SUBJECT: BUSINESS STUDIES
CLASS: JSS 2
TOPIC: RECEPTIONIST OFFICE
A reception area is an office where visitors are received. It is situated near the main entrance of the office.
It is usually situated at the entrance of any organization.
Description of reception office
A receptionist is a worker or member of staff of an organization who is in-charge of the reception office or area. A reception area is an office where visitors are received. It is situated near the main entrance of the office. There are magazines, journals, newspapers, television, radio, fans, chairs etc. to entertain visitors and make them comfortable.
A reception table must have one, or more telephones to receive and make calls.
Mainly there are two qualities of a receptionist, which are job qualities and personal qualities.
The job qualities are the qualities that the job or the organization requires from the receptionist. i.e. on the job quality, while the personal qualities are the qualities that the receptionist must possess before going to apply as a receptionist.
How to receive and treat visitors
The receptionist must be courteous to all visitors. A receptionist must not engage in unimportant matters while a visitor is waiting.
How receive and treat visitors: receiving callers or visitors is the crucial functions of a receptionist because, the visitors get the first impression about the organization from him/her.
Maintaining the visitor’s book
One major duty of the receptionist is to record visitors’ names and address for the organization. This is to enable the organization have a day to day record of visitors who visit for one reason or the other.
How to make and receive phone calls
It is the duty of the receptionist to direct telephone calls to the appropriate officials. The receptionist receives calls and directs them the right officials or records them if necessary.
Answering and directing visitors to the right offices and officers |
The receptionist attends to each visitor and directs them to the appropriate offices or officer. Visitors do not have the right to just work into offices; they are to obey the instructions of the receptionist concerning their reason for visiting.
APPROPRIATE DRESS CODE
A good receptionist must have a pleasant appearance. He/ she must be well dressed at all times. A decent and co operate dressing is required so as to appear smart.
Macmillian JSS 2, business studies pg 2.
DOCUMENTS HANDLED BY A RECEPTIONIST
The visitor’s book is very useful to record information about the visitor and the reason for his visit. A visitor’s book contains. Name of the visitor, Address whom to see, Purpose of visit (Personal and official), Time in and time out and Signature.
FORMAT OF A VISITOR’S BOOK
Name of Visitor
Whom to see
Purpose of visit
A business card is also called introductory card. It is known as a complimentary card or call card. The visitor to the receptionist uses it as a self-introduction. The content of the call card is shown below as it contains information.
Good Shepherd Schools
1 Isioku Olayinka Street
Lagos Campus Mr. Ohio I. O
1 Isioku/Olayinka Street Meiran Lagos. I internal
Ogun Campus E-mail:
386 FPF Rd Campbell Ogun State [email protected]
Tel: 01-4817300, 8023507014 Phone08067564486
In one sentence, one for each, define
Request Form: In some offices, it is very necessary to complete the request form before a visitor can be allowed to see any officer. When the form has been duly completed, it is passed to the officer who will indicate if he/she should be allowed in or not.
Name and Address of visitor:
Whom to see:
Purpose of visit:
Telephone Directory: This is current and updated information about important places, offices and the telephone contacts and addresses within the state or country. It is the duty of the receptionist to keep this information and study it, so as to know telephone and address contacts of organizations around the country.
Telephone Message Pad
This is used to record telephone messages received on behalf of an officer in his absence. Callers should be treated with courtesy and with a clear voice. The receptionist collects the message and records it on the telephone message pad.
Date: _______________ Time: _______________
Name of Caller: _____________________________________________
For Whom: _________________________________________________
Message taken by: _____________________________________________
(b) Age (c) Rank (d) Name of the organisation
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