Unit 2c Reception Services

1
Unit 2c Reception Services

• Main Features of a Reception Area

2
Reception Desk

• Clearly visible on entering the building
• Clearly signposted

3
Waiting Area

• Close to reception desk so visitors do not feel
  forgotten
• Plants improve this area
• Pictures also improve this area

4
Seating

• Thought should be given to
• Type of seats
• Number of seats
• Arrangement of seats eg rows, informal layout

5
Things for the visitor to look at

• Magazines, brochures, newspaper etc
• Displays of products or services
• Organisation reports

6
Visitors cloakrooms (incl toilet)

• Must be close to reception area

7
Refreshments

• Vending machines
• Water dispenser

8
Equipment

• Telephone/switchboard
• Telephone answering machine
• PC/Computer
• Fax
• Public telephone

9
Security Features

• Security camera(s) and monitors
• ID Badges for staff and visitors
• Entry-phone
• Swipecards
• Keypads

10
Qualities of a Receptionist

• Well groomed
• Polite
• Helpful
• Calm/patient
• Tactful
• Well-organised
• Well-informed

11
Main Duties of a Receptionist

• Deal with visitors
• Hand out security passes
• Maintain and check Appointments Book
• Looking after Reception Register
• Looking after/checking Staff In/Out Book
• Maintaining an Electronic Diary
• Passing on messages to staff
• Operating the switchboard

12
Visitors With Appointments

• Visitor arrives
• Ask visitors name and take their business card
• Check the appointments book
• Ask visitor to sign the Visitors Book
• Issue visitor security pass
• Contact the member of staff the visitor wishes to
  see
• If delayed, ask the visitor to take a
  seat/refreshment
• If available, direct to appropriate member of
  staff/office

13
Visitors Without Appointments

• Visitor arrives
• Ask visitors name and take their business card
• Ask for the name of the member of staff they wish
  to see
• Ask visitor to sign the Visitors Book
• Contact the member of staff the visitor wishes to
  see
• If unavailable ask them
• To arrange an appointment
• If another member of staff could help
• If available, issue a visitor security pass
• Direct to appropriate member of staff/office

14
Security Systems Which Could Be Used

• Visitors report to reception first
• Security/ID badges to be worn by staff and
  visitors
• Swipecards to gain entry to the building
• Keypads/Combination Locks/Entry-phone systems are
  used to gain entry

15
Security Systems Which Could Be Used

• CCTV installed throughout the building
• Security Patrols to patrol the buildings and
  grounds