Job Summary:
The Receptionist is the first point of contact for visitors, students, and staff, ensuring a professional, welcoming experience. The role manages front desk operations, call handling, reception email, meeting room coordination, basic admin support, and mail/courier flows to keep daily operations running smoothly.
Main Purpose of the Job:
To provide efficient, professional front -of -house service, greeting visitors, answering and routing calls, managing reception inbox and bookings, and supporting administrative tasks—while upholding Lyceum College’s service standards and brand.
KEY PERFORMANCE AREAS (KPAs)
The following are the primary areas of responsibility and their estimated percentage of time:
Front Desk & Visitor Management (40%)
Call Handling & Communication (25%)
Administrative Support (20%)
Mail & Courier Management (10%)
Office Support & Coordination (5%)
KEY RESPONSIBILITIES
Front Desk & Visitor Management (40%)
Greet, register, and direct visitors courteously; issue and recover visitor badges.
Keep reception area neat, branded, and presentable; manage daily readiness checklist.
Coordinate meeting room access and notify hosts on arrival.
Maintain visitor logs in line with safety/POPIA protocols.
Call Handling & Communication (25%)
Answer, screen, and route calls professionally; capture accurate messages.
Manage reception mailbox (info@ / reception@): triage, respond, or route within service levels.
Provide basic information on locations, hours, contacts, and processes.
Administrative Support (20%)
Assist with meeting scheduling, room bookings, and basic calendar coordination.
Prepare, format, and file documents; update contact lists and office directories.
Support departments with printing, scanning, and simple data capture.
Mail & Courier Management (10%)
Receive, log, and distribute incoming mail/packages; obtain proof of receipt.
Prepare and dispatch outgoing mail/couriers; track waybills and delivery status.
Keep a tidy mail area and monthly register for audit/reference.
Office Support & Coordination (5%)
Monitor and order front -office consumables; keep inventories updated.
Log facilities/IT tickets for reception area issues and follow through to resolution.
Assist with small office events/meetings (sign -in sheets, refreshments, set -up).
Requirements
REQUIREMENTS OF THE JOB
Qualifications
A Certificate/Diploma in Office Administration/Business Management advantageous.
Matric (Grade 12) essential.
Experience
2–3 years in a receptionist/front -office or administrative role (education or corporate environment advantageous).
Experience with multi -line phone systems and MS Office/Outlook.
Skills and Competencies
Technical Skills:
Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
Comfortable with switchboard/VoIP systems and shared mailboxes; basic printer/scanner use.
Familiarity with visitor logs, room booking tools, and basic ticketing (IT/facilities).
Communication & Interpersonal Skills:
Excellent verbal and written communication; warm, professional phone manner.
Service -oriented, calm under pressure, and culturally sensitive.
Discretion and confidentiality (POPIA awareness).
Key Attributes
Professional and ethical conduct with a focus on confidentiality.
Strong attention to detail and accuracy.
Team -oriented with the ability to work independently.
Commitment to maintaining stability and ensuring compliance with policies.
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