Receptionist at Health Systems Consult Limited (HSCL)

Job Summary

• The Receptionist will serve as the first point of contact for all visitors and callers to the organization.
• As a core member of the Administrative Unit, the Receptionist is responsible for managing the front desk, providing professional and friendly customer service, and supporting general administrative and office management tasks.
• The role requires excellent communication, organizational, and multitasking skills.

Key Responsibilities
Front Desk & Visitor Management:

• Welcome visitors by greeting them, in person or on the telephone; answering or referring inquiries in and courteous manner.
• Manage visitor sign-in/sign-out procedures and ensure adherence to security protocols.
• Direct visitors to appropriate staff or departments.
• Keep and maintain a visitor’s log 
• Maintain a tidy and welcoming reception area.

Telephone & Communication Handling:

• Answer, screen, and forward incoming phone calls.
• Respond to inquiries and provide basic information about the organization.
• Take and relay accurate messages in a timely manner.
• Manage general email and correspondence for the front desk.

Administrative Support:

• Support the Administrative Unit in document filing, photocopying, and scanning.
• Assist in scheduling meetings, organizing logistics, and preparing meeting rooms.
• Receive, sort, and distribute mail and deliveries.
• Maintain office supplies inventory at the reception and support stock tracking.
• Provide clerical assistance to admin staff as required.

Facility & Office Coordination:

• Report maintenance or repair issues in the reception area.
• Coordinate with cleaners to maintain cleanliness of the reception and front office.
• Assist with courier services and monitor dispatch records.
• Provide support in tracking visitor logs and facility usage reports.

Other Duties:

• Support logistics during staff events, trainings, or workshops.
• Perform any other duties as assigned by the Administrative Officer or Management.

Education and/or Work Experience Requirements

• Minimum of an OND, HND, or Bachelor’s Degree in Business Administration, Public Administration, or a related field.
• At least 1 - 2 years of experience in a receptionist/Administrative Assistant  or front office role, preferably in a professional or non-profit environment.
• Excellent verbal and written communication skills.
• Strong interpersonal skills and professional demeanor.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to manage multiple tasks efficiently and with attention to detail.
• Discretion, reliability, and a positive attitude are essential.

Preferred Competency:

• Prior experience supporting administrative processes.
• Experience in a public health, consulting, or donor-funded environment is an added advantage.
• Demonstrated ability to interact with clients, partners, and high-level stakeholders by the Supervisor.

Desired Competencies:

• Good communication & interpersonal skills
• Willingness to learn.
• Analytical skills.
• A team player.
• Time management skills.
• Proficiency in Microsoft Office.
• Attention to details.