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reception
office department
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Receptionist Overview
The receptionist fills one of the most important jobs in SPD. In larger offices, reception work is often a full time job. In smaller offices, the receptionist may also provide support to the staff. Whatever the size of the local office and the scope of the responsibilities, the receptionist is important to the efficient operation of the office and carries considerable public relations responsibility.
In addition to necessary technical skills, the receptionist should have a general knowledge of the following:
• The job responsibility and how it fits into the total operation of the office.
• The organizational plan of the agency
• The names and responsibilities of key officials in the agency.
• Schedules of caseworkers, supervisors, and other staff.
• Location of other agencies, their general function, and ways of reaching them.
• General background and scope of services of the agency.
1. Responsibilities of the Receptionist
The receptionist has a responsibility to the local office and to the consumer. Successful performance by the receptionist requires a thorough knowledge of the office, technical skills appropriate to the job, and a genuine desire to help people.
The receptionist is usually the first person in the office with whom the consumer, board members, public officials, representatives of other health and welfare agencies, and interested citizens have contact. Because they are that first contact with the office, the visitors first impression is affected by the receptionist's manner.
2. Duties of the Receptionist
The duties of the receptionist will vary according to the size and needs of the local office. Usually, reception duties include the following tasks:
• Greet consumers in person.
• Find the proper person or other resource for the consumer.
• Use the telephone skillfully.
• Confirm and make appointments.
• Overcome language and communication differences.
• Take messages correctly and route them to the proper person.
• Insure comfort and convenience of consumers.
• Keep the reception area presentable.
• Receive and route documents, forms and papers.
• Gives necessary directions.
While all the above duties are important, the first five are especially significant and are fully described below.
Greet consumers in person
The receptionist greets consumers in a friendly, professional manner and gives them complete and undivided attention.
The receptionist efforts to secures information is done in a manner to avoid drawing unnecessary personal information from the consumer and respect whatever confidential information is revealed.
The receptionist expresses concern for the consumer by:
• Extending common courtesies;
• Listening attentively; and
• Insuring that the waiting area is clean and neat
The receptionist generally assists persons in the order in which they come to the office. However, a judgment should be made about when an exception is necessary.
When the consumer has to wait to be seen, the receptionist gives the consumer an explanation and suggest that they return to the office later.
Find the proper person or other resource for the consumer
When requests are received for assistance or service, the receptionist secures pertinent information and assembles it for the worker.
To insure that persons are appropriately directed to other agencies or resources, the receptionist might find a resource file of current information regarding other assistance agencies and the availability of related community services. The resource file is helpful. It would include such information as name or title, address, telephone number, and general nature of services provided.
Use the telephone skillfully
The telephone is a fundamental public relations tool. Sometimes, a telephone call is the individual’s only contact with the local office. The receptionist answers promptly, listens carefully, speaks clearly, uses correct grammar, and provides information.
When a receptionist answers the telephone, the consumer should receive an impression of alertness, efficiency, caring and knowledge. If the person sought is not available, the receptionist either offers to take a message, offers to have the call returned, or suggests other appropriate help. Staff should keep the receptionist informed of their availability, i.e., whether they are taking calls, unable to take incoming calls, or are absent from the office. If the consumer wants to leave a message, the receptionist obtains specific information such as correct name, telephone number and extension, time of call, and other relevant information.
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Receptionist Overview
The receptionist fills one of the most important jobs in SPD. In larger offices, reception work is often a full time job. In smaller offices, the receptionist may also provide support to the staff. Whatever the size of the local office and the scope of the responsibilities, the receptionist is important to the efficient operation of the office and carries considerable public relations responsibility.
In addition to necessary technical skills, the receptionist should have a general knowledge of the following:
• The job responsibility and how it fits into the total operation of the office.
• The organizational plan of the agency
• The names and responsibilities of key officials in the agency.
• Schedules of caseworkers, supervisors, and other staff.
• Location of other agencies, their general function, and ways of reaching them.
• General background and scope of services of the agency.
1. Responsibilities of the Receptionist
The receptionist has a responsibility to the local office and to the consumer. Successful performance by the receptionist requires a thorough knowledge of the office, technical skills appropriate to the job, and a genuine desire to help people.
The receptionist is usually the first person in the office with whom the consumer, board members, public officials, representatives of other health and welfare agencies, and interested citizens have contact. Because they are that first contact with the office, the visitors first impression is affected by the receptionist's manner.
2. Duties of the Receptionist
The duties of the receptionist will vary according to the size and needs of the local office. Usually, reception duties include the following tasks:
• Greet consumers in person.
• Find the proper person or other resource for the consumer.
• Use the telephone skillfully.
• Confirm and make appointments.
• Overcome language and communication differences.
• Take messages correctly and route them to the proper person.
• Insure comfort and convenience of consumers.
• Keep the reception area presentable.
• Receive and route documents, forms and papers.
• Gives necessary directions.
While all the above duties are important, the first five are especially significant and are fully described below.
Greet consumers in person
The receptionist greets consumers in a friendly, professional manner and gives them complete and undivided attention.
The receptionist efforts to secures information is done in a manner to avoid drawing unnecessary personal information from the consumer and respect whatever confidential information is revealed.
The receptionist expresses concern for the consumer by:
• Extending common courtesies;
• Listening attentively; and
• Insuring that the waiting area is clean and neat
The receptionist generally assists persons in the order in which they come to the office. However, a judgment should be made about when an exception is necessary.
When the consumer has to wait to be seen, the receptionist gives the consumer an explanation and suggest that they return to the office later.
Find the proper person or other resource for the consumer
When requests are received for assistance or service, the receptionist secures pertinent information and assembles it for the worker.
To insure that persons are appropriately directed to other agencies or resources, the receptionist might find a resource file of current information regarding other assistance agencies and the availability of related community services. The resource file is helpful. It would include such information as name or title, address, telephone number, and general nature of services provided.
Use the telephone skillfully
The telephone is a fundamental public relations tool. Sometimes, a telephone call is the individual’s only contact with the local office. The receptionist answers promptly, listens carefully, speaks clearly, uses correct grammar, and provides information.
When a receptionist answers the telephone, the consumer should receive an impression of alertness, efficiency, caring and knowledge. If the person sought is not available, the receptionist either offers to take a message, offers to have the call returned, or suggests other appropriate help. Staff should keep the receptionist informed of their availability, i.e., whether they are taking calls, unable to take incoming calls, or are absent from the office. If the consumer wants to leave a message, the receptionist obtains specific information such as correct name, telephone number and extension, time of call, and other relevant information.
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Introduction
Receptionists and information clerks are charged with a responsibility that may have a lasting impact on the success of an organization in making a good first impression.
These workers often are the first representatives of an organization a visitor encounters, so they need to be courteous, professional, and helpful. Receptionists answer telephones, route calls, greet visitors, respond to inquiries from the public, and provide information about the organization.
The qualities of good receptionist:
1. Friendly
2. Polite
3. Enthusiastic
4. Well informed
Duties of the receptionist:
Some receptionists are responsible for the coordination of all mail into and out of the office. In addition, receptionists contribute to the security of an organization by helping to monitor the access of visitors—a function that has become increasingly important in recent years.Whereas some tasks are common to most receptionists and information clerks, the specific responsibilities of receptionists vary with the type of establishment in which they work. For example, receptionists in hospitals and in doctors’ offices may gather patients’ personal and financial information and direct them to the proper waiting rooms. In beauty or hair salons, by contrast, receptionists arrange appointments, direct customers to the hairstylist, and may serve as cashiers. In factories, large corporations, and government offices, they may provide identification cards and arrange for escorts to take visitors to the proper office. Those working for bus and train companies respond to inquiries about departures, arrivals, stops, and other related matters.Increasingly, receptionists are using multiline telephone systems, personal computers, and fax machines. Despite the widespread use of automated answering systems or voice mail, many receptionists still take messages and inform other employees of visitors’ arrivals or cancellation of an appointment.When they are not busy with callers, most receptionists are expected to perform a variety of office duties, including opening and sorting mail, collecting and distributing parcels, transmitting and delivering facsimiles, updating appointment calendars, preparing travel vouchers, and performing basic bookkeeping, word processing, and filing.
Other Duties of the receptionist:
1. Word processing
2. Operating a telephone switchboard
3. Filing documents
4. Distributing incoming mail to departments and other staff
5. Dealing with outgoing mail
6. The ability to give basic first aid
EMPLOYMENT:
Receptionists and information clerks held about 1.1 million jobs in 2002. Almost 90 percent worked in service-providing industries. Among service-providing industries, health care and social assistance industries—including doctors’ and dentists’ offices, hospitals, nursing homes, urgent-care centers, surgical centers, and clinics—employed one-third of all receptionists and information clerks. Manufacturing, wholesale and retail trade, government, and real-estate industries also employed large numbers of receptionists and information clerks. About 3 of every 10 receptionists and information clerks worked part time JOB OUTLOOKEmployment of receptionists and information clerks is expected to grow faster than the average for all occupations through 2012. This increase will result from rapid growth in services industries—including physicians’ offices, law firms, temporary-help agencies, and consulting firms—where most are employed. In addition, turnover in this large occupation will create numerous openings as receptionists and information clerks transfer to other occupations or leave the labor force altogether. Opportunities should be best for persons with a wide range of clerical and technical skills, particularly those with related work experience.
Technology should have conflicting effects on the demand for receptionists and information clerks. The increasing use of voice mail and other telephone automation reduces the need for receptionists by allowing one receptionist to perform work that formerly required several. However, the increasing use of other technology has caused a consolidation of clerical responsibilities and growing demand for workers with diverse clerical and technical skills. Because receptionists and information clerks may perform a wide variety of clerical tasks, they should continue to be in demand.
Further, they perform many tasks that are interpersonal in nature and are not easily automated, ensuring continued demand for their services in a variety of establishments. Result, The receptionist has to be very careful in their job, because of those responsibilities they have. Also they have to be well qualified and have various skills that make them be able to work in any job related to business and office.
Conclusion
So, we can find out how much is the receptionest important for the business in general and the managers speceficly, even though the technology is expanding, but it can’t replace the receptionest.
Introduction
Receptionists and information clerks are charged with a responsibility that may have a lasting impact on the success of an organization in making a good first impression.
These workers often are the first representatives of an organization a visitor encounters, so they need to be courteous, professional, and helpful. Receptionists answer telephones, route calls, greet visitors, respond to inquiries from the public, and provide information about the organization.
The qualities of good receptionist:
1. Friendly
2. Polite
3. Enthusiastic
4. Well informed
Duties of the receptionist:
Some receptionists are responsible for the coordination of all mail into and out of the office. In addition, receptionists contribute to the security of an organization by helping to monitor the access of visitors—a function that has become increasingly important in recent years.Whereas some tasks are common to most receptionists and information clerks, the specific responsibilities of receptionists vary with the type of establishment in which they work. For example, receptionists in hospitals and in doctors’ offices may gather patients’ personal and financial information and direct them to the proper waiting rooms. In beauty or hair salons, by contrast, receptionists arrange appointments, direct customers to the hairstylist, and may serve as cashiers. In factories, large corporations, and government offices, they may provide identification cards and arrange for escorts to take visitors to the proper office. Those working for bus and train companies respond to inquiries about departures, arrivals, stops, and other related matters.Increasingly, receptionists are using multiline telephone systems, personal computers, and fax machines. Despite the widespread use of automated answering systems or voice mail, many receptionists still take messages and inform other employees of visitors’ arrivals or cancellation of an appointment.When they are not busy with callers, most receptionists are expected to perform a variety of office duties, including opening and sorting mail, collecting and distributing parcels, transmitting and delivering facsimiles, updating appointment calendars, preparing travel vouchers, and performing basic bookkeeping, word processing, and filing.
Other Duties of the receptionist:
1. Word processing
2. Operating a telephone switchboard
3. Filing documents
4. Distributing incoming mail to departments and other staff
5. Dealing with outgoing mail
6. The ability to give basic first aid
EMPLOYMENT:
Receptionists and information clerks held about 1.1 million jobs in 2002. Almost 90 percent worked in service-providing industries. Among service-providing industries, health care and social assistance industries—including doctors’ and dentists’ offices, hospitals, nursing homes, urgent-care centers, surgical centers, and clinics—employed one-third of all receptionists and information clerks. Manufacturing, wholesale and retail trade, government, and real-estate industries also employed large numbers of receptionists and information clerks. About 3 of every 10 receptionists and information clerks worked part time JOB OUTLOOKEmployment of receptionists and information clerks is expected to grow faster than the average for all occupations through 2012. This increase will result from rapid growth in services industries—including physicians’ offices, law firms, temporary-help agencies, and consulting firms—where most are employed. In addition, turnover in this large occupation will create numerous openings as receptionists and information clerks transfer to other occupations or leave the labor force altogether. Opportunities should be best for persons with a wide range of clerical and technical skills, particularly those with related work experience.
Technology should have conflicting effects on the demand for receptionists and information clerks. The increasing use of voice mail and other telephone automation reduces the need for receptionists by allowing one receptionist to perform work that formerly required several. However, the increasing use of other technology has caused a consolidation of clerical responsibilities and growing demand for workers with diverse clerical and technical skills. Because receptionists and information clerks may perform a wide variety of clerical tasks, they should continue to be in demand.
Further, they perform many tasks that are interpersonal in nature and are not easily automated, ensuring continued demand for their services in a variety of establishments. Result, The receptionist has to be very careful in their job, because of those responsibilities they have. Also they have to be well qualified and have various skills that make them be able to work in any job related to business and office.
Conclusion
So, we can find out how much is the receptionest important for the business in general and the managers speceficly, even though the technology is expanding, but it can’t replace the receptionest.
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