INTRODUCTION:
Effective communication is the lifeblood of any organisation; it is the medium through which the Institutes vision, mission, values and goals are interpreted to be understood by both its internal and external Stakeholders.
The Communication and Marketing Office is a component of the Office of the Principal and Chief Executive Officer and reports directly to the Deputy Principal and Head of Academics.
PURPOSE:
The unit must fulfil public relations, communications and marketing, branding, events management, stakeholder engagement, customer care and switch board operations to achieve the Institutes objectives.
WHY COMMUNICATION IS IMPORTANT:
Effective communication is the lifeblood of any organization, it is the medium through which the vision, mission and goals are interpreted and understood by both its internal and external Stakeholders.
The section must effectively and efficiently communicate, market, profile service delivery programs of Fort Cox to the broader and specific sectors, stakeholders, and groups of the people with the view to enhance the image, brand and reputation of the Institute.
WHAT IS THE UNIT’S ROLE:
✓ Promote the image of Fort Cox
✓ Build Brand Awareness
✓ Provide Communication support to all sections
✓ Spokesperson Duties
✓ Ensure Effective and Efficient Communication External and Internal Stakeholders
✓ Initiate and Oversee Media Relations
✓ Photography & Newswriting
✓ Customer Care Services
✓ Switchboard Operations
ATTRIBUTES TO STRIVING IN THE RECEPTIONIST ROLE:
- Strong Telephone Etiquette & Receptionist Skills.
- A Brilliant Communicator.
- Dependability.
- Exceptional Interpersonal Skills.
- Ability to Work Independently.
- Keenness and a Positive Attitude.
KEY FOCUS AREAS OF COMMUNICATION AND MARKETING
▪ Lead and Deliver Communication Objectives
▪ Market Programmes, and Activities of Fort Cox
▪ Provide Multi-Media Services
▪ Produce and Manage Institute Publications
▪ Develop and Action Advertising Campaigns
▪ Enhance Visibility and Accessibility through Signage and Marketing Material
▪ Strengthen Corporate Identity through Staff and Student Wear and Promotional Items
Personnel
Operations of Reception
PURPOSE
To ensure overall running of the office administration function and provide receptionist support.
FUNCTIONS
- Receive Telephone Calls, Messages, E-mails, and channel to relevant role players.
- Manage the Reception area and Handle Routine Enquiries.
- Welcome, Receive and Direct clients to relevant units.
- Maintain and Update the Brochure Stand at Reception Foyer.
- Operate Office Equipment, e.g. Computers, and Photocopiers.
- Liaise with Internal and External Stakeholders.
- Maintain the Telephone Directory and Report Faulty Lines for Repairs.
- Control the visitor register and access at reception, as well as maintain security
awareness. - Be willing to render general clerical and administrative support services.
- Record, organise, store, capture and retrieve correspondence and data (line
function). - Update Registers and Statistics.
- Make photocopies and receive or send facsimiles and emails.
- Type letters and/or other correspondence when required.
- Provide effective and efficient telephone and facsimile communication services.
- Ensuring detailed, accurate and prompt messages are channelled to the right
recipient. - Making Bookings of Venues in the Institute (Boardroom, Conference Room, Mgolombane Hall).
- Providing clients & visitors with information about the Institute and its services.
COMPETENCY REQUIREMENTS
- Ability to Work Independently as well in a team.
- Sound Computer Literacy in Windows and MS Office.
- Above – Average Data and Report Typing Skills.
- Good Verbal and Written Communication Skills.
- Good Office Organisational Skills.
- Telephone Etiquette.
- Adequate Understanding of Administrative Processes.
- Good Organizing Skills and Computer Literacy.
- Client-Orientated and Customer-Focused.
- High Level of Flexibility.
- Ability to Multi-Task and Work Under Pressure.
- Attention to Detail and Adherence to Deadlines.