Receptionist Job Description & Person Specification
Receptionists are an integral part of any organization and to perform the role to the required standard you need a unique set of skills. The main tasks of a Receptionist include: welcoming visitors to the establishment and signing them into the visitor's book/log; taking telephone calls and dealing with queries in an efficient manner; managing diaries and bookings; taking payments over the telephone and in person; responding to queries in fast and efficient manner; organising meetings and taking meeting minutes as and when required, and also carrying out general administrative tasks as required by your company manager or Director.
Receptionist Qualities and Attributes
- Manage multiple tasks concurrently to a high standard;
- Deal with customer, visitor and client queries professionally;
- Be able to work under pressure to complete difficult tasks;
- Concentrate on mundane and monotonous tasks on a daily basis;
- Be the initial point of contact for all telephone queries;
- Act as a positive role model for the organization and be representative of the company brand;
- Have a thorough understanding of any key products or services you may have to deal with;
- Direct people to the relevant departments as and when required;
- Follow strict rules and procedures as needed;
- Have strong computer skills and be able to work with all Microsoft applications;
- Work collaboratively with other members of the team to complete all tasks competently.
Q1. Tell me about yourself and why you would make a great Receptionist for our company?
"I am a hard-working, professional and conscientious person who has a passion for carrying out my duties to the highest standards possible. Whilst I do enjoy working in a team environment, I am also comfortable working on my own and can be relied upon to motivate myself to complete all tasks and projects quickly, efficiently, on time and to the required specification or standard. I believe I would make a great Receptionist for your company because I have the skills, attributes an experience required to do the job well, and I also have a happy, positive cheery disposition which means everyone I would come into contact with as your Receptionist would feel valued and appreciated."
Q2. Tell me what the role of a Receptionist involves and how you plan to carry out your tasks on a daily basis?
Q3. Give me details of the experience you have gained in life so far that would be of benefit to the role of a Receptionist?
Q4. Being able to deliver brilliant customer service is a very important aspect of the Receptionist role. Describe a time when you went out of your way to help a customer or client?
Q5. Whilst working as our Receptionist you may have to deal with difficult or frustrated customers. Tell me the process you would go through whilst dealing with difficult or frustrated customers?
Q6. How would you deal with a complaint over the telephone whilst working as our Receptionist?
Q7. Whilst working as our Receptionist someone telephones you to make a complaint at 4:55pm, just before you are about to finish work for the day at 5pm. What would you do?
Q8. We are looking to hire a Receptionist who is flexible in the role and can work additional hours if needed to help out. Describe a time when you were flexible in a work-related situation.
Q9. Where do you see yourself in 5 years' time?
Q10. Describe a time when you went above and beyond what was required?
Q11. What's your biggest weakness?
Q12. When have you worked as part of a team to complete a difficult task?
5 TIPS FOR PASSING THE RECEPTIONIST INTERVIEW!
TIP #1 - Organizational skills are absolutely vital to being a competent and effective Receptionist. Make sure you prepare fully for the interview question: "How would you plan and organize your day whilst working as our Receptionist?" With the Receptionist Interview Questions & Answers guide, we have provided you with the perfect answer to this question.
TIP #2 - During your Receptionist interview, you will be asked 3 type of question: motivational, research-based and behavioral. Make sure you prepare fully for all 3 question types!
TIP #3 - During your responses to the Receptionist interview, we recommend you include the following 4 sentences at some stage during your answers:
"I am someone who has a keen eye for detail and will never make mistakes."
"I can be relied upon to deliver outstanding customer service at all times whilst dealing with your clients and customers."
"I have a strong work ethic and will complete all tasks diligently and professionally."
"I have studied the job description in detail and my skill, qualities and experience are a perfect match for the requirements of the role."
TIP #4 - During the behavioral-type interview questions, we strongly recommend you make good use of the STAR technique for structuring your answers. By utilizing the STAR method, you will be giving strong evidence-based answers to the questions being asked.
TIP #5 - At the end of your Receptionist interview, we recommend you ask the interview panel the following two questions:
- What can I do within this role to make your company run smoother or your life easier?
- If I am successful, what would you need me to concentrate on in the first few weeks of starting?
