The work of a receptionist is very varied. When you step into this role, you’ll need to learn fast and be ready to work hard, but it’s a position that brings a lot of rewards along with a great deal of responsibility. You’re the first point of contact for anyone visiting or calling the business, and first impressions certainly count. How the receptionist handles clients and customers can have a huge effect on the overall success of the business.
Are you ready for the challenge? Yes? That’s fantastic!
Have you got what it takes? Read on to find out how to become a receptionist…
The skills you’ll need to excel as a receptionist
Just as every business is different, every receptionist position is unique.
The knowledge you’ll need, the software systems you’ll use, and the type of people you’ll be dealing with will depend on the company you work for and the industry sector the business is in.
As a receptionist for a lawyer, you may be booking meetings, greeting visiting clients, and dealing with important legal paperwork.
In contrast, a receptionist for a hotel will be dealing with guests and staff, managing guest requests and complaints, and most likely, using an online booking system.
Similarly, a medical receptionist will be dealing with stressed and sick customers who may need a little extra empathy and compassion.
But while each job is different, there is certainly plenty of crossover. Once you’ve worked as a receptionist, you can easily transfer your skills to another receptionist role, and while there is always something new to learn, the core skills are the same.
Some of these skills you’ll already possess, they’ll be part of your natural persona, and other skills can be learned.
Let’s take a closer look…
A friendly personality
The best receptionists would definitely refer to themselves as a ‘people person’.
When you work at a reception desk, you need to be calm and collected and always have a smile at the ready.
You mustn’t be the type of person who becomes easily flustered or annoyed. You need to be able to act quickly in a crisis while remaining composed.
The work of a receptionist can be incredibly varied, and you never quite know what the job is going to throw at you next.
Patience is important, conflict management skills may be called upon, and above all, you need to make every single visitor feel welcome.
A professional telephone manner
Not all contact with customers or clients will be face-to-face, often (especially for virtual receptionists), first contact with a business is online or over the phone.
A good telephone manner is essential for a receptionist. You must speak clearly, your words must be informative, and the information you provide must be accurate. You need to be polite, friendly, and helpful.
Not all of us are naturally proficient on the telephone. Being knowledgeable will ensure that you are not lost for words when a customer calls with an unexpected question, but practicing can also help if you’re not overly confident on the phone or if you tend to stutter or stall when speaking via telephone.
Have a friend call you up and roleplay a customer. You’ll soon get the hang of it, and perfect your telephone manner.
Good written communication skills
Of course, inquiries may also arrive at the receptionist’s desk via email or through an online messaging system, so written skills, such as grammar and spelling are incredibly important.
A poorly worded email with mistakes in it puts the quality and legitimacy of the entire business in doubt.
Again, these skills may not be your strong point, but they can be learned and improved upon. You could consider taking a college course to improve your English skills, and you should always double-check all written correspondence before it is sent out.
Familiarity with IT systems
There’s little doubt that using computer software will form part of your work remit as a receptionist. This could be a bespoke system, such as a hotel room booking system, or more generic software such as word processing or spreadsheet programs.
Having a good general IT knowledge will set you in good stead for any receptionist position.
If you don’t already possess these skills or would like to get the skills you do have up to date, you’ll find plenty of courses available that will ensure your IT abilities are up to scratch. In fact, one of the brands we recommend in our course can be found at the Data Entry Institute.
We list some of the most common software in our “What Does a Receptionist Do” guide and also list some common medical receptionist software in this guide.
The qualifications needed to become a receptionist
While there are no specific qualification requirements to become a receptionist, competition for work can be high, and priority may be given to those with experience or relevant qualifications.
If you already have qualifications in English, Math, or IT, then that is an excellent start, but if you don’t, it could be worth taking some courses at a local college or studying online.
You can then take things a step further and give yourself an even greater advantage by working towards more specialist qualifications, and it may not be as difficult or costly as you think.
If you search the internet, you’ll find courses offered that teach you everything you need to know to become a proficient receptionist. This certainly makes you a desirable prospect for any potential employer as you’ll need minimal training, and they will be assured that you know what you’re doing!
There are plenty of different receptionist courses available, so you’re sure to find one that allows you to study at times that suit your needs, at a price that is affordable.
One top tip is to choose a course that rewards its successful students with a receptionist certification. A certificate is the perfect proof of your abilities that will look impressive on your resume.
Perfect your resume
When you’ve improved your skills and knowledge, and earned a certificate, the next step is to begin applying for receptionist positions.
You’ll submit your resume with your application, but it’s important to remember that your resume is just one of many. Who knows how many applicants there will be, all vying for this dream job? So yours needs to be outstanding.
You mustn’t presume that it will be carefully read. As unfair as it may seem, many resumes are simply glanced at before a decision is made. Yours might be shortlisted, or it may be thrown straight in the trash.
To ensure your resume makes it to that all-important shortlist, it must stand out from the crowd. So make sure it is not overly lengthy, and that all the vital information that most closely relates to the job you’re applying for is immediately visible.
Then check it, double-check it, and check it again, to be absolutely certain there are no errors.
A receptionist needs to have impeccable attention to detail, so make sure this comes across with an error-free resume.
Be confident and professional at the interview
When you make it through to the interview stage, now it’s time to let your personality shine.
It’s time to impress with a smart appearance and a polite, confident, and professional demeanor.
Get a good night’s sleep the night before your interview, give yourself plenty of time to get ready, and pay attention to the details. Are your clothes neatly ironed? Are your shoes polished? These small things can make a big difference.
Then take a deep breath, try to be calm, and above all, be yourself. After all, you know you’ve got what it takes to be a truly exceptional receptionist.
