RECEPTIONIST/OFFICE ASSISTANTPURPOSETo ensure the smooth running of the office of a pshycological practice by performing various reception and clerical work. Reception and clerical duties may include a combination of receiving clients, making appointments, answering telephones, bookkeeping, typing on a computer, photocopying, scanning and filing.TASKSReceive clients for scheduled appointments.Operate telephone to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.Maintain and update appointment calendars.Hear and resolve complaints from clients.Operate photocopier and scanner, facsimile machine, voice mail systems and personal computer.Maintain and update filing, inventory, mailing and database systems, either manually or using a computer.Compile, copy, sort, and file records of office activities, business transactions, and other activities.Receive payment and record receipts for services.Transmit information or documents to clients or public using computer, mail, or facsimile machine.Perform bookkeeping duties, such as credits or collections, preparing and sending financial statements or bills, and keeping financial records.Transcribe recorded messages or practitioners' diagnoses or recommendations into clients' medical records.Perform duties, such as taking care of plants or straightening magazines to maintain lobby or reception area.KNOWLEDGEClericalKnowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.Customer and Personal ServiceKnowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.Computers and ElectronicsKnowledge of electronic equipment and computer software.SKILLSActive ListeningGiving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.Language ProficientTalking to others to convey information effectively.Service OrientationActively looking for ways to help people.ConfidentialityUnderstanding the importance of keeping client information confidential.Critical Thinking and Problem SolvingUsing logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.Oganising and coordinatingManaging the activities in the office.AccuracyPerform duties without errors.PunctualityComplete tasks timeously, report for duty on time.Reading ComprehensionUnderstanding written sentences and paragraphs in work related documents.WritingCommunicating effectively in writing as appropriate for the needs of the clients.Computer LiteracyMicrosoft office, bookkeeping, electronic calendar management.Active LearningUnderstanding the implications of new information for both current and future problem-solving and decision-making.ATTITUDEWillingness to LearnEager to acquire knowledge and master new skills.Can do ApproachNo instruction or challenge is to difficult to master.TenacitySee tasks through to the end.AccomodatingFlexibility in meeting client needs.
