What Skills Are Required For Receptionists

 In Administration, receptionist

What are the skills of a receptionist?

coursedetailsA receptionist should have the ability to communicate clearly both verbally and written. This makes it easier to be productive and helps you get more done. Receptionists interact with customers via phone, email, or face-to–face. This person is responsible for liaising with customers, staff, and other departments on a daily basis. Receptionists are responsible for taking down messages and being the intermediary in conversations. Any message lost in passing it along would reflect badly on the receptionist and cause confusion for others in the office.

In a fast-paced environment, receptionists must be able to multitask. Skilled receptionists can handle multiple calls at once and put people on hold while simultaneously dealing with the person who just walked in. It is normal to remain calm under pressure and still do the job well. Receptionists are often faced with many tasks at the end of each day. They are responsible for prioritising the most important tasks and allocating the right amount of time to each.

Computer software is often used by receptionists to communicate via email. These professionals need to be familiar with Microsoft Word, Excel, and the ability to use photocopiers and telephone systems.

Customer’s first contact is usually with a receptionist. How a receptionist interacts and treats customers is a reflection of the company. Unprofessional receptionists can make clients or customers feel uneasy about the company. Sometimes, this behavior can lead to a negative review.

receptionistTop skills

  • Customer service.
  • Achieving too much.
  • Verbal communication skills.
  • Written communication skills.
  • Friendly
  • Professional.
  • Flexible

Communication is key to success

Receptionists should be able to communicate clearly verbally. A receptionist must be able to listen and provide excellent customer service. Reliable receptionists can help visitors and callers connect with the right people, and also handle basic customer service issues and requests.

Receptionists need to be able to listen and respond quickly to visitors and their superiors. Active listening skills can be improved by keeping eye contact with your correspondents and asking clarifying questions. To show your attentiveness, remember the names of those you have spoken with and call them by their name whenever possible.

Receptionists answer phones, write memos and respond to emails. They communicate with business associates and can also create messages for colleagues. These activities require excellent communication skills.

Develop a script that you can use to communicate with others if communication is a problem. To greet visitors, you can use the same language to welcome them, ask what they need and then invite them to sit down.

Professionalism

The receptionist is the first person customers, visitors, and potential employees will encounter. They must make a good impression. A professional appearance and attitude are important for front-line employees. When hiring a Receptionist, during the interview, be sure to assess each candidate’s poise and etiquette.

Interpersonal Skills

Interpersonal skills extend beyond communication skills. You want someone who can work well with others, is able to give and take criticism graciously, and does not get bogged down in office politics. For the role of receptionist, soft skills such as friendliness and likability will be especially important. The public face of the company that employs them is the receptionist. They greet visitors at the front door, serve refreshments and connect them to the right party.

Multitasking capabilities

Multiple responsibilities are required of receptionists. They might be responsible for handling calls, screening callers, and managing call traffic in a busy reception area. Other administrative staff might need to be assisted with work overflow, or with specific projects that require data entry, word processing, and online research. Your receptionist must be able to manage multiple tasks and not get overwhelmed.

You can carry a pad of pen and paper if you are prone to forgetfulness. Notes can be helpful in helping you recall key details. You can refer to your notes later. However, actively writing down key details makes them more likely to stay in your head.

Receptionists have a lot to gain from their memory skills. They can respond to and even anticipate the needs of others.

Organisational skills

People who are organised have systems that keep them on the right track even when faced with unexpected circumstances. Receptionists who are great at organising show enthusiasm and a knack for it. They are able to locate files and phone numbers quickly and keep their work area tidy. Ask candidates to describe a filing system or how they organise their contacts and calendars to help you assess your organisational skills.

Show your organisation skills by arriving on time for interviews. To show employers that you value organisation, take notes at interviews.

Receptionists need to stay on top their to-do list, whether they are booking executive travel, filling spreadsheets with data or greeting visitors. Sometimes, this means they have to move from one task or another quickly.

Technical prowess

Receptionists should be familiar with using telephone systems, copiers, printers, and other devices. The more experience they have, better. A basic understanding of word processing is a must. However, Excel, desktop publishing and industry-specific software are also helpful. Make sure that the candidate has the right technical skills to fulfill the job.

There are many computer solutions that employers have access to, so it is difficult to predict which one you will need for your job. Instead, you should be familiar with technology. You can use the computer often and improve your familiarity with different user interfaces.

Summary

Receptionists must be friendly, helpful, and attentive. Sometimes, all that is required is a smile and the ability to give the right answers. Customer satisfaction is the goal of great customer service. Repeat business is also possible. You’d be unlikely to deal with your favorite clothing shop again if their customer service didn’t resolve your shipment problem.

Receptionists often have to manage multiple tasks every day. Receptionists who are able to prioritise tasks and multitask while managing time will be the most successful. This role is often stressful, so professionals need to keep their cool.

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