In Summary - Office Receptionist
Office Receptionists typically work in the following Career Sectors:
Videos on the Web
- Office Receptionist- from: Youtube Search
- Receptionist - from: N.C.S. [UK]
The Work - Office Receptionist
The receptionist's main role is to welcome members of the public as they arrive in the building's reception area.
Their duties vary from one job to another, depending on the type of organisation they work in, for example, an office, hotel, medical centre, bank, beauty salon or leisure facility. They may direct visitors to the person they wish to see, answer queries (face-to-face, on the telephone and perhaps by fax or email) provide information or take messages for staff.
In hotels, receptionists register guests, issue keys and direct guests to their rooms. They may provide guests with information about local attractions and areas of interest. Dental and medical receptionists may book appointments and call out the patient's name when the doctor or dentist is free to see them.
Receptionists may be responsible for keeping the reception area tidy, and perhaps for arranging reading material in a waiting area, or displaying leaflets and health literature in a medical reception.
Apart from greeting and dealing with visitors, receptionists may have a number of other duties office duties.
Most commonly reported Work Tasks
- Operate telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.
- Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
- Transmit information or documents to customers, using computer, mail, or facsimile machine.
- Hear and resolve complaints from customers or the public.
- Perform administrative support tasks, such as proofreading, transcribing handwritten information, or operating calculators or computers to work with pay records, invoices, balance sheets, or other documents.
- File and maintain records.
- Provide information about establishment, such as location of departments or offices, employees within the organization, or services provided.
- Collect, sort, distribute, or prepare mail, messages, or courier deliveries.
- Process and prepare memos, correspondence, travel vouchers, or other documents.
- Receive payment and record receipts for services.
Most commonly reported Work Activities
- Communicating with Supervisors, Peers, or Subordinates Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
- Establishing and Maintaining Interpersonal Relationships Developing constructive and cooperative working relationships with others, and maintaining them over time.
- Getting Information Observing, receiving, and otherwise obtaining information from all relevant sources.
- Interacting With Computers Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
- Performing Administrative Activities Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
- Performing for or Working Directly with the Public Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.
- Communicating with Persons Outside Organization Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
- Documenting/Recording Information Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
- Identifying Objects, Actions, and Events Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
- Monitor Processes, Materials, or Surroundings Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
Interests - Office Receptionist
This occupation is typically suited for people with the following Career Interests:
Administrative people are interested in work that offers security and a sense of being part of a larger process. They may be at their most productive under supervisors who give clear guidelines and while performing routine tasks in a methodical and reliable way.
They tend to enjoy clerical and most forms of office work, where they perform essential administrative duties. They often form the backbone of large and small organisations alike. They may enjoy being in charge of office filing systems, and using computers and other office equipment to keep things running smoothly. They usually like routine work hours and prefer comfortable indoor workplaces.
The Social person's interests focus on interacting with the people in their environment. In all cases, the Social person enjoys the personal contact with other people in preference to the impersonal dealings with things, data and ideas found in other groups.
Many will seek out positions where there is direct contact with the public in some advisory role, whether a receptionist or a counsellor. Social people are motivated by an interest in different types of people and like diversity in their work environments. Many are drawn towards careers in the caring professions and social welfare area, whilst others prefer teaching and other 'informing' roles.
Enterprising people like situations that involve using resources for personal or corporate economic gain. Such people may have an opportunistic frame of mind, and are drawn to commerce, trade and making deals. Some pursue sales and marketing occupations. Many will eventually end up owning their own business, or in management roles in larger organisations. They tend to be very goal-oriented and work best when focused on a target. Some have an entrepreneurial inclination.
The receptionist is usually the first representative of an organisation that a visitor meets, so a smart appearance usually creates a favourable impression. You should be polite, friendly, efficient and helpful. It is important to have strong communication skills, including clear speech and a professional telephone manner.
You will need good organisational skills, for example, to manage bookings and take messages. You should have an interest in your organisation's work - this will help you to know who works where, so you can pass customers' enquiries to the right person, first time.
Receptionists must be able to remain calm, polite but assertive under pressure - some visitors may be rude, aggressive or impatient to be seen by another member of staff.
You may need to have basic numeric and accounting skills for calculating bills and dealing with money. Some receptionists may need book-keeping skills. The ability to use office equipment such as faxes, photocopiers and switchboards is an advantage, and many receptionists also need basic typing and computer skills, perhaps including the ability to use email or deal with bookings made over the Internet.
The ability to speak a foreign language can be useful, especially for hotel receptionists.
Entry Requirements - Office Receptionist
Pay & Salary - Office Receptionist
Salary Range (thousands per year)* 20k - 38k
Sigmar / CPL / Robert Walters / Abrivia
Last Updated: March, 2017
* The lower figures typically reflect starting salaries. Higher salaries are awarded to those with greater experience and responsibility. Positions in Dublin sometimes command higher salaries.