Role of a Receptionist Assignment
Reception
Manual
Contents
Introduction 3
Best Practice 4
Physical Environment 7
Functions of receptionist 9
Safety and Health 11
Conclusion 13
Appendices 14
Introduction
This assignment is intended to look at the role of a receptionist and the reception area in Waterford College of Further education. I will be reviewing the general practice of a receptionist, the physical environment of the reception area, the role a receptionist plays within the college and health and safety within the reception area.
Best Practice
1. Best Practice for a receptionist
a. The importance of a receptionist as the person who delivers a first impression to callers and visitors is difficult to overstate. Voice, tone and pitch of a receptionist are very important and should be calm, steady and professional. A client will always hear a smile in your voice as it will give off a warm tone. You should show that you are interested and speak clearly. You should always make eye contact with a client and be sitting upright. A receptionist’s image should be presentable as you will be the first person a potential client will meet.
b. A receptionist must always be polite, confident and well balanced when dealing with clients, students, visitors and staff in person or by telephone. The client should be made to feel at ease, always listened to carefully and engaged with by the receptionist. The client needs to feel they are having their needs met.
c. You should address clients by their full title. A receptionist needs to look smart and professional. A Positive body language is important, and should be used by the receptionist to show that they are listening to the client. Smiling, ensuring good eye contact and having an open body stance are all good ways of making the client feel welcome and at ease. A receptionist should be polite, pleasant, considerate and be courteous to everyone who enters the building.
d. If you have to direct a visitor
Manual
Contents
Introduction 3
Best Practice 4
Physical Environment 7
Functions of receptionist 9
Safety and Health 11
Conclusion 13
Appendices 14
Introduction
This assignment is intended to look at the role of a receptionist and the reception area in Waterford College of Further education. I will be reviewing the general practice of a receptionist, the physical environment of the reception area, the role a receptionist plays within the college and health and safety within the reception area.
Best Practice
1. Best Practice for a receptionist
a. The importance of a receptionist as the person who delivers a first impression to callers and visitors is difficult to overstate. Voice, tone and pitch of a receptionist are very important and should be calm, steady and professional. A client will always hear a smile in your voice as it will give off a warm tone. You should show that you are interested and speak clearly. You should always make eye contact with a client and be sitting upright. A receptionist’s image should be presentable as you will be the first person a potential client will meet.
b. A receptionist must always be polite, confident and well balanced when dealing with clients, students, visitors and staff in person or by telephone. The client should be made to feel at ease, always listened to carefully and engaged with by the receptionist. The client needs to feel they are having their needs met.
c. You should address clients by their full title. A receptionist needs to look smart and professional. A Positive body language is important, and should be used by the receptionist to show that they are listening to the client. Smiling, ensuring good eye contact and having an open body stance are all good ways of making the client feel welcome and at ease. A receptionist should be polite, pleasant, considerate and be courteous to everyone who enters the building.
d. If you have to direct a visitor