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Essential Guide to Receptionist Role & Responsibilities

This handout explores the crucial role of a receptionist, including duties like welcoming visitors, security procedures, and handling inquiries. It also covers the required attributes, skills, and the importance of maintaining a tidy reception area.

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Essential Guide to Receptionist Role & Responsibilities

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  1. Provide reception services Handout 1: Role of a receptionist

  2. Role of reception • First point of contact for visitors • Giving a good impression of the organisation • Controlling visitors’ movements in/out of the building.

  3. The receptionist’s duties • Welcoming visitors • Security procedures • Contacting other departments regarding visitors • Dealing with visitors’ problems • Handling enquiries • Giving out organisational information • Keeping the reception area tidy.

  4. Additional duties • Answer and forward incoming telephone calls • Maintain an appointments book • Maintain bookings/office diary • Receive parcels and packages • Typing/data input.

  5. Receptionist’s attributes • Courteous • Helpful and friendly • Professional • Flexible • Calm • Organised • Tact and discretion.

  6. What is your first impression of this receptionist? What is your impression of the organisation?

  7. Receptionist’s skills • Communication • Telephone • Administrative • IT • Prioritising • Knowledge sourcing.

  8. The reception area • Reflects the image the organisation wishes to portray • Tidy • Equipped for visitors’ comfort.

  9. Questions?

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