Background

Saint John of God Hospitaller Services Malawi is a non-profit, faith-based healthcare organization established in 1994 to contribute to the development of health for all Malawians, including the most vulnerable, marginalized, and excluded groups. With operations in Lilongwe and Mzuzu, the organization is a key provider of tertiary and community-based mental health services, early intervention, inclusive education for children with disabilities, vocational training, elderly care, psychosocial support, rehabilitation services, and university-level training in health-related disciplines.

The organization invites applications from suitably qualified, experienced, and motivated individuals with high ethical standards and attention to detail to fill the following positions:

Receptionist (1 position – Mzuzu)

The position

Reporting to the Administrative Secretary, the Receptionist will, among other things, provide high-quality reception services to the hospital staff, visitors and clients and follow the reception procedures to ensure the smooth running of the hospital.

Responsibilities (which include, but are not limited to);

• Receive and record incoming and outgoing mails, documents, and deliveries.
• Assist with billing processes by issuing receipts, directing clients to the cashier, and answering basic billing questions.
• Receive, greet, and direct patients, clients, and visitors in a professional and courteous manner.
• Ensure patients are attended to promptly and directed to the appropriate service points.
• Register patients accurately in the hospital information system or manual registers.
• Verify required patient information and update records when necessary.
• Maintain confidentiality and integrity of patient data in line with hospital policies and data-protection requirements.
• Respond to telephone calls, emails, and walk-in inquiries promptly and professionally.
• Escalate complex inquiries to relevant officers while ensuring timely follow-up.
• Address patient concerns politely and direct complaints to the appropriate authority.
• Support general office functions such as photocopying, filing, and documentation.

Requirements

• Diploma in Secretarial Studies, Business Administration, Business Management, or related qualification
• Malawi School Certificate of Education with six credits including English.
• Minimum of three years post-qualification experience in a busy organization preferably in a hospital setting.
• Be fully conversant with MS Office Word, Excel, PowerPoint, and e-mails.
• Excellent written and oral communication skills in English and Chichewa or Tumbuka.
• Ability to operate office electronic machines such as photocopiers, printers, laminating machines, and others.
• Willingness to work with mentally challenged people and children with disability and their families.

Safeguarding Commitment

Saint John of God Hospitaller Services is committed to sateguarding and promoting the welfare of children and vulnerable adults.

Successful candidates will be required to adhere to safeguarding policies and demonstrate respect and sensitivity when working with individuals with mental health conditions, children with disabilities, and their families.

• Receive and record incoming and outgoing mails, documents, and deliveries.
• Assist with billing processes by issuing receipts, directing clients to the cashier, and answering basic billing questions.
• Receive, greet, and direct patients, clients, and visitors in a professional and courteous manner.
• Ensure patients are attended to promptly and directed to the appropriate service points.
• Register patients accurately in the hospital information system or manual registers.
• Verify required patient information and update records when necessary.
• Maintain confidentiality and integrity of patient data in line with hospital policies and data-protection requirements.
• Respond to telephone calls, emails, and walk-in inquiries promptly and professionally.
• Escalate complex inquiries to relevant officers while ensuring timely follow-up.
• Address patient concerns politely and direct complaints to the appropriate authority.
• Support general office functions such as photocopying, filing, and documentation.

• Be fully conversant with MS Office Word, Excel, PowerPoint, and e-mails.
• Excellent written and oral communication skills in English and Chichewa or Tumbuka.
• Ability to operate office electronic machines such as photocopiers, printers, laminating machines, and others.
• Willingness to work with mentally challenged people and children with disability and their families.

• Diploma in Secretarial Studies, Business Administration, Business Management, or related qualification
• Malawi School Certificate of Education with six credits including English.