Receptionist and Admin assistant

Job description

1. Job Purpose

The Receptionist serves as the first point of contact for Zera International College of Health Sciences and is responsible for creating a professional, welcoming, and efficient front office environment. The role supports institutional operations by managing communication, student inquiries, documentation flow, and administrative coordination in alignment with Christian professional ethics and institutional standards.

2. Key Responsibilities

A. Front Desk & Customer Service

• Welcome students, parents, visitors, and stakeholders in a professional and courteous manner.
• Direct visitors to appropriate offices and staff members.
• Maintain a clean, organized, and professional reception area.
• Handle inquiries regarding admissions, programs, fees, and institutional services.
• Ensure visitors sign the visitor’s register and follow security procedures.

B. Communication Management

• Answer, screen, and forward incoming phone calls promptly.
• Respond to selected emails and official correspondence professionally.
• Manage the institution’s general information email and phone line.
• Take and relay accurate messages to relevant departments.

C. Admissions & Student Support Assistance

• Issue application forms and provide basic guidance on admission requirements.
• Assist prospective students with general program information.
• Record inquiries and maintain a prospective student log.
• Support the Student Affairs department during peak enrollment periods.

D. Administrative Support

• Receive, sort, and distribute internal and external mail / Documentation.
• Maintain proper filing systems (physical and electronic).
• Assist in scheduling meetings and appointments.
• Prepare basic reports as requested by management.
• Support documentation compliance in line with Regulatory bodies e.g TEVETA, HEA and Nursing & Midwifery Council requirements.

E. Records & Data Handling

• Maintain accurate front desk records and registers.
• Ensure confidentiality of institutional and student information.
• Update inquiry and visitor tracking systems.

F. Institutional Representation

• Uphold Christian values and professional ethics in conduct and communication.
• Maintain appropriate dress code and professional appearance.
• Represent the institution positively to students, parents, and external stakeholders.

3. Key Performance Indicators (KPIs)

KPI Area

Measurement Indicator

Customer Service

95% positive feedback from visitor surveys

Call Handling

Calls answered within 3 rings (90% compliance)

Inquiry Tracking

100% logging of prospective student inquiries

Administrative Efficiency

Timely distribution of correspondence (same day)

Professional Conduct

Zero validated complaints regarding misconduct

Record Accuracy

98% accuracy in visitor and inquiry logs

Minute Taking                    90% accuracy, printed and filled within 4 working days

4. Qualifications & Requirements

Minimum Qualifications:

• Diploma in Business Administration, Office Management, Public Administration, or related field (ZAQA certified)
• attach a Grade 12 Certificate with 5 credits (including English and Mathematics).

Experience:

• Minimum 1–2 years’ experience in reception, front desk, or administrative role.
• Experience in an educational or health institution is an added advantage.

Skills & Competencies:

• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Basic record management skills.
• Ability to multitask and manage pressure during peak periods.
• High level of integrity and confidentiality.
• Professional appearance and demeanor.

5. Behavioral Competencies

• Professionalism
• Courtesy and respect
• Integrity and confidentiality
• Time management
• Attention to detail
• Teamwork
• Christian ethical conduct

6. Working Conditions

• Office-based role.
• May require occasional extended hours during registration periods and events.
• Continuous interaction with students, parents, and stakeholders.

7. Authority Level

The Receptionist:

• Has authority to provide general institutional information.
• Does not have authority to commit the institution financially.
• Operates under supervision of the Registrar / HR Officer.

8. Performance Review

Performance will be reviewed:

• After 3 months (probation review)
• Annually thereafter
• Based on KPIs and institutional values alignment