RECEPTIONIST/OFFICE ASSISTANT PURPOSE To 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. TASKS Receive 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. KNOWLEDGE Clerical Knowledge 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 Service Knowledge 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 Electronics Knowledge of electronic equipment and computer software. SKILLS Active Listening Giving 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 Proficient Talking to others to convey information effectively. Service Orientation Actively looking for ways to help people. Confidentiality Understanding the importance of keeping client information confidential. Critical Thinking and Problem Solving Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. Oganising and coordinating Managing the activities in the office. Accuracy Perform duties without errors. Punctuality Complete tasks timeously, report for duty on time. Reading Comprehension Understanding written sentences and paragraphs in work related documents. Writing Communicating effectively in writing as appropriate for the needs of the clients. Computer Literacy Microsoft office, bookkeeping, electronic calendar management. Active Learning Understanding the implications of new information for both current and future problem-solving and decision-making. ATTITUDE Willingness to Learn Eager to acquire knowledge and master new skills. Can do Approach No instruction or challenge is to difficult to master. Tenacity See tasks through to the end. Accomodating Flexibility in meeting client needs.
