Receptionist

Summary

It is understood that based on the nature of your job you will be working with managers across multiple departments and as such you will be required to comply with all reasonable instructions within your scope of duties given to you by all managers employed to GROVE BROADCASTING COMPANY LIMITED. Job Objective/Summary As a Telephone Operator, you will be the first point of contact for the Company. Your duties include offering administrative support across the Company. You will welcome guests and greet guests. You will also coordinate front-desk activities, including distributing correspondence, screening, and directing phone calls to the appropriate departments/individuals within the Company. Working Hours: As per roster Due to the nature of your job; you may also be called upon to attend work in cases of natural disasters and states of emergencies and holidays. Reporting Relationship: Directly to the PROGRAMMES MANGER. In the absence of the Programmes Manager, you will report to the Managing Director. General Guidelines It is a requirement for all Programming Department employees to become familiarized with the Broadcasting Commission Standards, which not only involves setting minimum standards for programmes as provided for in the Radio Re-Diffusion Act but also such other regulations as appropriate. As part of the Licensing Condition, employees are required to observe the Programmes Department Standard Operating Procedure unless expressly stated otherwise, the SOP applies to broadcast content and employee conduct. Where the SOP has been breached this may lead to disciplinary action against you. It is imperative that all on-air employees recognize their responsibility to protect the brand IRIE FM, not to bring the company’s name to disrepute, and not to willfully use the airwaves to damage or tarnish the reputation of anyone or the IRIE FM BRAND and it’s affiliates. It should also be understood that breach of the guidelines imposed by the Broadcasting Commission may result in sanctions against the Licensee (Grove Broadcasting Company Limited). The program log changes daily as such you are required to pay careful attention to your daily log. It a requirement that you perform your log duties in the order it is presented in the MTL. Commercial breaks not taken in the prescribed time order will have adverse financial implications for the company and may negatively affect client relationships. Environment Work is performed in the standard Front Desk environment. The company reserves the right to plan station activities approved by the company between 9:00 am – 5: 00 pm Mondays – Fridays and make them mandatory at short notice. Physical Primary functions require sufficient physical ability and mobility to work both in an office and on the road (in the field). To sit or stand for prolonged periods of time; to walk several meters at a time when doing outside broadcast. To occasionally stoop, bend, kneel, crouch reach and twist; to lift carry, push and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and/ or verbally communicate to exchange information.

Responsibilities

• Receptionist Duties:

  • • Answer incoming calls.
  • • Must be polite and courteous while answering the phone.
  • • Understand the telephone operator board or PBX switchboard operations.
  • • Directs call to staff, or departments through the switchboard or PBX system.
  • • Place outgoing calls.
  • • Receive messages and deliver the same to employees.
  • • Provide information about the company products and services.
  • • Knows what action to take when an emergency call is required.
  • • Report telephone equipment problems or service complaints and problems.
  • • Follow proper telephone etiquette.
  • • Trains or assists with training new Receptionist in performance of job duties.
  • • To be fully aware of and adhere of health and safety, fire and bomb threat procedures.
  • • Keep records of calls placed by all departments and recording the call charges.
  • • Update directory information.
  • • Welcome visitors in a warm and friendly manner, and handover to correct personnel
  • • Maintain reception area in a clean and tidy manner at all times
  • • Operate standard office equipment on a regular basis, including a scanner, a copy machine, and a computer
  • • Receive deliveries; sort and distribute incoming mail
  • • Take inventory of supplies and restock as needed
  • • Maintain the general office filing system
  • • Perform handing over duties and report and issues experienced during shift and the status of a resolution
  • • Check receptionist email and follow up with correspondence

• Broadcast Assistant Duties:

  • • Monitor the programme log
  • • Listen to the radio
  • • Check folders for scripts, programme advisories for On- Air Presenters
  • • Remind Presenters of features, commercial breaks, wrap up times and interviews etc.
  • • Record discrepancies with detailed notes
  • • File the programmes log
  • • Request music sheets from presenters and download submitted sheets and provide a report to the Programmes Officer
  • • Record Supreme Ventures Draws and report any abnormalities relating to the airing of the draw

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