How to Become a Receptionist

There are many titles for a Receptionist, such as Front Desk Clerk or Administrative Assistant, and though these roles can vary slightly depending on the specialisation of work, they have many things in common.

Receptionists are required to answer phone calls, greet visitors, plan meetings, organise schedules and other clerical tasks. They may also be responsible for managing office supplies.

Though most Receptionist roles don’t require formal qualifications, it is important to have excellent interpersonal skills, organisational skills and time management skills to keep an office running in an orderly manner.

Receptionists usually wear business casual attire to maintain a professional demeanour. This includes blouses, collared shirts or button-down shirts, dress pants or skirts and comfortable shoes.

A Receptionist is responsible for answering calls and forwarding them to the appropriate person or department, they are also the first to greet visitors and will direct them to the appropriate place. Receptionists also manage mail and maintain office calendars.

Learning the right skills is essential for this role, as Receptionists are usually the first point of call for both guests and employees, meaning they must be able to communicate confidently with everyone and have knowledge of what is going on in an office space so that they can provide information to anyone who enquires with them.

Receptionists are required to have excellent interpersonal skills for dealing with a variety of different people. They must also be capable of multitasking and have good organisational skills.

Receptionists should be friendly, empathetic and responsive both in person and on the phone. As a Receptionist is the first point of call for any visitor, they should have a pleasant demeanour, and be welcoming and hospitable to guests while actively listening to their needs.

Interpersonal skills are important to this role as Receptionists deal with a range of different visitors and guests, they must be able to adapt to make clients feel at ease.

It’s common practice in an office working environment to need to multitask and this is especially true for a Receptionist who will deal with calendars, emails, answering calls and responding to inquiries, sometimes in tandem with each other.

Receptionists need to be able to organise tasks efficiently so that they do not become overwhelmed, they also need to keep their workspace orderly and manage their time efficiently.

Receptionists will use various tools and software during their daily tasks. This will include appointment scheduling software, visitor management, video conferencing, customer relationship management, and more.

It is therefore important for a Receptionist to be computer literate to be able to use each piece of software optimally. This is necessary to manage workloads and keep on top of tasks. A Receptionist is responsible for the schedules of multiple people, and being able to utilise software will help keep things organised.

A Receptionist’s duties include handling calls, greeting visitors, managing appointments and assisting with clerical tasks such as scheduling meetings and data collection.

A Receptionist needs good interpersonal skills to greet visitors warmly and in a friendly manner, this also extends to answering phone calls, where it is important to be pleasant and an active listener, this is important for conveying information from one source to another.

Having an organised workstation will help with all aspects of communication, as easily accessible information will make interactions easier, and clients will feel more at ease dealing with an organised Receptionist.

Receptionists may need to make appointments over the phone, in person, or online. To do this, the Receptionist will need good computer literacy so that they can access planners and calendars with ease, as usually most appointments are made using specific software.

It is important to keep appointments up to date to keep schedules accurate and minimize clashes and no-shows. Always remember to confirm details with clients to ensure accuracy and avoid any conflict that may occur if there is any scheduling overlap.

Some Receptionists will need to assist with administrative tasks such as organising files and monitoring and ordering office supplies. These clerical tasks ensure that the office runs smoothly and promotes a positive work environment for the employees.

Providing administrative support can also help a Receptionist to further develop their skills, and show initiative. A skilled Receptionist will do what they can to improve productivity within the workplace by assisting where it is necessary with these additional tasks.

Progressing from a Receptionist will require experience and an enhanced skill set. A Receptionist looking to move into a higher role can expect to look into administrative or office manager roles.

A competent Receptionist will be able to advance into administrative or office manager roles by increasing their experience and skill set.

Offering assistance for clerical tasks will give a Receptionist the knowledge and confidence to perform well in an administrative role where they will need good organisation skills, communication skills and time management skills.

Office managers are expected to have excellent leadership and problem-solving skills. It is advised to speak to a manager for advice on acquiring said skills and discuss formal learning if the goal is to progress into a management role.