Job Description

To Provide Administration services at the site for all programmes and screening of clients who come for different types of services offered by the organisation.

Duties and Responsibilities

Your Contribution – Key Responsibilities.
• Explains all services offered by the organisation to enable the client to make an informed decision on the required service and time taken.
• Screens, registers clients and generates client CIR’s.
• Completes and provides clients with review card for future consultations.
• Maintains orderly client flow ensures that clients’ waiting time is minimum.
• Provides excellent customer service to internal and external stakeholders.
• Ensures that all waiting areas have adequate IEC materials, sitting chairs, refreshments and entertainment.
• Receives all incoming and outgoing mail and sends to the designated office timeously.
• Takes minutes at every meeting held at the Site and distributes meeting minutes timeously to team members.
• Books all calls made per day and filing the log sheets
• Updates Head office cell phone directory on a regularly.
• Conducts daily checks on all landlines and reports faults to TelOne.
• Designs and implements a filing system for electronic and hard copy data.
• Compilation of daily, weekly, monthly, quarterly and annual statistics and reports.
• Codes and stores client files under lock and key in cabinets in the strictest of confidence for easy access and retrieval when clients turnout for reviews.
• Maintains the data room and making sure that old CIR’s are sent to PSH Warehouse for archiving.
• Enters client information in the system and manual register so that counsellors can access the information from their devices for them to pick up clients from the waiting area.
• Compiles daily statistics templates for data verification and analysing the cost monitoring tool from Outreach activities for all programmes.
• Extracts data from the system and creating a database of all HIV positive clients for Tracking (ART client) and Tracing (Indexing) purposes, records all telephone outcomes from Tracking and Tracing in to the databases for easier compilation of reports monthly.
• Provides the National Aids Council and MOHC with monthly and quarterly reports.
• Disburses, reconciles and replenishes petty cash every month.

Qualifications and Experience

What are we looking for?
• 5 O' levels including English and Mathematics.
• Receptionist/Secretarial diploma.
• 2 years’ working experience.
• Knowledge of office management skills.
• Strong interpersonal communication skills.
• Hardworking and able to Communicate at all levels.

How to Apply

How to apply?
In return, PSH offers competitive remuneration, commensurate with qualifications and experience. PSH is an equal opportunity employer and encourages applications from qualified individuals regardless of gender identity or expression, race, religion, national origin, or disability. All interested candidates are encouraged to follow the following steps when applying:
Step 1: Complete the Application for the position you wish to apply for:
b) Click the following link https://forms.office.com/Pages/ResponsePage.aspx?id=7LiczSHmKkeXmlSatbokcNO7h-fzQdlLv2uX4UTqbxxUNU9NUFVXWVJKVVBKTzYzSzRQRVNaUFM4WSQlQCNjPTEu to apply for the Site Receptionist position.
Step 2: Send your updated CVs to [email protected]

All Applications should be shared not later than February 13, 2026.

Please note that applications will be reviewed on a rolling basis and only shortlisted candidates will be contacted.