Front Desk Executive/Receptionist (CDEW)

Position Overview

The Front Desk Executive/Receptionist plays a pivotal role in ensuring the smooth and efficient operation of our counselling centre. Serving as the first point of contact for visitors, this position requires a professional, organized, and empathetic individual capable of managing multiple responsibilities with precision. The ideal candidate will be responsible for front desk management, client intake, record maintenance, and administrative support to enhance the overall functionality of the centre.

Key Responsibilities

• Front Desk Management: Act as the welcoming face of the counselling centre, greeting clients, visitors, and staff with professionalism and courtesy. Manage incoming calls, emails, and inquiries while directing them to the appropriate departments or personnel.
• Client Intake and Scheduling: Capture initial client information accurately and efficiently, ensuring all details are recorded in the system. Book counselling slots for assigned cases, maintaining an organized and up-to-date schedule. Coordinate with the Centre Counsellor to align appointments and ensure seamless service delivery.
• Record Maintenance: Maintain meticulous records, including expense registers, attendance logs, and case files. Ensure all documentation is current, complete, and compliant with organizational standards. Update and organize files to facilitate easy retrieval and reference.
• Follow-Up and Coordination: Execute follow-up calls and communications as directed by the Centre Counsellor. Update schedules and client information on the online counselling platform to ensure accuracy and transparency. Assist in coordinating appointments and ensuring clients are informed of any changes or updates.
• Asset and Facility Management: Oversee the upkeep of centre assets, including managing Annual Maintenance Contracts (AMC) for equipment and facilities. Ensure that all assets are in optimal condition and report any maintenance issues promptly to the appropriate authorities.
• Administrative Support: Provide comprehensive administrative support to the Centre Administrator, including preparing reports, managing correspondence, and assisting with other tasks as assigned. Contribute to the overall efficiency and effectiveness of centre operations.

Qualifications and Skills

To excel in this role, candidates should possess strong organizational skills, exceptional communication abilities, and a customer-centric approach. Proficiency in basic computer applications, such as Microsoft Office Suite, and familiarity with online scheduling platforms are essential. Prior experience in a receptionist or administrative role within a healthcare or counselling environment is highly desirable. The ability to multitask, prioritize workloads, and maintain confidentiality is critical.

Work Environment

This position operates in a dynamic and supportive environment, requiring the ability to work independently while collaborating effectively with a multidisciplinary team. The Front Desk Executive/Receptionist must be adaptable, detail-oriented, and committed to delivering high-quality service to clients and stakeholders alike.