Receptionist

A receptionist is a person in an office/administrative support position. They receive clients/visitors, provide information and makes appointments on behalf of the office/company.

Tasks

• Answer telephone;
• Route and receive calls;
• Make appointment for clients;
• Greet visitors and direct clients to appropriate location or person;
• Respond to queries from the public;
• Provide information about the organization;
• Coordinate all mail into and out of the office;
• Help monitor the access of visitors;
• Perform a variety of office duties such as transmitting and delivering facsimiles, filing records, updating appointment calendars, opening and sorting mail, etc.

Specific Responsibilities

The specific responsibilities of receptionists vary with the type of establishment in which they work. For example:

• Hospitals and Doctors' office
  • Gather patient's personal and financial information and direct them to proper waiting rooms
• Corporate Offices
  • Greet visitors;
  • Manage the scheduling of the board room or conference area.
• Factories and other Establishments
  • Provide identification cards;
  • Arrange for escorts to take visitors to the proper office.
• Beauty salons
  • Arrange appointments;
  • Direct customers;
  • May serve as cashiers.
• Hotels
  • Make reservations and arrange registration of hotel guest.

Basic Educational and Training Requirements

In small establishments, a high school diploma is the most common educational requirement. However, in large companies, a college degree usually in a business course or in social science is required and employers often look for applicants who have already undergone some formal office education or training, and have prior experience in operating computers and in answering telephones.

Newly-hired receptionists generally receive on-the-job training on how to operate multi-line telephone systems, computers and other office equipment such as fax machine and copying machines.

Skills and Competencies

Technological proficiency and good interpersonal skills are important requirements to be an effective Receptionist. A Receptionist must know how to operate telephone systems, computers, fax machines and other office equipment, and must know the proper procedures for greeting visitors and for distributing mail, faxes and parcels.

Physical Attributes and Characteristics

• Must be courteous;
• Punctual;
• Possess good work habits;
• With pleasing personality;

Salary/Compensation

A Receptionist receives an average monthly salary of P8,000 to P8,500 upon entry into the job.

Prospects for Career Advancement

Advancement for Receptionists generally comes from a promotion to a supervisory position. Receptionists with strong computer skills may advance to a better paying job as an Executive Secretary or Administrative Assistant.

Employment Opportunities

Technology will have conflicting effects on the demand for Receptionists. The use of voice mail and other telephone automation reduces the need for Receptionists by allowing one receptionist to perform work that formerly required several people to do. However, Receptionists perform many tasks that are interpersonal in nature and are not easily auto-mated, thus ensuring continued demand for their services.

Cost of Education *

Secondary education is free in the public sector. In private institutions, the cost of a high school education varies depending on the schools category. It may range from P20,000 to P35,000 a year

The cost of a four-year business or social science course also varies between a public and private school. In a public university, the tuition fee is only around P3,000 per semester, whereas in a private school, fees may range from P20,000 to P40,000 per year.

* Based on tuition fee rates for school year 2007 - 2008

Source: Bureau of Local Employment, Manila, Philippines.