Terms of Reference: Receptionist

Role:                     Receptionist, Justice Centre Hong Kong

Reporting to:       Office Manager

Work hours:        Monday, Tuesday, Thursday and Friday 9:30AM-6PM, and Wednesday 11AM-7:30PM.

Location:             Justice Centre Hong Kong Ltd, 18^TH Floor, 202 Centre, 202-204 Des Voeux   Road West, Sai Ying Pun, Hong Kong

Position summary

The Receptionist is responsible for providing secretarial, clerical, and administrative support to the entire Justice Centre team in order to ensure that services are provided in a professional and efficient manner.  The Receptionist acts as the first point of contact for the organization in-person, on the phone, and via email, and therefore plays a critical role in client and external relations. 

Who we are

Justice Centre Hong Kong is a non-profit, human-rights organisation working to protect the rights of Hong Kong’s most vulnerable forced migrants - refugees, survivors of human trafficking and forced labour. For more information about Justice Centre, please visit www.justicecentre.org.hk

Responsibilities

• Greet visitors in a kind and respectful manner, help them to sign in, offer beverages and food, direct visitors to their scheduled appointments;
• Answer all calls and direct them to the appropriate staff member;
• Confirm appointments with clients, make appointment reminders as needed;
• Contribute to Justice Centre’s file management as well as monitoring and evaluation system in terms of collection, verification, database entry, and filing of client data;
• Contribute to the updating and streamlining of old files to Justice Centre’s new filing format;
• Monitor the “checking in” and “checking out” of hard copy files;
• Manage office space reservations;
• Update bulletin boards;
• Keep the reception and family room areas welcoming and tidy;
• Collect food donations and put them out in a hygienic and appealing way; 
• Shop for fruit, snacks, tea, coffee, and cups for clients and guests;
• Order water;
• Make copies of forms and leaflets kept at Reception; 
• Monitor stock of office supplies.

Essential

• Minimum of one year experience in customer service;
• Demonstrable excellent organizational and communications skills;
• Cordiality and diplomacy;
• Willingness to learn and develop new skills;
• Multicultural sensitivity and ability to work with people from different cultural backgrounds and across varying language barriers;
• Ability to work independently whilst being a good team-player;
• Demonstrated literacy in Excel, basic data entry, and Outlook ;
• Fluency in verbal and written English;
• Legal right to work in Hong Kong.

Desirable

• Fluency in Cantonese
• Fluency in another language such as French, Arabic, Somali, Urdu, Sinhala, or Bangla
• Experience working with vulnerable people in a professional setting

Salary and Benefits

• Salary $10,000-$12,000, based on experience
• MPF contributions
• Health and dental insurance
• An opportunity to meet people from all over the world, learn more about refugees in Hong Kong, and contribute to rewarding human rights work

Please e-mail your CV and statement of interest to jobsATjusticecentre.org.hk with the subject line ‘Receptionist” by midnight 13 March 2016. Unfortunately, due to the high level of interest in our organisation, we are only able to reply to shortlisted applicants.

Justice Centre Hong Kong is a non-profit organization that has been working to support refugees, asylum seekers and other forced migrants in Hong Kong since its founding in 2007.  We provide refugees, asylum seekers and other forced migrants with social welfare, psychological support and assistance with their protection claims. Since our founding, we have provided assistance to 2,000 asylum seekers and refugees.