Ruaraka Uhai Neema Hospital
Job Vacancy: Receptionist
Job Summary: The position involves registering and directing patients,
responding to enquiries from patients, clients, visitors, staff by providing
the requested information and/or referral to other parties and providing
general Secretarial and Clerical / Administrative support.
Key Responsibilities
R1. Secretarial / Administrative Duties
T.1 Ensure proper filing of all
office documents for the offices to which assigned.
T.2 Manage the process of making,
receiving, replying and handling incoming and outgoing mails, calls, faxes, and
e-mails.
T.3 Manage the photocopying of
documents for the offices to which assigned
T.4 Attend meetings and take minutes
during meetings as assigned.
T.5 Ensure general neatness,
cleanliness, orderliness and tidiness in the offices and the reception area.
T.6 Manage receiving, guiding,
directing and handling of enquiries from patients and visitors efficiently.
T.7 Keeping the general office diary,
making appointments and reminding respective immediate supervisor.
T.8 Ensure proper management of the
switchboard.
T.9 Prepare tea for the
administrative staff and manage the administration kitchen.
T.10 Take custody of all documents
within the area or office to which assigned.
T.11 Perform all general
secretarial/Administrative / clerical duties as assigned and keep to the
professional ethics.
T.12 Manage general administrative
and/or clerical duties as may be assigned.
T.13 Receive and register patients
coming in for treatment on daily basis, file and safeguard patient information.
T.14 Direct patients and visitors to
the various offices/rooms.
T.15 Keep patients informed on issues
that they need to know
T.16 Arrange,organise and prioritise
patients to see doctors and clinicians and alert them of any emergencies.
T.17 Give regular alerts to doctors
and clinicians on the situations of the queues.
R2. Keeping Health Records and Data
T.1 Enter data from the Health care
centre into the Data system for use in generating internal and external
reports.
T.2 Work in liaison with the Data
Clerk to prepare reports.
T.3 Develop an internal Health care
filing systems for all the reports, departmental staff meeting minutes, photos
from departmental activities and keep soft copies in line with established
procedures.
T.4 Organize Hospital records and
files in a neat and tidy manner and maintain physical filing system at the
clinic as directed and in line with any established systems and procedures.
R3. Other Duties
T.1 Draft weekly and monthly plans
and reports for presentation at weekly meetings
T.2 Receive and distribute/direct
correspondence addressed to the Hospital.
T.3 Assist in the orientation of new
staff in the department.
R4. Responsibility for finance and
physical resources
T.1 Ensure effective and efficient
use of the Department’s equipment and resources (including stationery,
computers, etc) and maintain adequate stock levels while adhering to procedures
for the use and procurement of supplies.
R5. Risk Management
T.1 Identify any risk factors around
the reception area and/or within the department and take appropriate action to
reduce and/or resolve.
T.2 Undertake any other duties that
may be required in order to facilitate smooth running of the department.
Knowledge, Skills and Abilities
(a) Level of Education
·
Certificate in Secondary Education
(b) Specialized Training/Professional
Qualifications
·
Training in Secretarial, administrative
and clerical procedures
·
Computer skills training and Customer
Care principles.
·
Training /Ability to operate a
switchboard
(c) Competencies/Abilities/Skills
Required
·
Excellent verbal and written
communication skills
·
Excellent professional personal
presentation
·
Excellent customer service
orientation
·
Proven information management
·
Good organizing and planning skills
·
Attention to detail
·
Motivation and initiative
·
High level of reliability
·
Ability to work in stressful
environment
·
Computer literacy
(d) Relevant Job Experience
·
At least one (1) years’ experience in
a similar position
Cvs to be send to hr@runeemahospital.org on or before 6th October 2019 .