Receptionists generally are expected to answer questions from the public and provide information about the organization. Their day-to-day duties, however, can vary depending upon where they work. Receptionists in hospitals and doctors' offices may obtain personal and financial information and direct patients to the proper waiting rooms. At beauty or hair salons, they arrange appointments, direct customers to the hairstylist, and also may serve as cashier-taking payments for services and products. In factories, large corporations, and government offices, they provide identification cards and arrange for escorts to take visitors to the proper office. Those working for bus and train companies respond to inquiries about departures, arrivals, stops, and related matters.
Increasingly, receptionists use multiline telephone systems, personal computers, and facsimile (fax) machines. Many receptionists take messages and may inform other employees of a visitors' arrival or cancellation of an appointment. When they are not busy with callers, they may be expected to perform a variety of secretarial duties including opening and sorting mail, collecting and distributing parcels, making fax transmittals and deliveries, updating appointment calendars, preparing travel vouchers and doing simple bookkeeping, typing, and filing.
Working Conditions
Receptionists usually work in areas that are highly visible and designed and furnished to make a good impression. Their work stations are clean, well-lit, and relatively quiet, and over working conditions usually are pleasant.
Although most receptionists work a standard 40-hour while about 3 out of 10, work part-time. Some high school and colic students work part-time as receptionists after classes or during vacations.
The work performed by receptionists may be tiring, repetitious, and stressful. Many spend all day answering continuously ringing telephones.
Training, Other Qualifications, and Advancement
Although hiring requirements for receptionist jobs vary from industry to industry, a high school diploma or its equivalent is the most common educational requirement. However, good interpersonal skills and familiarity or experience with computers often are more important to employers.
Receptionists generally receive on-the-job training. However, employers often look for applicants who already posse certain skills, such as prior computer and word processing experience. Some employers also may prefer some formal office education or training. On the job, they learn how to operate the telephone system, computers, and the proper procedures for greeting visitors, and distributing mail, fax, and parcel deliveries.
Because receptionists deal directly with the public, a good appearance and a pleasant personality are imperative, as are good problem-solving and interpersonal skills. A clear speaking volume and fluency in the English language are essential because the employees frequently use the telephone or public address system. Coursework useful to persons wanting to enter this occupation include basic math, English, geography, U.S. history, psychology, communications, and public speaking. Good spelling, typing ability, and computer literacy often are needed, particularly since most work involves considerable computer use. Some employers require applicants to take a typing and spelling test to gauge their skills, often requiring a minimum typing speed of 35 to 50 words per minute.
Advancement for receptionists generally comes about either by transfer to a different, more responsible occupation or by promotion to a supervisory position. The more skills, experience, and additional training an employee possesses, the better his or her advancement opportunities in most establishments. Receptionists with typing or other clerical skills may advance to a better paying job as a secretary or administrative assistant. In many industries, a college degree may be required for advancement to management ranks.
Job Outlook
Job opportunities for receptionists should be plentiful due strong employment growth and high turnover. Employment of receptionists is expected to grow faster than the average for all occupations through the years because so many receptionists work for firms in services industries-industries that include law firms, temporary help agencies, and consulting firms and that are expected to continue to show strong growth. In addition to openings from growth, several hundred thousand openings are expected each year from the need to replace receptionists who transfer to other occupations, seeking better pay or career advancement, or who leave the labor force together.
Opportunities should be best for persons with a wide range clerical skills and experience. Many receptionists also perform secretarial duties and often employers look to hire receptionists with good word processing and computer skills, coupled with strong interpersonal and communications skills.
Related Occupations
A number of other workers deal with the public, receive and provide information, or direct people to others who can assist them. Among these are dispatchers, security guards, bank tellers, guides, telephone operators, record clerks, counter and rental clerks, survey workers, and ushers and lobby attendants.
Sources of Additional Information
State employment offices can provide information on job openings for receptionists.
