Wednesday, 11 June 2014

Role and duties of the Receptionist

            The receptionist is often the first person contacted and observed by clients and others wishing to do business with an organization. For this reason he or she is a very important person in the organization’s structure and will immediately give visitors and clients a positive or negative impression.

            As well as being a key contact person for those outside the organization, the receptionist is a central link for departments and people within the organization. These internal staff members might work in the same building.

The receptionist is a vital link:
  • For clients and customers of the organization
  • For departments and other companies belonging to the organization
  • Between staff members
  • Between staff members and people outside the organization
 Duties of the receptionist

            The person responsible for reception duties will be multi-skilled. Depending in the size and functions of the organization, the receptionist’s duties may include:
  • Greeting visitors
  • Introducing visitors
  • Switchboard operations (including handling enquires and complaints, transferring incoming and internal calls, making outgoing calls, taking and distributing message)
  • Handling incoming/outgoing mail
  • Organizing transport
 Personal and organization skills

            To fulfil the role and duties of the position, a receptionist needs a range of personal and organizational skills which may include:
  • Listening
  • Clear, and pleasant speech
  • Neat handwriting
  • Confidentially
  • Courtesy
  • Initiative
  • Tact and diplomacy
Corporate image

            First impression is very important. The appearance and presentation of both the reception area and the receptionist will influence the impressions visitors form about the organization. There is no room for slackness, untidiness, poor grooming or anything else which might mar organization’s image.

Reception area

            The way the reception area is set up and maintained is an indication of the standards the business wishes to reflect.

            Make sure that the reception area is kept tidy during the day. Ensure availability of:
  • Sufficient chairs
  • Reading material (including information about the organization, if appropriate)
  • Tea and coffee facilities
  • Comfortable temperature and ventilation
Personal appearance

            Corporate dressing or wearing a uniform can be part of an organization’s policy. If so, you should be given guidelines for the dress code when you start in the job. If there is no uniform, observe how other members of staff dress. Avoid extremes of fashion and build a wardrobe of clothes that suit you and are comfortable. One good way of doing this is to choose jackets, skirts and pants in basic colour and then add tops, shirts and accessories for toning or contracting effect.

No comments:

Post a Comment