Provide Reception Services Essay

1.1 There atomic number 18 many another(prenominal) purposes to a receiptist position especi eithery be the first breaker blossom of call between the company and the client/ supplier. Being the first point of call is an definitive role because it divine services the whole company. When a customer/supplier comes in a receptionist behind get the correct member of staff for the person. Also it en convinced(predicate)s that mortal knows who is in the mental synthesis and has got them to sign in so the company had a demean and its easier for raft to be scoreed for in cases of emergency. In some origines the receptionists shamble appointments for the other staff for customers/suppliers to come in. They likewise take the call and strait it to the right person. Being a downcast company we do not dupe somebody that has been employed as a receptionist save because of where my desk is placed I know adopted the role. In this role I turn in to welcome people into the bu ild, thread sure that they sign in and offer them a drink. I as well as elate to it out who they ar here to see or do. If they want to honor out goods I stinkpot catch them on if the girls in sales atomic number 18 busy but if they be here for a meeting or chat I let the member of staff know.1.2 When doing a receptionist role you have to present a positive image of yourself and of the company. When someone enters the building and a positive image is being portrayed it keeps them feel more than comfortable and that the company is a good subscriber line to progress to with or use. If the staff a positive it shows the customer/supplier that they are handout to get things done and enjoy what you do so you are vent to do the best you base for them. 1.3 It doesnt take a dress circle to show a positive image of yourself and the company. For starters only if having a grinning on your brass section helps massively because people piece of tail tell. Offering a drink when people walk in also presents a good image because it shows that you entrust do anything to make them feel comfortable. Keeping yourself and you work space clean, organised and smart shows that you care about yourself and what you are doing and also shows that you are a person that is ready to do things. 2.1In any trading in that respect are many lines of communication from the reception.For example if somebody came into the billet with a complaint the receptionist would have to take down details and pass them on. If the complaint is about a product that would be passed on to their calculate manager, if the complaint was about employee depending on the size of thecompany- you would go to the supervisor or managing theatre director. If someone came into Othello Martin James and could be a potential new customer I would take down some details and pass it on to the best person depending on who was free or where the person was found for example if they are based in Swadlincot e or the surrounding arenas I would pass it on to Tanya. But is she wasnt available I would pass it to whoever was free and able to talk. If someone came in with questions about new products or a new order I would find out who the account manager was. 2.2In larger companies both employees and the public have to make appointments to see supervisors or the managing director. This all goes through the reception as they can arrange the appointments and mange diaries.But at Othello Martin James we are a small obligation and less formal than big businesses. We dont indispensability to make an appointment to see our supervisors or managing director we are all in the selfsame(prenominal) delegacy and can just ask for twain minutes if we admit to have a chat. 2.3In every business there are many procedures for people approaching into the slip. For example entry and departure, credential and confidentiality and finally health and safety, all of these procedures are made to differenc e business standards depending on the company. For example with entry and departure some high surety companies might have to so more checks on people than tell an percentage like ours. For example in any business visitors go out have to sign in so the company has a record of who has visited and also in cases of emergency there is a record of who is in the building. This is very important so there are records because if there isnt and an emergency does happen somebody could be in the building but you wouldnt know because you have no records. Security and confidentiality are important to any business because there are some many documents that need to be covered under the data protection act.In a reception a lot of documents are held for example in a doctors surgery they have all the patient records for the people that are red ink in that day, in an routine there are details of the employees and the business. If people could just walk in they can easily get these records. If som ebody is on reception all the time while the office is indeterminate this stops the security and confidentiality risk. 2.4Like I have mentioned earlier in our office we do not have somebody that is employed as a receptionist but because of where my desk is placed I have adopted the role. The way our office is designed there are four desks in our receptionarea which is also the accounts department. There is also somebody in this part of the office so people cant just walk into our office without somebody knowing. We ask visitors to sign into our sign-in book so we have a record. Also when someone is always in that office people cant just walk in and access information that isnt to be viewed by them. Also our office is in a business park which has security fencing around the units, when people arrive they have to press the buzzer to be let in.For example is somebody is coming round for a meeting the have to press our buzzer and I have to pick up the phone find out who they are and le t them in through the gates. 2.5/6The purpose of having health and safety procedures is to make sure that everyone safe and protected. This includes procedures such as signing in. It is my responsibility to make sure that everyone that comes into the office sign in and also know where the hookup point is in case of emergency. When visitors come in to the building I just ask them to fill in the book in advance I ask who they are here to see or if they want a drink. 2.7There are many emergency procedures in businesses from fire exits to if somebody becomes ill. In our office if a fire happens first the fire alarm will go office then we all have to get up and leave in a calm manner via the fire exits that are lit up and meet at the assembly point that is across the car park. My role is just to make sure that I can get out without cause a fuss also when we are at the assembly point I should know if someone is deficient because I see everyone that walks through the door.But being a small business the majority of us are in the same office on the same floor the rest will be our manner of speaking drivers which could be in the warehouse or on the road. The sales office knows when drivers come back so will know if somebody is in the warehouse. If somebody falls ill or has an accident first we find out how urgent it is for example can we phone their emergency striking or do they need to go to hospital. I dont have much of a role in this as I am not the first aider. But if I needed to help I will also my desk is closest to the kit upchen where the first aid kit and emergency numbers are kept so I whitethorn have to run in and get them. 2.8/9In our office we dont tend to get visitors that come in showing aggression and causing scrap because everyone comes in for a reason. But we some quantify receive conflict/aggression on the telephone and have to act in the same way also sometimes our saving drivers receive face to face conflict and aggressionwhile out on the road. When this does happen we have to remain calm and take details of what the person is being bellicose about.If the person starts being aggressive we can ask them to leave or put the phone as we dont have to live on that behaviour. Depending on what the person was being aggressive about depends on who I would refer it to. But in all cases I would tell my managing director and supervisor. 3.1/4.8In any office there are many reasons/purposes for suggesting ideas for improving the reception area. A reception area should have a desk for the receptionist where they can see the door, a telephone, a computer for the work of the receptionist and basic office equipment. If the building has security gates the buzzer should be behind the receptionist desk. For the visitors it should have a seating area and a signing in book. Some businesses have a water dispenser and magazine racks.The receptionist is best for suggesting ideas for the reception area because they are in there all the time and can see how it whole kit and boodle for the visitors. Also the reception area should be a clean and welcome environment. When suggesting ideas it helps keep the reception area modern and in best running(a) order for you the receptionist and the visitor. 3.2In any office there is always going to be quite times when all your jobs have been completed. At this point you can ask other members of staff if they need a hand with anything just to help with their work load. As previously mentioned about me adopting the role I work in the accounts department so I have many roles to duties to do but we can still have quite times where I go and ask if anybody needs a hand. Just before we finished for Christmas 2014 we had a couple of issues with our account program Sage. While this was being sorted I went in to the sales office and asked if they wanted a hand to finish the jobs for the year so I helped file the scanned delivery notes on the computer.