Having a cheerful personality can feel like an undervalued or undesirable trait, but many employers desire such attributes in a receptionist and is a major requirement for a Receptionist Job Description.
The receptionist is expected to be incredibly organized and friendly. This receptionist job description is so much more than just picking up the phone.
Receptionists have different personalities and tend to be conventional individuals, meaning they are conscientious and conservative.
They are expected to be logical, efficient, neat, and organized. Some of them are also enterprising, meaning they are adventurous, ambitious, assertive, extrovert, energetic, enthusiastic, confident, and optimistic.
What does a Receptionist do?
As a receptionist, you are the first point of contact for the company. Receptionist responsibilities include providing administrative support throughout the organization.
In some organizations, he/she will welcome guests and greet people visiting the store. They also coordinate reception activities, including distributing correspondence and routing phone calls.
To be successful as a receptionist you should have a pleasant personality as this is also a role in customer service. They should also be able to deal with emergencies in a timely and effective manner while streamlining office operations.
Multitasking and stress management skills are essential for this position. This role may require working in shifts, so flexibility is an advantage.
Ultimately, a receptionist’s job and responsibility is to ensure that the front desk welcomes guests positively and carries out all administrative tasks to the highest quality standards.
What are the Duties and responsibilities of a receptionist?
Receptionists need to be open-minded and aware of everything that is going on in an organization, from knowing what important meetings are happening to coordinating deliveries and arranging travel arrangements for employees.
Also, you’re often the first person employees and potential customers see, so you’re always representing the company.
The daily duties of a receptionist include:
- Greet guests as soon as they arrive at the office
- Route visitors to the appropriate person and office
- Answer, monitor and forward incoming calls
- Ensure the reception area is tidy and presentable with all necessary stationery and supplies (eg pens, forms and brochures).
- Provide basic and accurate information in person and by phone/email
- Receive, sort and distribute daily mail/deliveries
- Maintaining office security by following security procedures and controlling access through reception (monitoring of logbook, issuance of visitor badges)
- Order front office supplies and maintain inventory
- Update calendars and schedule meetings
- Organize travel and accommodation and prepare vouchers
- Keep updated records of office expenses and expenses
- Handle other bureaucratic receptionist tasks such as filing, photocopying, transcribing and faxing
What are the requirements for a receptionist?
- Proven work experience as a receptionist, front office representative or in a similar role
- Mastery of the Microsoft Office Suite
- Practical experience with office equipment (e.g. fax machines and printers)
- Professional attitude and demeanor
- Solid written and verbal communication skills
- Ability to be imaginative and proactive when problems arise
- Excellent organizational skills
- Multitasking and time management skills with the ability to prioritize tasks
- Customer Service Attitude
- Academic degree; an additional certification in office management is an advantage
How many hours do receptionists work?
Being a receptionist is a desk job as the front desk needs to be manned at all times.
Your hours will depend on where you work: while a hospital receptionist will likely work shifts, a company receptionist will work Monday to Friday from 9am to 5pm, so you’re bound to find a company that suits your needs.
While you can’t get away from the front desk, you can easily climb the career ladder. Receptionists often rise in the ranks of the company they work for, just like former Hewlett-Packard CEO Carly Fiorina, who once manned the front desk.
With a little experience and hard work, receptionists can move to larger companies and take on more supervisory roles, managing a team of receptionists or taking a fling into administration or human resources.
How much does a receptionist earn?
According to salary.com, the average salary for a receptionist in the United States as of December 2021 is $38,068, but the range is typically between $34,183 and $42,679.
Salary ranges can vary widely depending on many important factors; including education, certifications, additional qualifications, and the number of years you have been in your job.
In the UK, the starting salary for a rookie receptionist is around £12,000, while with experience you can reach up to £25,000 for a senior receptionist job, according to facts stated in totaljobs.com.
What does the workplace of a receptionist look like?
Although receptionists work in almost every industry, many focus on healthcare and social welfare, including doctor’s offices, hospitals, and nursing homes.
Receptionists who greet customers and visitors typically work in high-visibility, clean, well-lit, and relatively quiet areas. Most work in a comfortable office environment.
The work some receptionists do can be tiring, repetitive, and stressful as they spend all day answering constantly ringing phones and sometimes encounter difficult or angry callers.
Some receptionists, including those working in hospitals and nursing homes, may need to work evenings and weekends.
What qualifications do you need to be a receptionist?
As with many administrative roles, there are often no minimum requirements; however, employers value GCSEs in English and Maths, as well as proven IT skills. If you’re looking to gain some skills, there are many courses that will give you an edge.
There are more specific qualifications for receptionists working in industries such as beauty, hospitality, and health. Companies that deal directly with international customers also value receptionists who speak more than one language.
In bidding for the job of a receptionist, the following qualifications are of great essence;
- Requires a high school diploma or equivalent with 0-2 years of experience in the field or related field.
- Has knowledge of commonly used concepts, practices and procedures in a specific area.
- Rely on instructions and predetermined policies to complete the job’s tasks.
- Work under close supervision.
- Full-time positions do not typically require independent judgment.
- Usually reports to a supervisor or manager.
- Have excellent communication and multi-tasking skills, a positive attitude and a strong work ethic.
What Skills are required to be a good receptionist?
It takes a lot of people skills, patience, and the ability to multitask to be good at this job. It also helps if you are:
- Well organized
- Friendly and polite (after all, manners don’t cost anything)
- Can deal with difficult clients or customers (not everyone knows the rules of manners)
- Good at using computer systems
- Have excellent communication skills
Receptionists are often the first employees with whom the public or the customer has contact. You are responsible for making a good first impression of the organization, which can impact the organization’s success.