The duties of a receptionist can be divided into two namely:

  1. Receiving callers or visitors
  2. Handling Telephone calls
  3. Receiving callers or visitors
  4. She receives visitors warmly
  5. She must make an appointment with visitors
  6. She makes visitors comfortable while waiting for an office
  7. She must receive and give information concerning the organisation
  8. She must direct the visitors correctly
  9. She must pleasantly and politely receive visitors with the use of “can I help you, please”?
  10. Handling telephone calls
  11. She must use clear and pleasant voice with short answers
  12. She must keep a log of calls
  13. She must not disclosed unauthorised information
  14. She must write down the message received from telephone calls
  15. She must answer the call with the name of the organisation or department and not her name
  16. She must say thank you at the end of the call
See also  BUSINESS LETTERS

 

HOW TO RECEIVE AND TREAT VISITORS

The kind of approach given to visitors will determine whether the visitors are warmly received or not. These are cogent things a receptionist must know:-

  1. Approach – e.g. know what to say to them
  2. Assistance – e.g. offer a sear or direct well
  3. Attention – e.g. be attentive, listen to them
  4. Solution – e.g. provide solutions to their problems
  5. Conclusion – say welcome sir/ma and thank you at the end
See also  OFFICE CORRESPONDENCE

Appropriate Office Dress Code

“Dress the way want to be addressed”.

There are major dress codes which are:

  1. Casual dressing
  2. Official/formal dressing
  3. Occasional/ceremonial dressings

 

See also:

RECEPTION OFFICE

TRIAL BALANCE

BOOK KEEPING

CONSUMER

COMMUNICATION

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