How to Be Receptionist/Secretary - Job Description, Skills, and Interview Questions

Dec 26, 2022 / 5 Minutes Read / By Albert

How to Become

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When an organization has an effective receptionist/secretary, it can have positive effects on the overall functioning of the business. The receptionist/secretary is responsible for maintaining a professional and welcoming environment, handling incoming calls and inquiries, scheduling appointments, and providing administrative support. This can lead to improved customer service, increased efficiency in operations, and a better workplace culture. Additionally, providing a reliable point-of-contact for customers and clients can help maintain a good reputation for the organization and ultimately lead to more business opportunities.

Steps How to Become

Obtain a High School Diploma or GED. Most employers require receptionists and secretaries to have at least a high school diploma or General Education Development (GED) certificate.
Take a Receptionist/Secretary Training Program. Pursue a training program in receptionist or secretarial skills. Vocational schools, community colleges, and online educational programs offer such courses.
Gain Experience. Many employers prefer to hire experienced receptionists and secretaries. Consider interning at an office or volunteering with an organization to gain experience.
Develop Computer Skills. Receptionists and secretaries need to be proficient in computer software, such as word processing, spreadsheets, and databases. Familiarize yourself with these programs and practice using them.
Develop Interpersonal Skills. Receptionists and secretaries need to have excellent interpersonal skills, such as customer service and communication. Practice speaking and writing in a professional manner.
Obtain Industry Certifications. Obtain industry certifications, such as the Certified Professional Secretary (CPS) exam offered by the International Association of Administrative Professionals (IAAP). This can help you stand out from other job candidates.
Find Employment. Find employment as a receptionist or secretary by searching job boards, networking, and applying directly to employers.

Receptionists and secretaries play a vital role in the success of any organization. In order for a receptionist or secretary to be reliable and qualified, they must have the following skills: communication, organizational, multitasking, and computer proficiency. Communication is an essential skill for a receptionist or secretary to possess as they are often the face of the company, responsible for greeting visitors and fielding phone calls.

It is also important for them to possess strong organizational skills, as they are often responsible for managing schedules and keeping track of important documents. Multitasking skills are also essential in this line of work, as receptionists and secretaries often need to juggle multiple tasks at once. Finally, computer proficiency is essential, as receptionists and secretaries must navigate through various computer programs while managing their duties.

Having these skills is essential for a receptionist or secretary to be reliable and qualified in their position.

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Job Description

Greet and welcome guests as soon as they arrive at the office
Answer, screen and forward incoming phone calls
Provide basic and accurate information in-person and via phone/email
Receive, sort and distribute daily mail/deliveries
Update calendars and schedule meetings
Make travel arrangements
Handle requests for information and data
Prepare reports and maintain appropriate filing systems
Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
Maintain a clean and organised workspace

Skills and Competencies to Have

Excellent communication skills
Knowledge of office procedures
Proficient in use of computer applications
Ability to work in a fast-paced environment
Superior customer service skills
Attention to detail
Organizational skills
Multi-tasking ability
Decision-making ability
Ability to maintain confidentiality
Professionalism
Phone etiquette
Problem-solving skills
Conflict resolution skills

Having strong organizational and communication skills are essential for any receptionist/secretary. Organization is key in providing efficient service to customers, clients, and colleagues. The ability to prioritize tasks and maintain a neat and orderly workspace will help ensure that all objectives are completed in a timely manner.

Communication skills are also important so that receptionists/secretaries can effectively exchange information with customers, co-workers, and other professionals. Receptionists/secretaries must have strong interpersonal skills to interact with the public, vendors, and other members of the organization. having knowledge of office equipment and software such as word processing programs, email, and filing systems is essential for success in the role.

By combining these key skills, a receptionist/secretary can be an invaluable asset to any organization.

School Secretary, Personal Secretary, and Chief Secretary are related jobs you may like.

Frequent Interview Questions

What experience do you have with office equipment such as computers, phones, and copiers?
How would you handle a situation where a customer is unhappy with our services?
What is your experience in providing administrative support to a team of professionals?
How do you prioritize tasks and manage your time effectively?
Tell me about a time where you had to deal with a difficult customer or situation.
Describe your experience in managing an appointment calendar and scheduling meetings.
What do you think are the most important qualities for a successful receptionist/secretary?
How do you ensure that all incoming calls, emails, and other communications are handled in an efficient manner?
What kind of experience do you have in greeting visitors, customers, and clients?
How do you stay organized and manage multiple tasks at once?

Common Tools in Industry

Word Processing Software. Used to create and edit documents, such as Microsoft Word (e. g. Word, Google Docs).
Spreadsheet Software. Used to analyze data, such as Microsoft Excel (e. g. Excel, Google Sheets).
Calendar Software. Used to manage appointments and other events, such as Microsoft Outlook (e. g. Outlook, Google Calendar).
Email Software. Used to send and receive messages, such as Microsoft Outlook and Gmail (e. g. Outlook, Gmail).
Telecommunications Software. Used to make or receive telephone calls, such as Skype (e. g. Skype, Zoom).
Database Software. Used to store and manage data, such as Microsoft Access (e. g. Access, MySQL).
Fax Software. Used to send and receive faxes, such as eFax (e. g. eFax).
Scheduling Software. Used to manage tasks and resources, such as Microsoft Project (e. g. Project, Trello).

Professional Organizations to Know

American Society of Administrative Professionals (ASAP)
International Association of Administrative Professionals (IAAP)
National Association of Legal Secretaries (NALS)
International Virtual Assistants Association (IVAA)
International Association of Receptionists and Administrators (IARA)
National Notary Association (NNA)
National Association of Professional Receptionists and Secretaries (NAPRS)
International Association of Women in Business Administration (IAWBA)
Institute of Certified Professional Managers (ICPM)
International Association of Business Communicators (IABC)

We also have Administrative Secretary, Office Manager/Secretary, and Secretary jobs reports.

Common Important Terms

Receptionist. A receptionist is an employee who is responsible for greeting visitors, answering phone calls, and providing administrative support.
Secretary. A secretary is an employee who is responsible for maintaining records, taking notes, scheduling meetings, and providing administrative support.
Office Manager. An office manager is responsible for the oversight of administrative tasks, such as ordering supplies, organizing events, and managing personnel.
Administrative Assistant. An administrative assistant is an employee who is responsible for providing administrative and clerical support to other staff members.
Data Entry Clerk. A data entry clerk is an employee who is responsible for entering data into a company's computer system.
Executive Assistant. An executive assistant is an employee who provides executive-level support to senior management.
Office Support Staff. Office support staff are employees who provide administrative and clerical support to other staff members.
Office Clerk. An office clerk is an employee who performs a variety of administrative and clerical tasks, such as filing documents, answering phones, and organizing paperwork.

Frequently Asked Questions

What is the primary responsibility of a receptionist/secretary?

The primary responsibility of a receptionist/secretary is to provide administrative support, such as answering phones, greeting visitors, scheduling appointments, and managing correspondence.

What qualifications are necessary for this position?

Qualifications for a receptionist/secretary typically include a high school diploma or equivalent, excellent communication skills, proficiency with computers and office equipment, and strong organizational skills.

How much does a receptionist/secretary typically earn?

According to the U.S. Bureau of Labor Statistics, the median salary for receptionists/secretaries in 2019 was $32,890 per year.

What other duties might a receptionist/secretary be asked to perform?

A receptionist/secretary may be asked to perform a wide range of duties, such as managing calendars, taking meeting minutes, filing documents, ordering office supplies, and data entry.

Do receptionists/secretaries need to have any special certifications?

No, most employers do not require special certifications for receptionists/secretaries. However, some employers may look for certification in areas such as office management or customer service.