How to Become Receptionist?
Introduction
The Receptionist is described as “the glue that holds an office together” and “the public face of the company” by emotionally intelligent employers and coworkers.
Similar Job Titles
- Telephone Clerk
- Office Reception Clerk
- Front Desk Clerk
- Secretary
- Office Receptionist
- Appointment Clerk
- Chief Telephone Operator
- Answering Service Operator
- Reception Clerk
Typical Job Responsibilities
What do Receptionists do?
A Receptionist would typically need to:
- As the initial point of contact with a customer or client, they should provide administrative support to their firm or organisation.
- Answer the phone, take messages, and forward calls; conduct official phone calls on behalf of other office personnel.
- Schedule and confirm other employees’ appointments and meetings with clients; organise official travel and lodging for employees; and manage their calendars.
- Greet customers, clients, and other visitors; check in guests, give visitor badges, respond to enquiries by organisational policies, and direct or accompany them to their destinations.
- Inform the appropriate workers of the arrival of visitors or any modifications to their appointments. put the customer information into the company database
- Copy, transcribe, file, and maintain paper or electronic documents; receive parcels; handle incoming and outgoing paper and official electronic correspondence
- Keep other members informed of company announcements; cover for others who are absent or having problems with specific jobs.
- Take client payments, send out invoices, and pay office-related expenses with office cash; keep an inventory of office goods and replenish them as needed.
Standard Work Environment
Receptionists typically work in high-traffic locations such as the front desk, the entryway, the waiting room, or the lobby. They may work alone at a desk or in a cubicle-like environment with other employees nearby. Their job requires them to interact with people regularly.
Work Schedule
The majority of receptionists work full-time. Some employees, particularly those in the healthcare profession, may be required to work schedules that encompass evenings and weekends.
Employers
Receptionists are required in almost every business. When it appears that finding a new job is difficult, ask your network for references, contact firms directly, use job search platforms, attend job fairs, use social media, and inquire at staffing agencies.
Receptionists are generally employed by:
- The Healthcare Industry
- The Social Assistance Industry
- The Scientific & Technical Industry
- Personal Care Services
- Administrative & Support Services
- Religious, Grantmaking & Civic Organisations
Unions / Professional Organizations
Professional associations and organisations, such as the International Association of Administrative Professionals, are essential for Receptionists who want to further their professional growth or interact with other professionals in their industry or trade. Membership in one or more of these organisations adds value to your CV while strengthening your credentials and qualifications.
Workplace Challenges
- Stress due to the innumerable phone calls that need to be answered amicably
- The need to deal in a firm but polite manner with demanding visitors who will not take no for an answer
- Lack of privacy due to the location of their workspace in the office where it is easily accessible to all employees
- The possibility of having to work longer hours than usual to help meet organisational deadlines
Suggested Work Experience
Although no experience is required for Receptionists, businesses prefer candidates with at least three years of previous administrative experience. Some employers consider higher education in the administrative profession to be the relevant experience.
Academics are generally combined with a practical in college and vocational programmes. Internships in certain professions, such as veterinary medicine, are available. The company that hosted the training may occasionally hire the student as a full-time employee.
Volunteer at a hospital or school in your community. When you apply for paid and permanent Receptionist employment, the administrators of these companies will agree to vouch for your professional experience if you support them during hectic times.
You can register with local staffing agencies after passing examinations in computer & office literacy and customer service skills, followed by personality and psychological assessments. You will be able to accept temporary assignments at businesses that require a receptionist to cover for their personnel. The lessons you’ve learned and the experience you’ve obtained can help you establish a solid reputation as a desired employee.
Recommended Qualifications
The majority of Receptionists have a high school diploma, however, others pursue a technical certificate or an associate/bachelor’s degree. Employers appreciate people who are proficient in word processing and spreadsheet software.
The technical diploma programme lasts a year and includes classes in keyboarding, proofreading/editing formal office communication, and record keeping. A two-year associate degree typically prepares you for entry-level work or a four-year approved bachelor’s degree by providing teaching on a broader range of subjects.
Post-secondary programmes in office administration are available at community colleges, technical schools, and some universities, where students learn how to use a computer, service clients, and assist employees.
In high school, strive for good scores in English and Maths. Improve your secretarial and computational skills. If you believe that a high school diploma is above your current ability, look into vocational credentials in hospitality, catering, and business.
Certifications, Licenses and Registration
Voluntary certification from a reputable and objective organisation validates a Receptionist’s professional competence in secretarial, computing, and people skills, which is normally obtained by work experience, training, and passing an examination.
You will stand out in a competitive job market as a qualified professional/office/medical administrative receptionist, be eligible for a large wage premium of up to 18%, and boost your prospects of progression.
Projected Career Map
Receptionists frequently graduate to more responsible administrative positions such as Secretaries and Administrative Assistants.
Job Prospects
Candidates with relevant professional experience and computer abilities should have the best career prospects.
Beneficial Professional Development
Most receptionists undergo on-the-job training that lasts a few days to a few weeks. It covers how to greet guests, answer the phone, utilise a computer, and provide customer service.
Conclusion
Although the general opinion is that receptionists handle the front desk while chewing gum and conversing on the phone, studies demonstrate that Receptionists create a compassionate difference that even the most advanced tools cannot replicate.
Advice from the Wise
I like how the phone is ringing. You enjoy your job. Keep your attitude at home.
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