The job description you post will affect the type of people who apply for the open position with your company, and ultimately who you decide to hire. Writing a great job sketch is imperative when you are trying to attract friendly, organized individuals who will fit with your team and be the front line of customer service for your business. You don’t want to spend excess time weeding out unsuitable or unqualified individuals and you can prevent an onslaught of unfitting resumes by including the right information and using the right approach to publishing your job opening. To aid you in compiling a stand-out job description, we’ve included a Receptionist job description sample below.
Receptionist Job Summary
You will welcome customers and visitors both in person and over the phone and direct them to the appropriate location. You will be the point of contact for scheduling and administrative support and will be responsible for keeping accurate records and providing timely service for both employees and clients.
Receptionist Job Responsibilities and Duties:
- Greet visitors, provide information regarding their inquiries and direct them to the appropriate offices or conference rooms
- Answer incoming phone calls on a multi-line phone system and screen requests by either researching answers, forwarding questions to the appropriate department or relaying messages
- Schedule, update and record appointments for managerial staff using computerized meeting software
- Perform secretarial duties such as faxing, emailing and photocopying
- Maintain office supplies, including taking inventory, ordering materials and paying invoices
- Receive deliveries, mail and courier documents and process them to the correct department
- Observe security procedures to maintain safety and control access, including keeping visitor log book, screening guests and assigning temporary accesses passes
- Enhance the reputation of the firm by presenting a professional demeanor and attitude at all times
Receptionist Skills and Qualifications
- High school diploma or equivalent
- At least two years of prior experience in a similar position
- Computer proficient, including Microsoft Office
- Organized, self-directed and reliable
- Excellent verbal and written communication skills
- Professional demeanor and appearance
- Able to handle pressure and diffuse tough situations
Bluebill Laboratories is a cooperative scientific entity serving a diverse local and national clientele. Our facilities include numerous departments and laboratories, each of which works independently and in tandem with one another to complete in-house projects and other environmental research contracts. Our firm was awarded the Eye on the Future award in 2012 and continues to provide cutting-edge scientific services to each of our clients.
What to Include in Your Receptionist Job Description
A good career sketch includes so much more than just a list of daily duties. Think of it as your first impression, and a way to introduce yourself to potential hires. Consider the skills and soft qualities you want this person to have and jot down some notes before you write. Preparation ensures tha your final product will be well-rounded and attract the type of candidates you’re interested in hiring.
• Title & Summary – Job title is the first key piece of information meant to draw in potential candidates. Make it short, snappy and detailed. While you certainly could just label the position, “Receptionist,” add details that would set this job apart from other available positions and make it sound enticing to online searchers. Including the type of office the individual will work in (medical, insurance, finance) is a great way to draw in people who have an interest in your particular field. For the summary, stick to three clearly-stated sentences that highlight the key responsibilities. Consider your goals for this position and let those shine through as you describe the job.
• Responsibilities – This section should include between five and ten points that cover all the essential daily job responsibilities. Be sure to use a bulleted list and begin each point with an action verb for clarity and readability. Transparency is the goal and ensures that your posting attracts dedicated individuals who are willing to take on a variety of assignments.
• Qualifications & Skills – An organized, friendly reception staff begins with a qualified, willing employee. List hard skills, such as computer proficiency and the ability to use a multi-line phone system, alongside soft skills, such as a friendly demeanor and courteous phone etiquette. Aim for five to eight bullet points to round out this segment. Be sure to specify if you require prior experience in order to be considered for this position. Doing so will help narrow your applicants to those who meet the criteria you are looking for and save you time.
• Company Information – The company description can really set your Receptionist job description apart and inspire job seekers to apply. Share your mission statement, customer-service philosophy or other business goals to give individuals a good idea of whether or not their style will mesh well with your company’s culture. This can also be a great spot to describe the structure of your staff and provide clues into the types of people the applicant would be working with.
• Call to Action – The final section of your sketch should encourage readers to act. Invite applicants to, “Apply today,” or “Email your resume” to get the process started. Use strong, action statements and be sure to include contact information for your company.
Once you have given a distinct, brief description of the job and your business, applicants will understand the benefits and requirements of employment with your company.
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Writing Your Receptionist Job Description: Dos and Don’ts
Consider this handy list of dos and don’ts during the writing and editing process to ensure clarity.
• Do include salary and benefit information to ensure your pool of applicants is willing and able to work for the available compensation.
• Do include the geographic location of the position so that online searchers will be more likely to see your posting.
• Don’t gloss over any potentially undesirable duties. Clarity and honesty help ensure you find someone who is willing and able to perform all that the job requires.
• Don’t go over 700 words when writing your job sketch.
• Do direct questions to the right point of contact so applicants feel comfortable contacting you to apply or for clarification.
Writing a Job Description Best Practices
- The above Receptionist job description sample is a great rubric to follow when writing your own posting. For those times when you are without a guide to follow, or need to enhance the content of your job posting, keep in mind the following list of dos, don’ts and best practices.
- Do put yourself into the applicant’s shoes. While it may be hard to distance yourself, consider the perspective of potential hires and think of the type of information they are interested in reading when job hunting.
- Do use specifics whenever possible. While you don’t want your employment sketch to go over 700 words, leaving out essential information will discourage great applicants. Whenever possible, name departments, specialties and any other details regarding essential daily responsibilities to encourage interested individuals.
- Don’t forget to include contact information! A great job description is useless if people cannot figure out where to submit their resume or application. Make sure to at least include an email address or phone number in your final call to action section.
- Do publish salary and benefit information for the position, as long as company policy allows. For service-oriented jobs such as this, applicants expect to see a salary or a at least a compensation range listed. If the pay depends on experience, include that info, but still try to publish a base wage so job seekers get an idea of the salary.
- Do include the geographic location and other keywords to enhance online visibility. In today’s job market, applicants will do most of their career searching online. Take time to brainstorm and include words and phrases that fit the position and even the industry. Many individuals use a city or state name when narrowing down job openings, so include the location of the position so that your posting is picked up by these types of searches.
- Don’t post your job description without proofreading it first.