At many businesses, the receptionist is the first person a customer meets. That’s why the receptionist must be top-notch at customer service. But that’s not all. In addition to being skilled at customer service, the receptionist must also be able to multi-task while remaining calm and focused. For example, the receptionist may be busy with computer work, scheduling appointments for the sales staff, and answering phones and greeting customers.
Finding the right person for the receptionist role is crucial. We will provide you with the necessary information on how to hire a receptionist, ensuring you take the appropriate steps to select the perfect fit for your business.
Crafting the Perfect Receptionist Job Description
As you write the job description, mention all the tasks the receptionist is expected to do.
For instance, the receptionist job description might outline responsibilities like greeting visitors, answering phone calls, managing emails, scheduling appointments, and performing various administrative tasks.
Depending on the specific needs of your business for the receptionist job, you may want to include additional responsibilities like managing office supplies, making travel arrangements for employees, or assisting with basic data entry.
The ability to adapt as responsibilities change is important. The receptionist also must be able to multitask several responsibilities at once, such as answering the phone while performing administrative tasks.
Hiring a Great Receptionist
To identify an exceptional receptionist, look for key traits such as outstanding communication skills, professionalism, a friendly and welcoming demeanor, strong organization, the ability to multitask, and meticulous attention to detail.
A person who has above-average skills in these areas will be a terrific representative as the face of the business. The receptionist can have a big impact on client and customer relations and add great value to the company.
Where to Hire a Receptionist
You can find great receptionist candidates through various channels, including online job platforms such as Indeed and LinkedIn. You can also reach out through social media platforms, including those hosted by your company. If you’re looking to get creative, you could explore unusual ways to promote a job opening.
Your company can engage in networking events like job fairs. Additionally, collaborating with recruitment agencies that focus on administrative positions is an effective way to discover potential receptionists, as many businesses utilize these services.
When posting a job opening online, it’s crucial to prioritize SEO. Without effective SEO, potential candidates may not be able to discover your posting. This is especially important when considering how to hire a receptionist.
How to Hire a Receptionist: Step by Step
Now you’re ready to make a job post for a receptionist.
Crafting Effective Job Postings to Find a Receptionist
Before you post a job, read through what you’ve described. If possible, let others read the job post you’ve developed and add input. It’s important to craft clear and detailed job postings that highlight the responsibilities, qualifications, and expectations for the role.
Use inclusive language and emphasize the company culture.
Promoting Inclusivity in the Hiring Process
Encourage a diverse pool of applicants by promoting inclusivity in your job postings and during the hiring process. To do that, you must use non-discriminatory language and post on diverse job boards.
Ensure that your selection criteria are fair and non-discriminatory for your receptionist position.
Recognizing and Valuing Certifications
Depending on the industry, certifications such as Certified Administrative Professional (CAP) or Certified Receptionist (CR) can be valuable for receptionist jobs.
Mention these certifications in your job posting if they are preferred or required.
Screening and Interviewing: Ensuring You Hire a Receptionist Who Fits
Evaluate candidates by reviewing their resumes, cover letters, and qualifications. During this phase, you may also consider sending an interview rejection letter to those applicants who were not selected.
Conduct interviews to assess their skills and interpersonal abilities and fit with your company culture.
In addition to basic questions, ask relevant questions to the actual day-to-day job. For example, how would the receptionist handle things if a client arrived for an appointment with a sales rep, but the rep was late? How would the receptionist handle an irate customer?
Red flags include significant gaps in a resume, indicating periods of unemployment, as well as a lack of employment gaps accompanied by a pattern of holding multiple jobs for only brief durations.
As you interview, try to get a sense of the candidate’s personality and potential to become a valued employee of the company.
In addition to basic questions, you might consider implementing some practices to reduce hiring bias.
Making the Final Decision: What to Consider Before Hiring a Receptionist
Check all the information provided on a resume and contact references to verify employment. You can also conduct a background check and drug screening. As you make your final selection, consider the question, “should I hire a family member?”
| Quality | Description | How to Evaluate | Why It’s Important |
|---|---|---|---|
| Communication Skills | Ability to communicate clearly and effectively | Conduct an interview; ask for examples of past communication experiences | First point of contact; represents the business |
| Professionalism | Maintains a professional demeanor and appearance | Observe interactions with staff and during the interview | Sets the tone for the business environment |
| Multitasking Ability | Can handle multiple tasks at the same time | Ask about prior experiences juggling multiple responsibilities | Often required to manage calls, greet guests, and handle admin tasks simultaneously |
| Organizational Skills | Keeps work area and tasks organized | Ask about systems used in past jobs to stay organized | Helps keep the front desk and its associated tasks running smoothly |
| Technical Proficiency | Familiar with basic computer and phone systems | Give a simple test or ask about prior technical experience | Required for tasks like appointment scheduling and data entry |
| Positive Attitude | Exhibits a friendly and positive demeanor | Note enthusiasm and positivity during the interview | Affects the experience of customers and sets the mood in the office |
| Attention to Detail | Notices and takes care of small details | Ask for examples of when this skill was applied in the past | Ensures fewer mistakes in tasks like message-taking and appointment-setting |
| Problem-Solving Skills | Ability to handle unexpected situations | Ask how they have solved problems in past roles | Helps when dealing with difficult customers or unexpected issues |
| Reliability | Consistent and punctual | Check references for information on reliability | Ensures that the front desk is always adequately staffed |
| Discretion | Can handle confidential information | Discuss hypotheticals and ask about past experience | Important for maintaining the privacy of clients and colleagues |
If you’re also considering other roles, you may want to look into what are virtual receptionists.
Onboarding and Training: Setting Your New Receptionist Up for Success
Establish an onboarding process that encompasses training in company policies, software tools, and customer service expectations. This should include a training plan template. For further assistance, here’s a guide on how to onboard new employees effectively, which is essential when considering how to hire a receptionist.
It’s important not to overwhelm a new employee with too much at once, such as learning a phone system and also learning various types of company software. If possible, provide a trained employee to mentor the new employee. Provide ongoing training and support as needed.
FAQs: How to Hire a Receptionist
What should be included in a receptionist’s contract?
The employment contract should include details about the job position, compensation (hourly rate or salary), working hours, benefits (if applicable), probationary period (if any), and termination policies.
Ensure that the contract complies with local labor laws and regulations.
If periodic performance reviews are planned, make sure to mention that. Additionally, a new receptionist should receive an employee handbook.
Are temporary or contract receptionists a good idea?
Temporary receptionists can be a good choice when you need short-term coverage for vacations, maternity leave, or during peak business seasons.
They can be hired through staffing agencies and provide flexibility in staffing levels.
What is the hourly rate for a receptionist?
The typical hourly rate for a receptionist can vary based on factors such as location, industry, experience, and responsibilities. On average, receptionists in the United States may earn anywhere from $12 to $20 per hour.
How can I ensure a receptionist has good customer service skills?
To guarantee that a receptionist possesses strong customer service skills, it is essential to offer training and clear guidelines on how to hire a receptionist, as well as how to interact with visitors and callers in a professional and courteous manner.
Encourage active listening, empathy, and problem-solving. Conduct regular performance reviews to provide feedback and improve skills.
Image: Envato Elements
This article, “How to Hire a Receptionist” was first published on Small Business Trends
