Cashier and Receptionist
Position Summary Expectations - Duties, Responsibilities
The Cashier and Receptionist is responsible for providing general day-to-day admin and reception support to the clinic, including ensuring positive customer experiences, accurate record management and assisting the Centre Manager with clinic administration responsibilities. This role requires strong teamwork and plays an important part in ensuring the success of the clinic.
Reporting to: Centre Manager
Probationary Period: 3 months
Level of contact with children: Direct
- Client Reception and Clinic Administration:
- Welcome clients to the clinic in a non-judgmental and friendly way.
- Provide quality services to clients at all times in a professional manner, with respect, patience and kindness.
- Answer the phone promptly within 3 rings, politely stating organisation name and asking how you can help.
- Ensure the waiting area is clean and in order.
- Responsible for operation of TV and DVD machine ensuring it is clean, working and that it is on for client entertainment at an acceptable noise level.
- Ensure all IEC materials are in good order and not torn. Ensure no newspapers are older that one week.
- Ensure all equipment is handled correctly and report to line manager If any maintain is needed. (all office equipment for receptionist/cashier only)
- Facilitate visitors to the clinic as per Centre Managers instructions.
- Promptly distribute mail and documents to staff.
- Assist guard to ensure the clients do not obstruct the entrance to the clinic with their motors or cars.
- Ensure client’s shoes do not obstruct the entrance.
- Guide or bring client to the service’s room.
- Client Registration:
- Daily data entry of client visit information accurately entered into the EHR system.
- Produce end of shift reconciliation report of the data from the EHR system.
- Extract weekly data reports from EHR system and submit them to Head Office (EHR’s Data warehouse).
- Extract relevant reports from EHR and submit to Center Manager as requested.
- Check each client’s prescription and compare with the records in EHR to ensure the accuracy of the prescription provided.
- Manage and reconcile petty cash to ensure there is enough cash on site for miscellaneous expenses that occur in clinic.
- Ensure all cash is kept in a locked box in the safe, which is locked at all times. Ensure the cash is deposited regularly into the bank.
- Issue official receipts for all service payments.
- Accurately record and count services income daily and report the total to Centre Manager.
- Summit expenses and income report to the Finance Department at Head Office monthly.
- Teamwork:
- Work with the Clinic team to contribute to the success of the Clinic, following the Clinic operating procedures manual.
- Ensure strong teamwork and willingness to assist clinic team members in any task, even if not specifically written in this framework.
- Promote Marie Stopes in a positive way to external parties in the community.
- Attend all Clinical and non-Clinical trainings for personal development.
- Work by example and promote “One-Team, One Spirit” approach.
- Uphold all Marie Stopes policies including Anti-Fraud and Bribery and Child Protection.
- Uphold all Marie Stopes core values and lead by example.
- Other duties
- Provide vocal local support to clients as needed.
- Assist Infection Prevention Assistant to ensure equipment is appropriately sterilized.
- Perform other duties as requested by the Centre Manager.
- Assist in ironing and lien when needed
- Assist the clinic team for conducting demand creation activities
- Lead client to providing service room after the registration.
- A Bachelor in a relevant field
- At least 2 years’ experience in a reception/admin role
- Skills:
- Demonstrated understanding of managing day to day administration activities and IT literate
- Approachable with strong interpersonal & listening skills
- English (written and spoken) is desirable
- Highly developed communication skills
- Honesty and excellent interpersonal and team work skills
- Willing to work under flexible working hours
