In most businesses, the receptionist is the first person a customer meets. This is why the receptionist must be at the highest level in customer service. But it doesn’t end there. In addition to being good at customer service, the receptionist must also be able to multi-task while remaining calm and focused. For example, a receptionist may be busy with computer work, scheduling appointments for sales staff, and answering phones and greeting customers.
Not everyone will make it in the role of receptionist. We will provide you with the information you need to take the appropriate steps to find a suitable receiver for your business.
Creating the Perfect Receptionist Job Description
As you write the job description, mention all the duties the recipient will be expected to perform.
For example, a receptionist’s job description may include tasks such as greeting visitors, answering phone calls, handling emails, scheduling appointments, and handling administrative tasks.
Depending on your business’s specific hospitality needs, you may want to include additional responsibilities such as managing office supplies, making travel arrangements for employees, or assisting with basic data entry.
The ability to adapt as tasks change is essential. The receptionist must also be able to multitask, such as answering the phone while performing administrative tasks.
Hiring a Great Receptionist
Some key characteristics that set a receptionist apart include excellent communication skills, professionalism, a friendly and welcoming attitude, organization, multitasking skills, and attention to detail.
A person with above average skills in these areas will be an excellent representative as the face of the business. A receptionist can have a huge impact on customer and customer relations and add great value to a company.
When Hiring a Receptionist
You can find great receptionist candidates through a variety of channels, including online job platforms like Indeed and LinkedIn. You can also reach out through social media, including those hosted by your company. If you’re looking to get creative, you can explore unconventional ways to promote job openings.
Your company can participate in networking events such as job fairs. You can also work with recruiting agencies that specialize in administrative jobs, which is where most businesses find recruiters.
When posting a job opening online, don’t overlook the importance of SEO. Otherwise, candidates will not find your post.
How to Hire a Host: Step by Step
Now you are ready to make a job post to the recipient.
Creating an Effective Job Post to Land a Recipient
Before you submit a job, read what you have described. If possible, allow others to read the job posting you’ve created and add input. It is important to create a clear and detailed job posting that highlights the responsibilities, qualifications, and expectations of the role.
Use inclusive language and emphasize company culture.
Promoting Inclusion in the Recruitment Process
Encourage a diverse applicant pool by promoting inclusivity in your job posting and during the hiring process. To do that, you should use non-discriminatory language and post on various job boards.
Make sure your selection criteria are fair and do not discriminate against your recipient position.
Recognition and Recognition of Certificates
Depending on the industry, certifications such as Certified Administrative Professional (CAP) or Certified Receptionist (CR) can be valuable for hospitality jobs.
Mention these certificates in your job posting if desired or required.
Screening and Interviewing: Making Sure You’re Hiring the Right Receiver
Screen applicants based on their CVs, cover letters, and qualifications. At this stage, you can also send an interview rejection letter to applicants who didn’t make the cut.
Conduct interviews to assess their skills and interpersonal skills and align with your company culture.
In addition to basic questions, ask questions that are relevant to real day-to-day work. For example, how can a receptionist handle things if a client arrives for an appointment with a broker, but the attorney is late? How can a receptionist handle an angry customer?
The red flags are big gaps in moving forward, out of employment, and no employment gaps but a series of short-term jobs.
As you interview, try to get an idea of the candidate’s personality and potential to become a valuable employee of the company.
In addition to basic questions, you may consider using other procedures to reduce recruitment bias.
Making the Final Decision: What to Consider Before Hiring a Receptionist
Check all the information provided in the resume and contact references to confirm the job. You can also do background checks and drug tests. As you make your final choice, think about the question, “should I hire a family member?”
| Quality | Explanation | Measurement Method | Why It Matters |
|---|---|---|---|
| Communication Skills | Ability to communicate clearly and effectively | Conduct an interview; ask for examples of past communication experiences | First point of contact; represents a business |
| Expertise | Maintains a professional demeanor and appearance | Look at interactions with employees and during interviews | It sets the tone for the business environment |
| Ability to Multitask | It can handle multiple tasks at once | Ask about previous experience covering multiple responsibilities | Often required to handle calls, greet visitors, and handle administrative tasks simultaneously |
| Organizational Skills | Keeps the work area and tasks organized | Ask about systems used in previous jobs to stay organized | It helps keep the front desk and related functions running smoothly |
| Technical Expertise | Familiar with basic computer and telephone systems | Offer a simple test or ask about prior technical experience | It is required for tasks such as appointment scheduling and data entry |
| Positive Attitude | It shows a friendly and positive attitude | Be aware of enthusiasm and optimism during the interview | It affects the customer experience and sets the tone of the office |
| Attention to Detail | Notifications and takes care of small details | Ask for examples of when this skill was used in the past | It ensures fewer errors in tasks such as taking a message and setting an appointment |
| Problem Solving Skills | Ability to handle unexpected situations | Ask how they solved the problems in the previous passages | It comes in handy when dealing with difficult clients or unexpected problems |
| Honesty | Agreeable and punctual | Check the references for reliable information | Ensures the front desk is always adequately staffed |
| Understanding | Can handle confidential information | Discuss ideas and ask about previous experiences | The priority is to maintain the privacy of customers and partners |
If you’re also considering other roles, you may want to look into what virtual receivers are.
Onboarding and Training: Setting Your New Receiver Up for Success
Develop an onboarding process that includes training on company policies, software tools, and customer service expectations. This includes a training plan template and onboarding process that includes training on company policies, software tools, and customer service expectations. Here’s a guide on how to successfully onboard new employees.
It’s important not to overwhelm a new employee with too much at once, such as learning the phone system and learning different types of company software. If possible, provide a trained employee to train the new employee. Provide ongoing training and support as needed.
Frequently Asked Questions: How to Hire a Receptionist
What should be included in the recipient’s contract?
The employment contract should include information about the employee’s position, compensation (hourly rate or salary), hours of work, benefits (if any), probationary period (if any), and termination policies.
Ensure that the contract complies with local labor laws and regulations.
If there will be periodic performance reviews, make sure you are aware of that. The new recipient must also receive an employee letter.
Are temporary or contract receptionists a good idea?
Temporary receptionists can be a good choice if you need temporary coverage for holidays, maternity leave, or during peak business hours.
They can be hired through staffing agencies and offer flexibility in staffing levels.
What is the hourly rate for a receptionist?
The typical hourly rate for a receptionist can vary based on factors such as location, industry, experience, and responsibilities. On average, receptionists in the United States can earn anywhere from $12 to $20 an hour.
How can I ensure that the recipient has good customer service skills?
To ensure the receptionist has good customer service skills, provide training and guidelines on how to interact with visitors and callers in a professional and courteous manner.
Encourage active listening, empathy, and problem solving. Conduct regular performance reviews to provide feedback and improve skills.
Photo: Envato Elements
