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

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Steps How to Become

1. Obtain a High School Diploma or GED. Most employers require applicants for receptionist positions to have at least a high school diploma or its equivalent.
2. Pursue Post-Secondary Education. Although not required in all cases, taking some college-level classes can help you stand out from the competition and make it easier to secure a receptionist position.
3. Learn Relevant Skills. To become a successful receptionist, you need to develop a variety of skills, such as strong interpersonal skills, excellent verbal and written communication skills, and the ability to use computers.
4. Get Certified. Obtaining a certification can help you get ahead in the receptionist job market. There are various certifications, such as the Certified Professional Receptionist (CPR) or the Certified Medical Receptionist (CMR).
5. Get Work Experience. Landing an entry-level receptionist job can be difficult without experience. Look for opportunities to volunteer in an office environment or get an internship to gain the necessary experience and skills.
6. Find a Job. Once you have the right qualifications, start searching for receptionist positions. Make sure your resume and cover letter are up to date and send them to potential employers.
7. Get Ready for the Interview. Make sure you're prepared for the job interview and arrive on time. During the interview, be prepared to answer questions related to your relevant skills and qualifications.
8. Start Working. Once you get the job, use the opportunity to learn and develop your skills further. Be punctual, polite, and friendly with colleagues and customers, and strive to become an essential part of the team.

Receptionists play a key role in ensuring the success of any business. By being reliable and efficient, they can make a positive impact on the business’s reputation and customer satisfaction. Reliability means that receptionists are available and willing to work on time, without fail, to ensure the smooth running of the business.

Efficiency involves performing tasks quickly and accurately to maintain an organized workplace and efficient customer service. When receptionists are reliable and efficient, they help build trust with customers and create a positive first impression. This in turn boosts customer confidence and loyalty, leading to increased profits and a successful business.

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Job Description

1. Greet and welcome guests as soon as they arrive at the office.
2. Answer, screen and forward incoming phone calls.
3. Ensure reception area is tidy and presentable, with all necessary stationery and material (e. g. pens, forms, and brochures)
4. Provide basic and accurate information in-person and via phone/email
5. Receive, sort and distribute daily mail/deliveries
6. Update calendars and schedule meetings
7. Keep updated records of office expenses and costs
8. Perform other clerical receptionist duties such as filing, photocopying, transcribing, etc.

Skills and Competencies to Have

1. Excellent communication skills
2. Ability to multitask
3. Positive attitude
4. Computer proficiency
5. Knowledge of office procedures
6. Knowledge of customer service principles
7. Ability to handle cash and credit transactions
8. Ability to use office equipment such as phones, fax machines, copiers, and scanners
9. Ability to maintain confidentiality
10. Ability to work independently and in a team environment
11. Attention to detail
12. Time management and organizational skills
13. Conflict resolution skills
14. Problem-solving skills

Working as a receptionist requires several important skills in order to be successful. Firstly, having strong communication and interpersonal skills is key. Being able to effectively converse with clients and visitors, as well as other members of staff, is essential.

a receptionist needs to have excellent organizational skills, so that they can manage their own workloads, as well as coordinate with other departments to ensure that tasks are completed on time. Furthermore, problem solving and critical thinking are important abilities to have, as they enable a receptionist to quickly identify and troubleshoot any issues that may arise. Lastly, having technical proficiency with computers, phones, and other office equipment is important in order to be able to effectively use the tools necessary to do their job.

All of these skills are essential for a receptionist to be successful, and can make a significant difference in the quality of their work.

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Frequent Interview Questions

• What qualifications and experience do you have in receptionist roles?
• How do you handle customer service related issues?
• Tell us about a time when you have gone above and beyond to ensure customer satisfaction.
• What do you think makes a successful receptionist?
• How do you prioritize tasks when under pressure?
• Describe a time when you had to manage multiple tasks at once.
• What computer programs are you familiar with?
• How comfortable are you working with phone systems?
• What is your approach to dealing with difficult customers?
• How do you stay organized and on task?

Common Tools in Industry

1. Word Processor. Software used to create, edit, format, and print documents (eg. Microsoft Word).
2. Spreadsheet. Software used to organize, calculate, and analyze data in rows and columns (eg. Microsoft Excel).
3. Calendar. Software used to manage, organize, and track appointments and other events (eg. Google Calendar).
4. Presentation Software. Software used to create multimedia presentations (eg. Microsoft PowerPoint).
5. E-mail Client. Software used to send and receive emails (eg. Microsoft Outlook).
6. Database Management System. Software used to store and manage data (eg. Oracle Database).
7. Voicemail System. Software used to store and manage voicemail messages (eg. Cisco Unity Express).
8. Customer Relationship Management System. Software used to store and manage customer information (eg. Salesforce).

Professional Organizations to Know

1. American Society of Clinical Oncology (ASCO)
2. American College of Surgeons (ACS)
3. American Medical Association (AMA)
4. American Academy of Family Physicians (AAFP)
5. American Psychiatric Association (APA)
6. American Osteopathic Association (AOA)
7. American Academy of Pediatrics (AAP)
8. American College of Physicians (ACP)
9. American College of Emergency Physicians (ACEP)
10. American College of Radiology (ACR)

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Common Important Terms

1. Glossary. A glossary is a list of terms with definitions related to a specific field of study or activity.
2. Taxonomy. Taxonomy is the science of classifying organisms into groups based on shared characteristics.
3. Ontology. Ontology is the branch of philosophy that studies the nature of being, existence, and reality.
4. Thesaurus. A thesaurus is a reference book or online database containing words and their synonyms and related terms.
5. Hierarchy. Hierarchy is a system of ranking and organizing things according to levels of importance.
6. Synonym. A synonym is a word or phrase that has the same or nearly the same meaning as another word or phrase in the same language.
7. Acronym. An acronym is a word formed from the initial letters of a phrase or name.
8. Ontology Library. An ontology library is a repository of ontologies and related resources.

Frequently Asked Questions

What are the primary responsibilities of a Receptionist?

A Receptionist's main duties typically include answering incoming calls, directing calls to appropriate staff, greeting visitors, handling incoming and outgoing mail, and providing general administrative assistance.

What type of qualifications should a Receptionist have?

A Receptionist should typically possess excellent customer service skills, a friendly and professional demeanor, strong organizational skills, and be proficient in relevant computer applications.

What is the average salary for a Receptionist?

According to PayScale, the median salary of a Receptionist is $30,000 per year.

How many hours per week does a Receptionist typically work?

The typical work week for a Receptionist is 40 hours per week.

What type of work environment does a Receptionist work in?

Receptionists typically work in an office setting, such as a corporate office or medical facility.

What are jobs related with Receptionist?

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Web Resources

• Receptionist - byui.edu www.byui.edu
• Receptionist | University of California, Santa Barbara University … ucen.ucsb.edu
• Receptionist Training | Receptionist Diploma | Nicolet College www.nicoletcollege.edu