Administrative Assistant/Receptionist – Nairobi – Africa Inland Mission – 2024

Administrative Assistant/Receptionist – Nairobi – Africa Inland Mission – 2024

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Job Details

• Position: Administrative Assistant/Receptionist
• Company: Africa Inland Mission (AIM) – Africa Based Support
• Location: Nairobi, Kenya
• Job Type: Full-Time, NGO, NPO & Charity Sector
• Reporting To: AIM Care Office Supervisor
• Application Deadline: Ongoing

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Introduction

Africa Inland Mission (AIM) is a dedicated, non-profit organization focused on supporting the mission of spreading the gospel of Jesus Christ across East and Central Africa. We’re seeking a motivated and servant-hearted individual who desires to make a meaningful impact. If you’re passionate about providing exceptional administrative support and playing a pivotal role in supporting our mission, then this opportunity may be for you. Working within AIM Care, you’ll help manage both general and clinical administrative tasks, ensuring smooth logistical support for our mission community. This is an onsite role based in Nairobi, offering valuable growth opportunities within a dynamic, faith-driven organization.

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Key Responsibilities

1. Client Reception

• Welcome Clients: Greet clients upon arrival, assist with initial intake paperwork, and ensure they are well-informed throughout their visit.
• Coordinate Appointments: Organize new client and follow-up appointments to maintain an efficient schedule.
• Manage Communication: Answer incoming calls, route them to the intended recipient, and handle any client inquiries professionally.
• Payment Handling: Manage cash, check, and credit card transactions, ensuring accurate billing and providing receipts to clients.

2. Clinical Administrative Tasks

• Intake Processing: Oversee the complete process for new intakes, including managing the Electronic Medical Record (EMR) system.
• Appointment Scheduling: Assist in booking appointments, sending meeting links, and distributing psychological evaluation test forms as required.
• Billing and Records Management: Ensure accurate billing, maintain client records, and update databases with necessary client details.
• Support for Offsite Work: Assist in preparing offsite work arrangements for counselors.

3. Office Administration

• Financial Accuracy: Assist in ensuring that all financial transactions are recorded precisely in the finance records.
• Administrative Needs: Manage general office tasks such as photocopying, scanning, and maintaining supplies.
• Facility Maintenance: Support the upkeep of seminar and conference rooms and prepare offices for new clinicians.
• Stationery Orders: Manage inventory and orders for office supplies and stationery.

4. AIM Care Library Maintenance

• Organization and Cataloging: Keep the library tidy, organized, and maintain accurate catalogues.
• Book Check-Out: Assist clients with book loans, ensuring timely returns and accurate records within the library system.

5. Housekeeping Support

• Refreshment Stocking: Ensure refreshments are available for clients, and maintain cleanliness across the offices.
• Substitute Housekeeping: Step in for housekeeping duties when needed, including preparing tea for staff and clients.

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Qualifications and Skills

Educational Requirements

• Diploma: Community Health, Social Work, Nursing, Clinical Officer, or a related field.
• Additional Credentials: CPA II certification is preferred.

Experience

• Essential: Minimum of 1 year of experience in an administrative position, preferably within a healthcare setting.
• Desired: Familiarity with cross-cultural and counseling environments is beneficial.

Key Skills and Attributes

• Integrity and Trustworthiness: A God-fearing individual committed to high ethical standards.
• Interpersonal Skills: Strong listening and interpersonal skills, including the ability to understand diverse accents.
• Confidentiality: High capacity for maintaining confidentiality and professionalism.
• Clerical Accuracy: Exceptional attention to detail and data accuracy.
• Effective Communication: Proficient verbal and written communication skills.
• Time Management: Ability to manage time efficiently and prioritize tasks effectively.

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Company Culture and Values

Africa Inland Mission is deeply rooted in its mission to spread the message of Jesus Christ, supporting communities across East and Central Africa. The work environment at AIM is inclusive, faith-driven, and built on respect, compassion, and dedication. We prioritize the well-being of our employees, fostering a positive atmosphere that encourages professional and personal growth. As a team, we are united in our values and commitment to making a difference through our work.

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Apply Now for the Administrative Assistant/Receptionist Position

If you are passionate about serving others and have the required skills and qualifications, we encourage you to apply today. Click the link below to complete the online application form and take the first step towards a fulfilling role with AIM.

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10 Expert Tips for a Successful Administrative Assistant/Receptionist Application

Each tip is tailored to the Administrative Assistant/Receptionist role, helping you refine your approach and increase your chances of being shortlisted.

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1. Highlight Relevant Administrative Experience

Example: Showcase any previous roles where you handled client reception, administrative tasks, or clerical duties, especially if they were in a healthcare or non-profit setting. For instance, “In my role as a Receptionist at XYZ Healthcare, I managed client intakes, scheduled appointments, and handled payments, ensuring seamless client experience and efficient operation of the front desk.”

Tip: Emphasize specific responsibilities that align with the job description, such as managing client intake paperwork or organizing scheduling, as these will resonate with the role’s requirements.

2. Use Keywords from the Job Description

ATS systems often prioritize applications that closely match job keywords. Make sure to include terms like client reception, administrative support, financial records, database management, scheduling, and clerical accuracy naturally throughout your resume and cover letter.

Example: In your experience section, describe your proficiency in “handling clinical administrative tasks and managing electronic medical record systems,” if applicable. Using these exact phrases enhances keyword optimization and ensures ATS compatibility.

3. Demonstrate Strong Organizational Skills with Examples

Show how your organizational skills benefit your team and streamline operations. Describe specific tasks you’ve managed, such as coordinating appointments or maintaining databases.

Example: “Organized and maintained a client database with over 2,000 records, ensuring all information was accurately updated and accessible, which increased operational efficiency by 30%.”

4. Emphasize Your Interpersonal Skills

This role requires excellent interpersonal and communication skills to interact effectively with clients and colleagues. Highlight experiences where your communication skills led to positive outcomes or helped you resolve client queries.

Example: “In my previous role, I developed strong listening skills, which allowed me to assist clients with diverse backgrounds effectively, ensuring a welcoming and professional atmosphere at the front desk.”

5. Showcase Attention to Detail and Clerical Accuracy

Administrative roles demand a high level of accuracy, especially in tasks like recording financial transactions and handling client documentation. Give examples of how your attention to detail has positively impacted your work.

Example: “Handled daily financial record-keeping for XYZ Company with zero discrepancies, ensuring accuracy in all transactions and creating a reliable audit trail for the finance department.”

6. Demonstrate Your Technical Proficiency

Many administrative tasks involve using specific software or managing digital files. Mention your familiarity with tools like Microsoft Office Suite, electronic medical records (if applicable), and any scheduling or database software you’ve used.

Example: “Proficient in Microsoft Excel for maintaining financial records and used XYZ scheduling software to manage over 50 appointments daily with accuracy.”

7. Discuss Experience in Cross-Cultural and Counseling Settings, if Applicable

Africa Inland Mission values cultural sensitivity and may prefer candidates who can navigate diverse settings. If you’ve worked in cross-cultural or counseling settings, emphasize your adaptability and ability to work respectfully with clients from various backgrounds.

Example: “Assisted in a multicultural environment at ABC Non-Profit, where I developed culturally sensitive communication skills, helping clients feel comfortable and respected.”

8. Emphasize a Servant-Hearted Attitude

This position is with a faith-based organization, so highlighting your commitment to service and a humble, servant-hearted attitude can set your application apart. Use language that reflects your dedication to supporting others and aligning with the organization’s mission.

Example: “As a dedicated administrative professional, I believe in creating an environment that supports and uplifts others. My role as a receptionist allowed me to prioritize client care, embodying values of respect and integrity in every interaction.”

9. Illustrate Your Ability to Handle Confidentiality

The job description emphasizes the need for confidentiality, particularly when handling client information. Provide examples of how you’ve managed confidential information responsibly.

Example: “In my previous role, I was trusted to handle sensitive patient information, ensuring confidentiality and compliance with data privacy regulations. I understand the importance of discretion, especially when dealing with clinical and personal data.”

10. Craft a Compelling Cover Letter with Specific, Measurable Achievements

In your cover letter, go beyond general statements to include quantifiable achievements and relevant examples. A well-written cover letter demonstrates your attention to detail and provides a chance to emphasize why you’re the ideal candidate.

Example: “In my role as Administrative Assistant at XYZ Clinic, I improved the appointment scheduling process, which reduced client wait times by 20% and received positive feedback for ensuring smooth client experiences.”

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Additional Tips for Bypassing ATS

• Tailor your resume for each position: Make minor adjustments to the wording in your resume based on specific keywords for each job application.
• Use standard section headers like “Experience,” “Skills,” and “Education,” as ATS may prioritize resumes with these headings.
• Avoid graphics or unusual fonts as they can disrupt ATS scanning.

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Equal Opportunity Statement

We are an equal opportunity employer and are committed to attracting and retaining the best employees from all backgrounds. Only shortlisted applicants will be contacted.