Receptionist Job Description

Receptionist Job Description

On Posted on by NIJobs.com Team to Job Descriptions
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Interested in working as receptionist? This receptionist job description should help you understand if it is the right career path for you! You won’t be surprised to learn that a large number of employers in Northern Ireland are keen to hire staff with a bubbly personality, boundless energy, and exceptional organisational skills.

Let’s dive in:

Typical Responsibilities of a Receptionist
What Is Life As a Receptionist Like?
What Type of Organisations Can I Work For?
What Qualifications Do I Need?
What Skills Do I Need To Succeed?
Career Progression
Salary

These are, of course, the traits associated with receptionists so if you want a role that allows for career progression to the upper echelons of a corporation and possess the characteristics above, the role of receptionist could be made for you.

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Don’t forget to add a match between the typical duties and your skills on your Receptionist CV and Cover Letter when sending in your job application. It will increase your chances of landing that all important interview.

Ready to take the next step to becoming a Receptionist? Check these Receptionist Jobs and Apply!

Typical Responsibilities of a Receptionist

There is a lot more to working in reception or front of house than merely taking phone calls and greeting customers. While you will have to perform a host of seemingly ‘menial’ duties, the best receptionists are keenly aware of everything that’s happening within their organisation.

Duties include:

  • Meeting and greeting guests and clients.
  • Answering and forwarding phone calls and replying to emails.
  • Sorting out and distributing the post.
  • Booking meetings for senior staff and handling travel arrangements.
  • Ensuring the reception area remains neat and tidy.
  • Order office supplies and stationery
  • Handle office expenses and costs

The duties will vary depending on the industry and sector you are working for, for example a hotel receptionist will need to use the hotel booking system to check in and out guests and take reservations over the phone or email.

What Is Life As a Receptionist Like?

It is important to remember that a receptionist is the ‘face’ of the company because he/she is the first face that most clients see. Obviously, you will spend the vast majority of your day at the reception desk because it is supposed to be manned at all times.
Your hours depends on the kind of firm you work for. For example, corporate secretaries work 9-5 weekdays whereas hospital receptionists work on a shift basis which means weekend and evening work is common.

As you get to meet new people every day, it has the potential to be an interesting job. Also, savvy receptionists learn the inner workings of the company and position themselves wisely so they can eventually gain promotion. The role is occasionally stressful as staff decides to alter their bookings at the last minute and of course, it is your job to ensure everything is done correctly!

What Type of Organisations Can I Work For?

You should be able to find work as a receptionist in most sectors including:

  • Academic institutions such as universities.
  • GP surgeries, clinics and hospitals.
  • Private corporations.
  • Law firms.
  • Retail and leisure organisations.
  • Hotels.
  • Financial services.
  • Property and construction companies.
  • Non profit organisations

What Qualifications Do I Need?

Although there are no specific academic qualifications required to become a receptionist, it will help your cause if you have GCSEs in grades 9 to 4 in Maths and English. For the record, the new numbering system means grade 9 is equivalent to an A* while grade 4 is equivalent to C. The new structure has been phased in from summer 2017.

Another way to get your foot in the door is by gaining the requisite experience which is possible via temporary work or through volunteering. If you elect to go to college, qualifying in Business or Administration should help you land a high-level receptionist job and possibly lead to a rapid promotion.

What Skills Do I Need To Succeed?

First and foremost, receptionists must be well-presented and polite at all times. Unfortunately, if you have a ‘bad day,’ it will reflect poorly on you and the company.

Of course you’ll need outstanding interpersonal and communication skills! Here’s a list of some of skills and attributes you’ll need in order to become a successful receptionist!

  • Great written and verbal communication skills
  • An excellent memory for appointments and faces.
  • Outstanding organisational skills.
  • The ability to work under pressure.
  • The capacity to prioritise workload.
  • Excellent attention to detail.
  • Proficiency in Microsoft Office Suite. In particular you’ll need to be confident using: Word, Excel and PowerPoint

Career Progression

There is a danger of becoming too ‘comfortable’ in the role of receptionist and allow career progression opportunities to pass you by. If you believe you’re falling into this trap, speak to your company’s HR department or your manager to determine any advancement opportunities.

If you lack the requisite qualifications to advance, consider taking a City & Guilds course or an equivalent to gain Level 1- 4 NVQs. You should focus on Customer Service and Business Administration. A Level 4 NVQ in Business Administration, for example, is designed to help you not only deliver administrative support services to a company but also to contribute at a strategic level.

If you have this qualification, you may be able to lead a team as you will possess a wide range of administrative and management skills such as the promotion of innovation or budget management. Once you achieve this qualification, you can look at a Level 5 NVQ which features a host of Business and Management Professional Qualifications. Potential promotions include becoming a Senior Receptionist or a Personal Assistant.

Salary

The average salary for receptionists in Northern Ireland is slightly over £20,000 per annum. As of August 2017, the average salary for vacancies in the field is just £16,000, a figure that has remained constant over the last year. A dwindling number of vacancies is the likely culprit.

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