Background information about the job or company

The Assistant Client Service Officer is the first point of contact for clients and visitors, providing professional reception and administrative support.

Responsibilities or duties

• Client Reception: Greet, welcome, and direct clients, patients, and visitors professionally and courteously.
• Registration and Data Entry: Accurately register clients into the system, update records, and maintain client databases.
• Appointment Management: Schedule, confirm, and manage appointments for clinical services.
• Telephone Management: Answer, screen, and direct incoming calls promptly and professionally, taking accurate messages.
• Payment Processing: Process client payments (cash, card, mobile money), issue receipts, and maintain a balanced cash drawer where applicable.
• Information Provision: Provide clients with information on services, operating hours, and organizational policies.
• Client Support: Handle client inquiries, complaints, and special requests professionally, escalating issues to the supervisor when necessary.
• Records Management: Maintain accurate client records, files, and documentation, ensuring confidentiality.
• Administrative Support: Provide general administrative support, including handling mail, filing, and office organization.
• Shift Handover: Prepare detailed and accurate shift handover reports.

Qualifications or requirements

Diploma or Degree in Business Administration, Customer Service, or related field. Strong communication and computer skills, with experience in a front office or customer service role preferred.

• Greet, welcome, and direct clients, patients, and visitors professionally and courteously.
• Accurately register clients into the system, update records, and maintain client databases.
• Schedule, confirm, and manage appointments for clinical services.
• Answer, screen, and direct incoming calls promptly and professionally, taking accurate messages.
• Process client payments (cash, card, mobile money), issue receipts, and maintain a balanced cash drawer where applicable.
• Provide clients with information on services, operating hours, and organizational policies.
• Handle client inquiries, complaints, and special requests professionally, escalating issues to the supervisor when necessary.
• Maintain accurate client records, files, and documentation, ensuring confidentiality.
• Provide general administrative support, including handling mail, filing, and office organization.
• Prepare detailed and accurate shift handover reports.

• Strong communication skills
• Strong computer skills
• Front office experience
• Customer service experience

• Diploma or Degree in Business Administration, Customer Service, or related field.