Introduction

Creating a job description to advertise a new vacancy requires research, speaking to managers and more. If you have never created a job posting before you may get lost in the process.

That's why Process Street has created this Receptionist Job Description Template, to help you create your receptionist job description.

The role of a receptionist involves various administration tasks, such as handling telephone conversations, giving information to the public and customers, contributing to security, performing administrative tasks, processing files, and handling mail and courier deliveries. 

However, it is important to note that the duties of a receptionist vary from one industry to another. Despite this, receptionists are often the first employee that the public or a customer comes into contact with.

These first impressions your business has with potential clients, customers, employees, and partners play a critical role in business success.

As this first point of contact, you need a receptionist who represents your company well. Obtaining such an individual takes time in your hiring and onboarding process. Using this template will ensure you get the best receptionist candidates applying!

Before you begin this template, take the time to consider the below skills which make a good receptionist.

  1. Communication
  2. Multitasking skills
  3. Trustworthy/confidential
  4. Computer literacy
  5. Friendly
  6. Intelligence
  7. Tolerance and patience
  8. Teachable and innovative
  9. Likable and approachable
  10. Self-confidence

Preparation:

Record details

Record the details of your business. Do this by using the form fields below.

Your job title may not be 'receptionist' word for word. You can alter the job title to suit your unique position.

Gather job information

You will need to find out information regarding the receptionist job role. You will have to speak to the current manager of the relevant department and gather the information you need to post the job. Use the sub-checklist and form fields below to record everything you need.

  • 1
    Location of the job
  • 2
    Salary and benefits included
  • 3
    Examples of projects they will carry out
  • 4
    A summary of the job

Read an example job description

Have a look at the below receptionist job description example. This will give you a rough idea of what you are aiming to create.

Receptionist

Application Instructions:

Please send resume and cover letter to [email protected] and indicate which particular position you are applying for in the subject line of the email.


Location: Oklahoma City, OK

The Oklahoma Office of the Attorney General is currently seeking a full-time Receptionist for our Administration Division.

Position Summary:
Responsibilities include, but are not limited to: answering and managing a multi-line switchboard, greeting and directing guests, scheduling and maintaining conference rooms, scheduling and reporting fleet cars usage and mileage, processing mail, filing documents, as well as other duties as assigned.

Qualifications:
At least two years of professional experience as a receptionist, or an equivalent combination of education and experience.

All applicants must agree in writing to complete, and satisfactorily pass, a thorough background investigation by the Office of Attorney General.

The Oklahoma Office of Attorney General is an equal employment employer. All individuals are welcome to seek employment with the Oklahoma Office of Attorney General regardless of race, sex, color, age, national origin, genetic information, religion, or disability, so long as the disability does not render the person unable to perform the essential functions of the position for which employed with or without a reasonable accommodation. All employees of the Oklahoma Office of Attorney General are “at will” employees.

Veteran's Preference Points apply only for initial appointment in the Classified Service.

Writing The Job Description:

Decide the position title

The first thing that catches a candidate's eye when they are job hunting is the job title. This will give them a rough idea of what the receptionist position responsibilities will include and if they are able to fill it. Make sure that the title includes what the job will be, so in this case; a receptionist role should include 'receptionist' in the title.

Use the sub-checklist and form field below

  • 1
    Accurately describe nature of job
  • 2
    Is free of gender or age implications
  • 3
    It is self explanatory for recruitment purposes
  • 4
    It does not exaggerate importance of the role

Jot down responsibilities

The job description should contain a list of the duties and responsibilities associated with the receptionist role. You can also include how long each task should take. The list of duties and responsibilities will vary in length, but as a rule, should be as short as possible, otherwise, the document becomes an operational manual, not a job description.

Responsibilities of receptionists can include the following:

  1. Welcoming visitors, greeting them over the phone or in-person

  2. Directing visitors by maintaining employee and department directories

  3. Maintaining security by following procedures

  4. Maintaining telecommunication systems

  5. Maintain a safe and clean reception area

  6. Contributing to team effort by accomplishing related results as needed

Required qualifications

Once a candidate clicks on the job description, they will need to know if they are able to qualify academically or with work experience. Jotting down the needed qualifications for the job will ensure the candidate is able to know if they are able to apply for the role.

Highlight hierarchy structure

Reporting lines clarify the responsibilities of the position by showing who the candidate reports to and who reports to them. This is important, not only in relation to compliance issues but also to give the candidate a look into the structure of the organization and how the position they are applying to fits into it.

You can detail how the candidate will fit in your companies hierarchical structure using the long-text form field below.

Include term of employment

The term of employment can be an important piece of information for candidates as they want to know if they will be hired on a short-term basis or long-term basis and if they will need to be looking for another job in the near future. 

Choose salary

Instead of assigning a particular salary to the position, work out a salary range to include in the job description that is competitive with similar positions in other organizations and allows for variations in education and experience. 

The average salary for a receptionist is $13.16 per hour, this varies in accordance with experience, with $12.78 for entry-level receptionists and $14.94 for senior receptionist.

Posting The Job Description:

Preparing for posting

Once you have the post written you will need to get it prepared for posting. Find out how many candidates minimum you need, when the posting will close and if there is any further important information you need.

More than half of all applicants apply to jobs early in the week.

Job description review

Job Description Review

Job title: {{form.Job_Title_Final}}

Job location: {{form.Job_Location}}

Projects: {{form.Projects_That_Will_be_Carried_Out}}

Job summary: {{form.Give_A_Summary_Of_The_Job}}

Job responsibilities: {{form.Responsibilities_Of_The_Job}}

Required qualifications: {{form.Qualifications_Required}}

Salary: {{form.Salary_And_Benefits}}

You can review your job description and approve if you are happy with it. This is a stop task, meaning you are unable to move forward with the job description template until you are happy with the job description and it has been approved.

  • 1
    Job description approval

Shorter job descriptions receive 8.4% more applicants per view.

Choose where to post your job description

Once your job description has been approved, the next step is to choose where you would like to post this job description. You can make a list for where this job description will be posted using the long text form field provided.

There are some good websites out there to list your job description on. Provided below are  some useful links to help you decide where to post your job description:

  1. Indeed

  2. careerbuilder

  3. dice.com

  4. glassdoor.co.uk

  5. Google For Jobs

  6. idealist

  7. LinkedIn

  8. linkup

  9. Monster

  10. US.jobs

  11. Specialty niche job sites

Post the job description

Finally, the last thing you have to do is post the receptionist job description you have created and wait for those skilled candidates to start applying! 

Check our Human Resources Pre Employment Screening and learn how to screen candidates appropriately.  

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