The Botswana Public Officers’ Medical Aid Scheme (BPOMAS) is the country’s largest Medical Aid Scheme which provides its members with comprehensive medical aid cover and complementary value adding benefits. We are looking to fill the following positions:
Receptionist
Location: BPOMAS Office, Gaborone
Purpose of Job:
The Receptionist is responsible for front desk services, receiving clients and visitors, telephone handling and clerical administrative support for BPOMAS. The role further provides administrative support, clerical in nature to support operational efficiency. The role reports to the Administration Officer.
Key Responsibilities:
- Provide professional front office services at all points of contact, including telephone handling in a manner that upholds the professional image of BPOMAS.
- Manage office opening times and ensure the office is opened timely in line with operating hours; maintain the reception, meeting rooms, waiting area, and public kitchen in an orderly manner and manage daily supervision of office cleaning.
- Respond to enquiries in a timely and customer centric manner.
- Escalate any complaints in line with the complaints handling procedure.
- Welcome visitors and direct or escort them to specific destinations/offices. Prepare visitors log and compile monthly reports as directed.
- Receive and ensure messages are forwarded to relevant employees on a timely basis.
- Support procurement for office administration –preparing purchase requests, purchase orders and payment requisition.
- Secure quotations for services and events.
- Monitor re-order levels for office stationery, refreshments etc.
- Administer travel and logistics as planned.
- Manage booking diaries for meeting rooms, vehicles and any shared equipment.
- Maintain an updated office directory and ensure any changes are communicated to all employees.
- Effectively handle appointments for the team as directed to ensure operational efficiency; schedule and confirm appointments and maintain event calendars.
- Create and manage both digital and hardcopy filing systems in line with the records management system
- Copy, file and maintain paper or electronic documents and records.
- Capture customer data and send correspondence as directed.
- Handle incoming and outgoing mail and ensure confidential and safekeeping of all company documents and records.
- Receive and distribute incoming mail and computerized communications efficiently.
- Organize and coordinate external mail couriers.
- Process payments as instructed within a day of instruction.
- Manage administration of office supplies.
Qualifications:
- Diploma in Office administration or Diploma in Secretaries Studies from a recognized institution of higher learning.
Experience:
- A minimum two (2) years in an office setting.
Skills & Competencies
- Verbal and Written Communication
- Strong interpersonal and communication skills both written and oral.
- Cross Group Collaboration
- Planning, Organization and Coordinating
- Results Orientation
- Customer Orientation
- Basic knowledge of Microsoft Office Suite package
- Basic administration skills
- Microsoft Office Skills
- Telephone skills
- Familiar with Office equipment
Interested applicants should submit their applications (Cover Letter, Curriculum Vitae (CV), Qualifications and references) to
recruitment@bpomas.co.bw
Interested applicants must send their application letter citing the advert.
For more information on the vacancies click on the link: https://www.bpomas.co.bw/jobs-tenders
The closing date for all positions is 6th January 2025 at 1230hrs.
Only shortlisted candidates will be contacted.