RECEPTIONIST

This position serves as a receptionist within the Financial and Supply Chain Management Services directorate, based in Limpopo at the Polokwane centre. The role is central to the smooth operation of the department’s front line, acting as the first point of contact for visitors, clients and telephone callers. As a receptionist, the incumbent will be responsible for creating a professional and welcoming environment while ensuring that communication flows efficiently between the public, internal staff and the relevant units. The post is graded at a level that reflects an entry-level administrative support function, and it offers an opportunity for a candidate with strong organisational and interpersonal abilities to contribute meaningfully to public service delivery.

Applicants must hold an NQF Level 4 or 5 qualification, or a relevant equivalent qualification. The role requires a working knowledge of the Microsoft Package, along with a set of specific job-related skills. These include proper telephone etiquette, effective verbal and written communication, sound interpersonal relations, and the ability to operate a switchboard. The successful candidate should also possess the ability to learn the department’s various service delivery components, take initiative, work independently, and organise and prioritise work tasks effectively. These competencies are essential for managing the demands of a busy reception area and ensuring that queries and calls are handled accurately and timeously.

The core duties of the position revolve around managing incoming and outgoing telephone communication. This includes receiving and screening calls, taking down messages when necessary, forwarding calls to the appropriate officials, and distributing messages promptly. The receptionist is also expected to operate the switchboard, report any faults on the telephone system, and utilise the telephone management system to monitor costs on an ongoing basis. In addition to telephonic duties, the role involves attending to clients and visitors in person, welcoming and directing them to the relevant units, and addressing queries or providing basic information about the department’s services. Liaising with internal and external personnel is another key responsibility, along with supplying relevant information as required.

Administrative tasks are also a significant part of the role. The receptionist will operate office equipment such as printers and photocopiers, maintain and update the internal telephone directory, and ensure that inactive users are removed from the directory. This includes printing telephone cost reports for each extension on a monthly basis, distributing the internal directory to users, and updating directory details for officials. The receptionist is also responsible for controlling the visitor register, registering visitors on arrival, and maintaining the register in an organised manner.

This vacancy is subject to the department’s employment equity targets. Preference will be given to African, Coloured and Indian males, as well as Coloured, Indian and White females, and persons with disabilities, in line with the specified equity goals. Candidates interested in this position should note that the role demands a high level of professionalism, confidentiality and customer service orientation, as the receptionist represents the department to every person who walks through the doors or calls the switchboard. The ability to remain calm under pressure, manage multiple tasks simultaneously and communicate clearly with diverse stakeholders will be critical to success in this position.