The Importance Of The Receptionist In An Organization Essay Sample

The intent of this research is to acquire a better apprehension of the importance of the receptionist to the house. A receptionist is the first individual a visitant comes in contact with when they enter the house. The receptionist and the response country give a visitant his or her first feeling of a house and sets the tone for his or her visit.

Purposes
* To place the responsibilities. duties and properties of a receptionist.
* To place the importance of the receptionist to JMMB.

Functions of the receptionist
* To have and relay messages
* To run into and recognize visitants or act as hostess to visitants.
* Making. confirming and call offing assignments for directors as directed.
* Operation office stuffs. e. g photocopier and facsimile machine.

40 Springfarm Dr.
Rosehall
St. James

27 December 2010
The Human Resource Manager
JMMB
Shop 19. LOJ Complex
Howard Cooke Blvd.
St. James. Jamaica W. I

Dear Sir/Madam

Permission to interview concern
I am a pupil of the Montego Bay High School roll uping the relevant information for my Office Administration School Based Assessment. I am look intoing the subject “An Investigation into the importance of the Receptionist” . I hereby request permission to publish a questionnaire and detect your receptionist at work. I look frontward to your favourable response. You can reach me at ( 876 ) -275-7158. Yours dependably

Whitney Wright

Methodology

The research worker gathered the information from the receptionist of JMMB. Ms. Fletcher with the usage of a questionnaire/ interview. An observation checklist was besides used. The receptionist was chosen indiscriminately since the undertaking was based on her work. The research worker chose to utilize a questionnaire because it would give the best consequences since the receptionist will be able to compose elaborate information. The questionnaire consists of 8 inquiries ; 2 were near ended which required one set of alternate pick while the other 6 were unfastened ended. which allowed the research worker to obtain more information. The questionnaire was issued on the 29th of December 2010 and the inquiry subdivision subdivision lasted for an hr. The research worker observed the receptionist recognizing visitants. replying the phone. filing and utilizing the facsimile machine.

Questions
The undermentioned inquiries were directed to the receptionist of JMMB.
* What are your responsibilities and duties?
* Which responsibilities are you required to make most often?
* What are the qualities needed for your occupation?
* What are some of the records that you are asked to keep on a day-to-day footing?

* What are the equipment required for the receptionist country? * What attitude is expected of the receptionist towards the client?

Agenda of Activities

DATE| Activities| Comments|
11/11/10| Selected a suited subject for O. A undertaking. | This was done with the aid of my instructor. | 17/11/10| Prepared questionnaire and had teacher look into it over. | All necessary corrections were made. | 19/11/10| Typed questionnaire. | This was done at place. |

17/12/10| Collected permission missive from my instructor. | | 22/12/10| Went to a house with a permission missive. | The permission was non granted. | 23/12/10| Went to another house ( JMMB ) with permission missive. | The permission was granted. | 23/12/10| Interviewed receptionist with the questionnaire. | All inquiries were answered. | 29/12/10| Collected Business Forms| Easy to necessitate because signifiers were readily available. | 1/1/11| Typed SBA| Done at home|

1/1/11 | Printed SBA| Done at home|

Regulations and Company Policies

One statute law the research worker was cognizant of while transporting out this undertaking is the Maternity Leave Act. This jurisprudence states that any female who has been employed continuously for 50 two hebdomads or more by the same employer on that day of the month is entitled to pregnancy go forth for 12 hebdomads for each gestation. A worker who is qualified for paid pregnancy leave is entitled to at least 8 hebdomads of wage. This is relevant to the subject being studied since the receptionist will make a permanent feeling she would necessitate clip off from work to recover and being make her undertaking once more when she returns from leave. The research worker became cognizant of this jurisprudence because the receptionist that was interviewed was a impermanent replacing for the old receptionist that was on pregnancy leave. ONE wellness and safety pattern is the Occupational Safety and wellness Act. It addresses all facets of the Jamaican workplace. Subjects covered include lifts. airing. illuming. exigency issues. fire flights and fire asphyxiators. There are besides elaborate ordinances about the operation of specific unsafe equipment such as drill imperativenesss. lathes. forklifts and welding equipment. Fines for non-compliance scope from $ 25. 000 to $ 250. 000 for each misdemeanor.

ONE staff rule the research worker had to follow with is that the Human Resource section of the organisation she be notified and give blessing of any particular events that would let the employee to be excused from any signifier of their work.

Report
Having completed this undertaking one major achievement was that the research worker became familiar with the responsibilities. duties and property of the receptionist. The receptionist is the individual in the company who is responsible for welcoming and looking after visitants to the house. He or she is responsible for presenting visitants to the company forces. The receptionist performs responsibilities such as: * Keeping the response registry

* Fixing letters and other paperss on the computing machine
* Performing records direction maps
* Souring information on the computing machine
* Making. conforming and cancelling assignments
* Operating office equipment
* Taking and delivering messages
* Reacting to enquiries and supplying information about the company.

A receptionist is expected to:
* Be polite. respectful and friendly at all times with visitants. co- workers and directors. * Be helpful and tactful when reacting to inquires in individual or over the telephone. * Be unagitated and patient at all times even though visitants may be disrespectful. * Be discreet and non prone to indulge in chitchat particularly in the presence of visitants. * Be suitably attired for the office by being cleverly dressed and groomed. * Speak clearly. easy and utilize right grammar and pronunciation. * Be good informed about the organisation. its history. ends and organisational construction. * Be professional- aware of the importance of his or her function to the organisation.

The response or cordial reception desk is normally located near to the chief entryway of the company. It should be the first topographic point that visitants see and come in contact with. This country and those who work in it creates a permanent feeling of the efficiency and effectivity of the company and its concern. This country is normally furnished with: * Plants

* Appropriate coloring material strategies
* Magazines. newspapers. booklets and intelligence letters
* Lights and air conditioning or fans
* Wall hangings
* Tables and chairs
* Telephone system
* Refreshment distributer

ONE MAJOR CHALLENGE the research worker faced was happening a receptionist to interview. The research worker was given a permission missive by her instructor to see an organisation and position its operation. The receptionist was non tactful in anyhow and really dreamy. The research worker was unbroken waiting for a piece before she was attended to. She found her personal phone and face book more of import that go toing to her responsibilities. The receptionist was non inaugural in covering with state of affairss. she told the research worker that she was non certain if her director granted permission for this interview after I double confirmed with the subdivision director. The receptionist was non cognizant of many of the company’s policies or ordinances. The research worker subsequently found out from the director.

ONE MAJOR PROBLEM SOLVING STRATEGY is that directors of house should guarantee the efficiency of the receptionist would be good to the company. The receptionist should be tactful and imitative in covering with state of affairss. They should besides guarantee that the receptionist have all qualities required since her work attitude will hold a fasting feeling on the house. Directors should develop the receptionist for the occupation before giving the place so the concern can be successful. Appraisals should besides be carried out. One undertaking that the research worker could hold done otherwise was to done farther research into the companies receptionist i. e cyberspace or inquiring clients about her. This would do the probe easier and would non do the research worker so many challenges.