Reception

Job Summary The Receptionist is responsible for providing a professional, respectful, and efficient front-desk service at the health facility. The Receptionist serves as the first point of contact for patients, caregivers, visitors, and community members, ensuring appropriate registration, appointment scheduling, patient flow management, and administrative support. The role contributes to timely access to health services while maintaining confidentiality, dignity, and accountability in accordance with humanitarian principles and organizational policies. Job Requirements Reception and Patient Services Welcome patients, caregivers, visitors, and stakeholders in a respectful, non-discriminatory, and culturally appropriate manner. Register patients and maintain accurate patient records in paper-based and/or electronic systems. Verify beneficiary information and ensure completeness of registration documents. Schedule and coordinate patient appointments with clinical staff. Direct patients to the appropriate health services within the facility. Manage patient flow to minimize waiting time and ensure orderly service delivery. Administrative Support Maintain organized patient registration files and clinic records. Prepare daily patient registration logs and service statistics. Support data entry and filing of administrative documents. Assist with preparation of routine reports as requested by supervisors. Maintain adequate office and reception supplies. Communication and Coordination Respond to telephone calls and general inquiries professionally. Coordinate with doctors, nurses, physiotherapists, psychosocial counselors, and other clinic staff regarding appointments and patient referrals. Communicate clinic schedules, service availability, and any changes to beneficiaries. Support internal communication to facilitate efficient clinic operations. Confidentiality and Protection Ensure confidentiality of all patient information and medical records. Treat all beneficiaries with dignity, respect, impartiality, and without discrimination. Identify vulnerable individuals requiring priority attention and inform relevant clinical staff. Maintain privacy during patient registration and reception activities. Accountability and Safeguarding Provide beneficiaries with information on available services, eligibility criteria, and complaint and feedback mechanisms. Support implementation of Accountability to Affected Populations (AAP) activities. Immediately report safeguarding concerns, protection risks, or incidents in accordance with organizational procedures. Adhere to safeguarding, Prevention of Sexual Exploitation and Abuse (PSEA), child safeguarding, and protection policies. Compliance Follow organizational policies, humanitarian principles, and the Code of Conduct. Comply with Infection Prevention and Control (IPC) procedures. Support quality improvement initiatives within the health facility. Perform any other duties assigned by the supervisor Other Duties Participate in emergency response activities. Support proposal development and technical planning when requested. Perform other duties assigned by the Program Manager. Perform other duties consistent with the nature of the position Required Qualifications Diploma or Bachelor's degree in Business Administration, Public Administration, Health Administration, Office Management, or a related field. Minimum 2 years of experience in reception, administration, or front-desk support. Previous experience with an NGO, INGO, UN agency, or humanitarian health project is highly desirable. Skills & Competencies Excellent interpersonal and communication skills. Strong organizational and time management skills. Ability to work effectively with vulnerable populations. High level of integrity and confidentiality. Strong computer skills, including Microsoft Office applications. Ability to work under pressure in a fast-paced humanitarian setting. Good record-keeping and documentation skills. Ability to work effectively in a multidisciplinary team. Languages Fluency in Dari and/or Pashto (required). Working knowledge of English (preferred).