Telephone Operator/Receptionist

JOB OVERVIEW

The Telephone Operator/Receptionist manages the communication system of the organization by operating the private branch exchange (PBX) switchboard. As the first point of contact for many internal and external clients, the incumbent must perform his/her duties in a way that reflects the quality and service of the organization. 

RESPONSIBILITIES

• Operates switchboard equipment in order to answer incoming calls and dispatching outgoing calls; determines intent of caller and makes appropriate connection 
• Receives and routes a variety of calls for general information including complaints, emergencies, and security calls 
• Checks messages that are recorded after work hours the following work day and dispatches the information to the relevant officer 
• Takes messages and handles enquiries 
• Provides information on directory enquiries 
• Places long distance and conference calls for authorized parties 
• Reports malfunctioning telephone equipment or service complaints Registers incoming mail 
• Receives visitors and directs them to the appropriate officers 
• Manages the waiting area providing quality customer service to all clients Handles packages prior to opening of the tender 
• Makes travel arrangements as directed 
• Adheres to protocols, guidelines, policies and procedures relevant to Accreditation Standards, Public Health, Infection Control, Occupational Health and Safety, MoH/ DHSS, Registering Board/Association and the TRHA
• Performs other related duties as assigned 

ACCOUNTABILITIES

• Disclosure and non-disclosure of information 

AUTHORITIES

• To liaise with intra and inter-departmental representatives 

SPECIAL REQUIREMENTS

• Willing to work overtime, public holidays and weekends as requested by the Chief Executive Officer 

SUPERVISORY RESPONSIBILITY

• None 

REPORTING

• Reports directly to the relevant Manager/Supervisor or duly authorised officer 

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to use diplomacy and discretion, when giving out information and referring and directing callers and visitors 
• ICT skills Proficiency in the use of Microsoft Office Suite; 
• Excellent inter-personal, communications, leadership and analytical skills Knowledge of office practice and procedures 
• Ability to understand and follow simple oral and written instructions 

CREDENTIALS AND EXPERIENCE

• Three (3) GCE or CXC “O” Levels (Grades I or II) including English Language
• One year experience operating a multi-line telephone or switch board system

We thank you for your interest in Tobago Regional Health Authority but UNSUITABLE APPLICATIONS WILL NOT BE ACKNOWLEDGED