Lesson Notes By Weeks and Term - Junior Secondary School 2

FIRST TERM

SUBJECT: BUSINESS STUDIES 

CLASS: JSS 2

REFERENCES:

• Business Studies for JSS Bk 2 By O.A. Lawal et’al Publisher: Longman
• WABP Business Studies for JSS Bk 2 By Egba T. Ehiametalor etal Publisher WABP
• Business Studies Work Book for JSS Basic 8 By S. Okioyemi   
• Macmillan JSS 2 Business Studies By Awoyokun A.A et’al.

WEEK ONE

TOPIC: RECEPTIONIST OFFICE

CONTENT

• Meaning of reception office
• Description of reception office
• Definition of a receptionist
• Qualities of a receptionist
• Job qualities 
• Personal qualities
• Duties of a receptionist

RECEPTION 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

1. It must be comfortable for visitors.
2. It must be kept tidy at all times.
3. It must be pleasant.

EVALUATION

1. Define reception office.

2. Give 3 description of a reception office.

DEFINITION OF A RECEPTIONIST 

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.

QUALITIES OF A RECEPTIONIST 

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.

1. Job qualities
2. Must be punctual
3. Must be hardworking
4. Must be truthful 
5. Must have experience of the job
6. Must be careful at work
7. Must be ready to accept local training

2. Personal qualities
3. Must have a pleasing personality
4. Must be smart in appearance and in dressing
5. Must be well educated and have the ability to communicate with people
6. Must have a thorough knowledge of the organization and give correct information
7. Must have good telephone manners
8. Must have self control 

EVALUATION

1. Highlight the general duties of a receptionist 
2. List 5 personal qualities of a receptionist.

READING ASSIGNMENT

Business studies for junior secondary schools revised edition. O.A. Lawal, F.O.C. Ezeah. Pages 1-2

DUTIES OF A RECEPTIONIST

1. How to receive and treat visitors
2. How to make and receive phone calls
3. Appropriate dress code

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.

1. He/she welcomes all visitors politely and pleasantly and attends to them by asking can I help please.
2. He/she offers a seat to the visitor if need be.
3. He/she direct them to appropriate officers.
4. He/she receives information for the organization from the visitors or callers

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. 

1. A receptionist should use pleasant and clear voice, and also be brief when making a call or answering a telephone call.
2. A receptionist should ask questions from callers very tactfully. 
3. A receptionist should be courteous to callers.
4. He/ she must keep accurate records of all the telephone messages.
5. He/she should pass information through the network.

EVALUATION

1. List the duties of a receptionist
2. Explain two duties of a receptionist.

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.

EVALUATION

1. Mention 3 ways of receiving and treating visitors.
2. What dress code is required of a receptionist? 

READING ASSIGNMENT

Macmillian JSS 2, business studies pg 2.

DOCUMENTS HANDLED BY A RECEPTIONIST

1. Visitor’s book
2. The business card
3. Request form
4. Telephone directory
5. Telephone message pad

1. VISITOR’S BOOK

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

2. THE BUSINESS CARD 

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.

A Format of a Business Card

Good Shepherd Schools

1 Isioku Olayinka Street 

Meiran Lagos.

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

EVALUATION

In one sentence, one for each, define 

1. A Visitor book 
2. A Business Card

DOCUMENTS HANDLED BY A RECEPTIONIST 

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.

A Request Form

Name and Address of visitor:

Whom to see: 

Purpose of visit:

Date:

Remark

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: __________________________________________________

Message taken by: _____________________________________________

EVALUATION

1. State in one sentence the purpose of the request form.
2. Draw out the format preparing visitors’ note.
3. Mention all the documents used by a reception and state the purpose of each in one sentence?

READING ASSIGNMENT

Business studies for junior secondary schools revised edition. O.A. Lawal, F.O.C. Ezeah. Pages 19-2

WEEKEND ASSIGNMENT

1. A receptionist must dress ------ at work (a) georgeously (b) corporately (c) casually 

(d) roughly.

2. The receptionist office should be located at the ------ of the organization (a) back (b) side (c) entrance (d) outside 
3. All these except one are the contents of a business card (a) Name of the holder

 (b) Age (c) Rank (d) Name of the organisation 

4. One of the following is a must for the receptionist to study in order to be able to call within and outside the organization (a) Telephone directory (b) Telephone message pad (c) Telegram (d) visitor’s book.
5. --------- receives visitors on behalf of the organization. (a) A messanger (b) An accountant (c) A receptionist (d) A cleaner.

THEORY

1. Who is a receptionist?
2.         Mention four qualities of a receptionist. (b) Explain any two.

GENERAL EVALUATION

1. Define an office.
2. Mention three job qualities of a receptionist.
3. What are the duties of a receptionist?
4. Mention five documents handled by a receptionist.
5. In two sentences, describe how a reception office should look.