A receptionist is the first contact person that attends to visitors in an organisation. A receptionist is regarded as a representative of the organisation. The attitude of the receptionist towards the visitors can make or mar the reputation of the organisation.
Qualities of a Receptionist
i) He/she should be polite and patience
ii) She should be efficient
iii) He/she must be punctual and regular at work
iv) He/she should be familiar with the service of the firm
v) He/she should be fluent and cheerful
vi) He/she should be neat and well dressed at all time
vii) He/she must be educated and qualified
viii) He/she should have good human relationship
Duties/Functions of a Receptionist
The duties of a receptionist vary, to a large extent, with the policy, type and size of the organisation he/she works in. For instance, in a small office, the duties of a receptionist are combined with the duties of a secretary while in a big organization, it is different entirely. The duties of a receptionist might include;
i) Receiving visitors
ii) Handling some of the visitors problems
iii)Handling telephone calls
iv) Making appointment with the visitors
v) Making the visitors comfortable while waiting
vi) Keeping a log of callers
vii)Keeping the reception office neat, orderly and attractive
viii)Taking down messages in shorthand and transcribing them on the typewriter.
ix) Typing letters, memos, minutes, reports etc.
Tests and Exercises
1. The first contact person in an organization who attends to visitor is ………. (a)secretary (b)receptionist (c)gateman (d)director. Answer: receptionist
2. ……….. is one of the qualities of a receptionist. (a)efficiency (b)fighting (c)organizing (d)report writing. Answer: efficiency
3. The following are the duties of a receptionist except ……. (a) Receiving visitors (b) Handling telephone calls (c)organising (d) Keeping a log of callers. Organising
4. The following are the job qualities of a receptionist except ……. (a)Receiving visitors (b) efficient (c) neat and well dressed at all time (d) educated. Answer: educated
5. The of the receptionist towards the visitors can make or mar the reputation of the organization. a. attitude b. dressing c. hair style. Answer: The attitude
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