VACANCY NOTICE
POSITION: Receptionist
CLOSING DATE: Friday 16th May 2014
WORK HOURS: Full-time; 37.5 hours Monday to Friday
STARTING SALARY: circa Rs. 38,653 (BB3.H.0)
Australian Consulate General, Chennai, is seeking applications for the position of Receptionist.
The job description for the position and the selection criteria that the Interviewing Committee will use to assess applicants’ suitability for the positions, are enclosed. Applicants must address each of the selection criteria. Applications that do not specifically address the selection criteria will not be considered. Further information on selection criteria is available at the Australian High Commission, New Delhi website http://www.india.embassy.gov.au/ndli/aboutus.html.
Employment is offered subject to the successful completion of pre-employment Police and medical checks. Engagement will also be subject to the satisfactory completion of a probationary period of three (3) months.
The salary package includes annual leave, medical and accident insurance, Diwali bonus and provident fund provisions.
Applications should be submitted to the Australian Consulate General, 9th Floor EA Chambers, 49/50L Whites Road, Chennai 600 014 or [email protected] by 4pm on Friday 16 May 2014. Late applications will not be accepted and only candidates selected for interview will be contacted.
DUTY STATEMENT
Under the direction of the HR/Admin Manager:
- Ensure efficient running of the Reception, handling all telephone and customer enquiries in a prompt and professional manner.
- Receive all visitors to the Consulate General and welcome visitors in a courteous manner. Provide general information and assistance and/or direct visitors to appropriate office.
- To let the Public Diplomacy team and the Security know of any important news that comes through the TV channel
- To monitor the internal camera system in the front office and report any incident or fault to the Security manager.
- Be a first response officer to manage the Reception area and manage guests and visitors including Consular assistance and also alert staff in case of any incident (including fire alarm).
- To liaise with nominated courier service provider and co-ordinate courier despatches and 'by-hand' deliveries and recording the same in the system.
- Operate telephone switchboard:
• Place and receive calls;
• Maintain records of telephone usage, and, assist with the preparation of invoices for 'private use' of telephones;
• Report all telephone/voicemail problems;
- Maintain the Consulate’s Contacts Database.
- Assist the Consular Section with initial consular and passport inquiries and:
• Key in data entry to the Registry of Australian Citizens, as required; and
• Maintain up to date Travel Advice notices in reception.
- Ensure reception area, notice boards and audio-visual equipment is maintained in a clean and orderly manner.
- To undertake a monthly update of the internal telephone directories.
- Maintain and manage booking of Conference room and meeting rooms.
- Managing incoming emails and mails.
- Back up the Cashier
- Supervise cleaners
Transport and Travel
- To assist in day to day tasking of the drivers: handle and delegate transport and office duties. Monitor responsibilities and overtime to ensure maximum efficiency.
- To liaise with nominated transport provider and handle all transport requests.
- To liaise with nominated travel provider and undertake all travel arrangements for the office
- To liaise with nominated marker hotel and book all hotel accommodation and issue tax exemption letters as necessary.
Perform other duties as directed.
Note: With prior consultation, occupants of this position may, at times be rotated through other general client service areas of the Consulate General.
SELECTION CRITERIA
All applicants must make their claims, with reference to the above duties, against the following selection criteria:
1. Demonstrated practical experience as a receptionist. Polite and courteous telephone manner and high levels of accuracy in recording and distributing messages in English.
2. Demonstrated history of delivering high-level client services, in a courteous and polite manner with a strong customer focus.
3. Strong oral and written communication skills in English and Tamil. A working knowledge of Hindi, Kannada, Malayalam and/or Telugu would be an advantage.
4. Good organisational and interpersonal skills. Demonstrated experience in maintaining the appointments schedule of senior executives and developing forward planning programs.
5. Advanced computer proficiency in Microsoft Office and database management system. Knowledge of Excel/SAP accounting system would be an advantage.
6. Proven ability to take initiative, respond to challenges and set priorities and meet deadlines. Proven ability to adapt to different work environments, including working in a cross-cultural environment.
7. A team player, able to deliver high quality work under pressure. Patient and polite with good interpersonal skills.
8. Experience of having worked in a customer driven environment will be an added advantage.
Please note that applicants shortlisted for interview may undertake a short computer-based test in English to demonstrate their claims.