Telephone Operator/ Receptionist

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion and natural or man-made disasters. I- Scope of responsibilities: The Telephone Operator-Receptionist provides the first positive image of MSF thanks to her/his patience, ability to listen and assist visitors. Central point of the clinic, check, record and dispatch all messages Performs various administrative work Organises the patient passage through the clinic: appointments/files etc II- Responsibilities of the position: a- Reception: Welcome and accommodate visitors and inform the concerned person without delay. Provide necessary information and assure a discret but efficient filtering when necessary. Maintain reception area neat and tidy at all times. Distribute mail and/or documents in pigeon holes. b- Telecommunication: Create and/or develop an electronic telephone directory with all Mission’s contacts : internally for National and international Staff and externally for all interlocutors (emergencies, Authorities, NGOs, other sections, etc.) Maintain this Directory up-to-date at all time and distribute it regularly to all. Maintain telephone operations durant working hours, transferring incoming calls to correspondant after having written down name, time and reason of call. In case of absence of the correspondance: if urgent and non confidential, transmit lthe call to another relevant interlocutor ; otherwise, write down all necessary information and transmission of message without delay. Call and fix appointments with external interlocutors upon request (Authorities, lawyer, other sctions, HQs, etc.) Take note of all messages left on the answering machine every morning and assure proper transmission to correspondents. Keep in/outcoming calls registry book up-to-date at all time Provide general information on MSF (adresse, information sessions, etc.). In case of short absence, make sure incoming calls are diverted on another colleague after informing that person    According to context, participate in HF/VHF radio transmission. c- Administration: Make photocopies and prepare other document Keep the stock of stationaries up-to-date, make purchase order when needed Other upon request. III- Specific Activities linked to the context: The receptionist should prepare the files for the clinics Ensure patient files are secure Ensure the reception area is always tidy Book the patients appointments/change accordingly   The receptionist should be able to detect patients that require immediate medical attention and report accordingly