying:

Step 1: Complete the Application for the position you wish to apply for, under the 'Click to Apply' option below.

Step 2: Send your updated CVs to [email protected]

All Applications should be shared not later than April 14, 2024.

Please note that applications will be reviewed on a rolling basis and only shortlisted candidates will be contacted.

Click to Apply