Job Description

Receptionist Grade B2

Summary description
The Receptionist provides confidential secretarial, administrative, financial and client support services to the Head, staff and students /learners of the school in order to assist with the effective and efficient operation of the school.

Duties and Responsibilities

RESPONSIBILITIES
▪ Prepare correspondence, reports and documents using a variety of computer software programs including word-processing, databases and spreadsheets
▪ Provide receptionist services by greeting visitors, providing information, directing callers and taking messages
▪ Maintain order in a busy office environment through filing, scheduling appointments and arranging meetings and conferences
▪ Taking minutes at staff and other meetings
▪ Design and produce forms and other materials as required by the Head
▪ Photocopy documents and materials, control and maintain office equipment including photocopiers, switchboard
▪ Sort and distribute mail
▪ Arranging interviews as instructed and managing the Head’s diary through scheduling appointments and informing the Head each morning
▪ Enter and update all personal and biographical information on students /learners in the computerized student management system
▪ Maintain student record files to ensure accurate and up to date enrollment information
▪ Assisting in the financial administration in close liaison with the School Bursar through receipting, entering information into accounting system, payment voucher and expense and advance forms filling out, stamping and filing as directed by the Bursar.
▪ Receiving of goods from suppliers and maintenance of a bin card system in real time, issuing of stationery and stock items from the stores
▪ Petty cash management using the imprest system of accounting

Qualifications and Experience

Qualifications and Experience
Diploma in Secretarial Studies/Office management or its equivalent from a recognized institution.
2 years relevant experience
Good Public Relations a must
Must be computer literate and appreciation of basic accounting. A certificate in accounting will be an added advantage
Comfortable multi-tasking and prioritizing tasks without guidance
Excellent interpersonal skills

How to Apply

Working conditions
St Peters Kubatana Policies and Procedures in line with NEC Welfare and Educational Institutions and Labour laws inform the working conditions. The position requires a considerable physical effort through attending the reception desk, receiving and stocking supplies and moving about the school. It will also involve lifting of books, with the incumbent encountering constant interruptions, which can lead to physical and mental fatigue.

Environmental Conditions
St Peters Kubatana High School is a Catholic school run by the Jesuits an international congregation which follows the Ignatian Spirituality. The congregation is especially concerned about uplifting humanity in close collaboration with all people. The upliftment of the vulnerable members of society is a major emphasis in our apostolates or activities.
Whilst persons will not be asked to be members of the Catholic Church, all employees, staff, learners and contractors are expected to respect Catholic practices and values.
St Peters Kubatana High School places utmost importance to the safeguarding and protection of minors and vulnerable adults. The school has zero tolerance to corruption and values good ethical conduct. All who associate with the school should observe this without exception.

Interested candidates should forward their applications to the following email address [email protected]. Please indicate RECEPTIONIST in the subject line and apply by 15th September 2024