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Administrative Assistant – Front Desk Job at Insurance Training College

OB TITLE: Administrative Assistant – Front Desk
DIVISIONS: HR & Admin Office
REPORTS TO: Senior HR & Admin Officer
SUPERVISES: None
LOCATION: Head Office

SUBJECT DESCRIPTION
JOB PURPOSE
To Receive visitors by greeting and directing them to appropriate offices or departments, respond to all ITC stakeholder’s enquires on the phone and in person and provide guidance by following security procedures.

MAJOR DUTIES & RESPONSIBILITIES
1. Customer Care
• Provide professional responses to inquiries on phone and face to face, direct inquires to right persons and also follow up on them.
• Promote and maintain a positive image of the ITC through effective customer service practice.
• Confirm appointments for visitors to meet staff by calling the concerned staff to confirm appointments and advice in cases of failed appointment.
2. Manage the Reception and Surrounding Areas.
• Maintain a safe and clean reception area by complying with ITC standards and procedures.
• Maintain security by following set procedures, monitor visitors, register and issue visitors IDs at all times.
3. Administrative roles
• Receive mails, parcels and ensure that they are delivered immediately to respective recipients.
• Provide general administrative and clerical support such as typing, printing.
• Take minutes for staff meetings, disseminate them and relay the message to the intended recipients.
4. Communication Management.
• Gather information from different departments and also update staff on any changes.
• Update electronic display/notice boards for any incoming information and communications.
• Remind staff to send timely information for regular updates and new information if any.
5. Security and Safety Measures
• Inform security guards in cases of emergency, such as fire or presence of unauthorized persons.
• Monitor and silence fire alarm when required and carry out routine checks on the premises

KEY PERFORMANCE INDICATORS 
a. Effective customer service.
b. Clean and clear receptionist area.
c. Timely resolving of visitors’ enquiries.
d. Timely mail distribution.
e. Secure premises.

REQUIREMENT 

Minimum Qualifications: 
Bachelor’s degree in Secretarial studies/ Office Management/ Business administration/Management or related field in similar area

Minimum Experience:
One year of relevant experience in a reputable organisation in a similar position.

COMPETENCIES AND KNOWLEDGE:
i. Multi-tasking skills
ii. Organizational skills
iii. Customer focus
iv. Computer skills
v. Time management
vi. Communication skills

Applications enclosing photocopies of Academic certificates, CVs and three professional referees should be sent/delivered to the address below not later that 30th June 2023, 4:00pm.

(The Principal, The Insurance Training College, Block A Victoria Office Park, Plot 6/9, Okot Close P. O. Box 4184, Kampala. Tel: +256 417 333 500, Email: hr@itc.ac.ug, Website: https://itc.ac.ug.)

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