Assistant Receptionist – The Pharo Foundation Vacancy Announcement

Assistant Receptionist- Assosa, Ethiopia

Company Overview

Pharo Foundation (“the Foundation”) is a mission-driven, non-profit organisation that designs, funds, and operates economic development programmes to achieve its vision of a vibrant, productive, and self-reliant Africa. Over the next decade, our goal is to create maximum impact towards three critical missions:

1. Empowering the next generation: Our education mission is to ensure that all students have an opportunity to access a high-quality, affordable education, and become productive citizens of a rapidly changing world.
2. Eliminating barriers to employment and productivity: Our productivity mission is to identify and eliminate health, financial, and structural barriers to employment and productivity for working people.
3. Solving water scarcity: Our water mission is to ensure that people and communities across Africa have access to a safe and affordable source of water.

Pharo Diagnostic and Clinical Services has started to provide advanced medical laboratory services in June 2022 in Assosa town of BGRS. Since its opening it has provided laboratory services to more than 8000 patients and published more than 40,000 lab results.  As of August 2023, expanding its services, Pharo Foundation has started to provide clinical services integrated with the PDC under the auspices of Pharo Diagnostic and Clinical Services (PDCS).

We are a diverse, multicultural, and passionate organization, with over 450 employees in Ethiopia, Kenya, Rwanda, and Somaliland. Our headquarters are in Nairobi, Kenya, and we have a liaison office in London, UK, which is home to our parent organization, Pharo Management.

Position Summary

The Assistant Receptionist is the client’s first contact when calling or visiting the practice and as such holds the key role of representing the initial image of the practice to callers and visitors.  His/her duties include managing incoming and outgoing clients, and triaging patients. Also, the Assistant Receptionist is responsible for scheduling appointments, preparing, and maintaining patient records, handling financial transactions, receiving, and relaying client communications, and maintaining the reception area.

Job Title: Assistant Receptionist

Location: Assosa, Benishangul Gumuz Regional State (BGRS)

Reporting to: PDCS Director

Functional Relationships: Laboratory professionals, Quality and Safety Officer, Medical Doctors, Nurses

Key duties and Responsibilities

• Answer client inquiries about services.
• Educate clients on testing, and products of PDCS (Pharo Diagnostics and Clinical Services) recommendations.
• Properly pronounce, know the meaning of, spell and correctly use common procedures, laboratory, pathology terms.
• Assessing patients and gaining their trust.
• Planning and delivering patients’ care.
• Monitoring patients’ progress.
• Taking samples, pulses, temperatures, and blood pressures.
• Monitoring and administering medication.
• Writing records.
• Perform duties guided by familiarity with PDCS protocols and procedures.

1. Client Interactions

• Perform duties with a customer service orientation, always keeping the client’s perspective in mind, trying to exceed expectations.
• Welcome clients and ensure that their time in the reception area is a positive experience.
• Check in, invoice completion, check out, prescription and product sales.
• Review invoices and departing instructions with clients.
• Participate in continuing education and homework assignments.
• Attend scheduled staff meetings, mid-day rounds and reception meetings.

2. Financial

• Handle cash, credit, and debit transactions, make computer entries, and give change.
• End of shift accounting and balancing on paper and coordinating with computer and credit card information.

3. Schedule and Appointment Management

• Maintain an effective appointment schedule maximizing use of staff resources.

4. Telephone-Related

• Be familiar with and operate basic features of telephone and voice mail systems.
• Answer calls and effectively meet callers’ needs.
• Retrieve and deal with voice mail messages.
• Call clients to get or supply information or resolve issues.

5. Computer-Related

• Navigate practice software efficiently and knowledgably.
• Locate client, patient, and practice information quickly to facilitate job flow.
• Enter and update client and patient information and medical notes.
• Prepare estimates and invoices and be familiar with invoice item codes.
• Prepare computer-generated forms including check-in documents, certificates, lab requests.
• Retrieve and reply to email messages.

6.Paperwork/Filing

• Retrieve and file medical records in basement.
• File reports, results, waivers, and other similar tasks in appropriate folders.
• Organize brochures and client handouts.

7. Facility Maintenance

• Maintain the professional and welcoming appearance of the reception area through cleaning and organization.
• Contribute to monitoring and upkeep of office equipment.
• Perform other duties as assigned.

Job Requirement

Qualification and Requirements

• College diploma or degree in Nursing or other equivalent
• Previous experience as a receptionist is an advantage.
• Valid license to practice in Ethiopia.
• Competent in relevant computer skills: MS Word, MS Excel, MS PowerPoint.

Personal Attributes

• Great attention to detail and a flexible approach to work.
• High professional and ethical standards.
• Structured and process-oriented.
• Excellent time and project management skills with the ability to balance multiple priorities.
• Motivated to learn and perform and not afraid to ask questions.
• Willing to challenge the status quo and add value by introducing positive change.
• Excellent communicator and comfortable to work in a team environment.
• Positive outlook and outgoing personality with solid leadership, interpersonal and diplomatic skills.

Application Procedure

Review of applications will begin as soon as they are received, and only complete applications will be reviewed. In the event that an outstanding applicant is identified early-on in the search process, we reserve the right to appoint before the deadline. For this reason, we encourage interested and suitably qualified candidates to apply at the earliest possible opportunity

1. A detailed CV & Cover Letter, other credentials like degree, student copy, licenses. In your cover letter, please state where you heard about this position or saw it advertised e.g. through our website, jobs board.
2. An essay of no more than 500 words outlining:a) What education and operational experience have you gained that would make you the most qualified candidate for this role?

3. A one-page list of five references with current addresses, phone numbers, and email contacts.

 How to Apply

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Click Here to apply