Receptionist And Secretarial

Receptionist and Secretarial Work

People working in the Receptionist and Secretarial professions are usually the first point of contact for an organisation’s customer base, which is the reason why they are regarded as highly important positions to hire for. Working in this capacity, you’ll be the first person a customer sees when they walk into your office, or the first voice they’ll hear over the phone. Those involved in this line of work will perform a variety of tasks including welcoming customers and visitors, answering telephones, scheduling appointments, and managing schedules. As such, receptionist and secretarial positions are ones of considerable responsibility and importance. They are positions that many times are the go-to point for other staff in the office, particularly within small, close knit workplace environments. They are also positions where customers and colleagues alike will rely upon you to perform useful office tasks, pass on messages, and otherwise provide them with important information, in addition to the normal office tasks and other miscellaneous functions you’ll be required to perform. It is for this reason then that they have a unique and largely independent role within the workplace, and why employers hiring for such positions will always look for people who are highly presentable self-starters, with great organisational and multi-tasking abilities who are also highly teamwork orientated to fill such roles

Career opportunities in these professions really depends on the particular job in question, and on the industry you find yourself working in. Although the majority of receptionist and secretarial roles are reasonably well paid, these are positions that can sometimes be used as a stepping-stone to move into similar career fields with much better pay, such as administrative positions. Receptionist jobs are pretty steady and have better than average job security, and another great about them is that the requirements for many roles in this line of work go by regular 9am – 5pm hours, Monday through Fridays. (Although that having been said there are also plenty of positions where you may be required to work longer hours or weekends too)

You can start work as a receptionist or secretary without any formal qualifications. However, good I.T skills, supported by a formal qualification, will usually be what you need to give yourself the best chance at landing a well-paid role. Higher education is always an advantage, and there are numerous college and university courses that offer certification courses in things like Microsoft Word and Office, as well as relevant degrees in areas like business or office administration, and these can help you will improve your chances of landing the role that’s right for you

If higher education isn’t for you, remember there is always the option of doing volunteer work too, as there are plenty of reputable organisations always in need of capable volunteers in these professions – and when you feel you’re ready to apply for a job, another upshot is that the job prospects in the field are normally very good!
Although work in these professions does tend to be heavily female-dominated, there are more male professionals who are also enjoying a career in this profession now more than ever before

Understanding the role
Part of your ability to impress the interviewer will hinge on how well you are able to convey your understanding of the role to them. If you can do this effectively, it will significantly increase your chances of clinching the job

Receptionists and secretaries are often the go-to people for other staff in the workplace. That’s why it’s important you convince the interviewer that you are a team player who can prioritise and multi-task effectively. There are many skills that an employer will find desirable, but it’s your attitude and overall demeanour that will have the biggest impact during an interview for positions such as these. It’s also recommended you rehearse at least one type of teamwork orientated competency or behavioural based example for any receptionist or secretarial interview you go to, because in this line of work an employer is not only looking for you to be pleasant, polite, and professional, in these sorts of roles it’s vital that you get on well with customers and visitors and are also well liked by the staff in the workplace too

Dress is also a very important part of the requirements for any receptionist or secretarial role as a large part of this job is based on appearance. For that very reason, give lots of time and consideration when preparing your appearance for the interview.
Make-up should be very basic. Pay particular attention to your hair and nails – by following the guidelines in the interview attire section https://interview-professional.com/interviewing-attire/ you can be sure to make yourself look very presentable indeed

For women, a pinstripe business suit skirt, either just above or below the knee, rather than a suit, is more appropriate for this sort of interview. Try and avoid any bright colours or jewellery in the interview. Make sure you keep your clothing conservative and businesslike, a high neckline is advisable. (This is true both of the job generally, and of the interview in particular)

For men, (a pinstripe) business suit is usually the norm, although in certain instances dark colour slacks/ trousers, with a smart button-up shirt may also be appropriate (for what might be considered some of the more informal types of industries…hospitality, entertainment, health and fitness…etc)

To a degree receptionists and secretaries operate independently from the rest of the staff in the workplace and because of this, they need to be dependable and self-motivated. They are also regarded as an important part of the image of the company. That’s why when working in these roles it’s essential to be polite and professional, even with difficult or angry customers

PROPER ETIQUETTE – FOR RECEPTIONIST AND SECRETARIAL ROLES

IN PERSON
Make eye contact and smile when a customer or visitor approaches

Always give someone your full attention when they approach you

Try to ensure your workspace is tidy and free from clutter

If you need to take someone to a physical location in the building, always take the lead and allow the person to follow behind you

OVER THE TELEPHONE
Smile when answering the phone. This will carry across in your voice and will help you sound naturally welcoming

Use a simple standardized greeting. ‘Thank you for calling- – company name – -. How may I help you?

Always remember to ask the caller’s name before you transfer their call

Always address the caller properly using his or her title. i.e, ‘Good morning, Mr Stagneti. Good afternoon, Mrs Sparrow’

(For warm transfers) Be sure that before you complete the transfer you announce the name of the caller to the person are transferring to

Always ask if it’s alright before you put someone on hold, and when you put the line back on again, thank them for holding

Lastly, always answer the phone as expediently as possible