Recruiting a receptionist means hiring someone responsible for creating the first impression and leaving the final impression of the business.
The receptionist is the first person to welcome visitors to the business and the last person to see them off. Receptionists serve as the communication hub between departments. They connect information internally, between the company and its customers, and with external partners.
So, is this recruitment important or not? Perhaps I do not need to say more.
Receptionists – The Face of the Business
Naturally, core values are always what determine outcomes. However, people and the services they provide can help create excellence and compensate for certain shortcomings in the work process.
A company’s receptionist represents the human factor mentioned above. They represent the business and shape its image in the eyes of partners and customers. They may convey professionalism, attentiveness, and enthusiasm, or they may create an unprofessional and indifferent image. We can clearly see the difference in customer satisfaction when they are served and guided by two receptionists with such different attitudes.
People often use their first observations and final impressions to evaluate others. Receptionists therefore need the right qualities, especially the ability to represent the company’s culture and demonstrate the highest level of professionalism to others.
Businesses should assess applicants’ capabilities and personalities. Receptionist candidates should be evaluated for their suitability for the job and their fit with the company’s culture.
Because they will be the face of your business.
Requirements for Becoming an Excellent Receptionist
Receptionist Expertise
Corporate receptionists often handle clerical duties and belong to the administrative department. They have the broadest overview of the company’s departments. They do not directly resolve issues, but they must understand the function of each department and even each position. This enables them to obtain or forward information quickly and accurately—to the right person, for the right function, and for the right task. Receptionist recruitment should assess this professional competence.
To perform this role effectively, a receptionist needs:
- A thorough understanding of the business, along with information about its partners and loyal customers.
- They need the ability to analyze situations and assess the urgency of issues so they can prioritize information and deliver useful information quickly.
Basic Skills
- Corporate receptionists need basic skills similar to those of an office secretary:
Proficiency in office applications: Microsoft Office, Zoom, Google Meet, …
Ability to use office equipment: printers, fax machines, photocopiers, …
- Diplomacy: This is an important skill that requires continuous learning and practice. Corporate receptionists provide a service that is intangible and stems from the individual service provider. Professionalism is reflected in communication, the ability to handle situations, and the ability to control one’s attitude at work.
Many people currently work outside their field of study and apply for corporate receptionist positions without having been trained in the relevant professional skills. Based on their personality and quick thinking, they may learn and adapt to the job quickly. However, after recruiting a receptionist, the business needs to provide training in both knowledge and company culture so that the receptionist can present the best, most distinctive image and represent the business effectively.
Foreign Language Skills
Foreign language skills complement a receptionist’s core professional expertise. Businesses’ language requirements vary depending on their business environment, industry, and business partners. In the global economy, interaction with businesses from other countries is becoming increasingly common. English is the most basic requirement.
Any foreign language is an advantage for receptionists, especially when they find an environment where they can make the most of their strongest language skills.
Appearance
Appearance is a person’s outward presentation as seen by others. It is not limited to physique or attractiveness; it can also include uniforms, clothing, shoes, hairstyle, manner, facial expression, and more. A receptionist’s ability to make a positive impression and create goodwill with customers begins with their appearance.
A neat and presentable appearance makes others feel comfortable during communication. When partners or customers perceive professionalism and confidence in a receptionist, their initial reservations decrease. Their trust and goodwill toward the business increase significantly from that first impression.
Methods to Support Accurate Receptionist Recruitment
1. Uchida-Kraepelin (UK Test) From Japan.
Uchida-Kraepelin (UK Test) is a test that helps businesses analyze their workforce quickly and accurately. The results reflect work ability, measure work performance, indicate behavioral tendencies and habits, and highlight noteworthy psychological fluctuations.
The UK Test provides businesses with information for measuring capability and assessing candidates’ suitability for the professional requirements and characteristics of the job. Using it during recruitment provides fast, authentic information. This information is useful not only for hiring decisions but also for training, position allocation, and assigning the type and volume of work to candidates in the future.
Learn more about the Uchida-Kraepelin Test: https://vienquest.com/uchida-kraepelin/
2. Trait-Map – Germany’s Human Personality Trend Test.
Trait-Map Test based on the Big Five model, helps identify participants' personalities, personality types, life perspectives, and working styles.
The Trait-map test results provide details such as personality expressions in essential skills, stress tolerance, meticulousness, attention to detail, and conscientiousness…
Reception work can be highly demanding. At the same time, receptionists may need to process a large amount of information. Flexibility, attention to detail, and the ability to withstand pressure are essential for delivering information as quickly and accurately as possible.
Employers can see how well candidates fit the nature of the job and the working environment, based on which personality traits are most prominent and which are less evident in each candidate.
Learn more about the Trait-Map Test: https://vienquest.com/bao-cao-trait-map-cho-biet-gi-ve-tinh-cach-nhan-vien-trong-cong-viec/
3. Motivation Questionnaire (MQ) – German Motivation Questionnaire.
Assessment results MQ Test based on Maslow’s hierarchy of needs, one of the fundamental frameworks for understanding human needs. The MQ Test helps explore each individual’s motivation through a motivation questionnaire. It measures both the needs and the degree to which employees’ most basic and common needs are satisfied.
The MQ Test measures whether an employee’s psychological tendencies and motivation are driven by external factors (extrinsic) or internal factors (intrinsic). It is a significant advantage for recruiters to understand this information when evaluating and selecting candidates. The measurement results provide a basis for understanding what candidates—and future employees—need, enabling the business to motivate them to work effectively and create greater value.
4. EQ-SWOT
EQ-SWOT ™ is an online psychological questionnaire designed to assess emotional intelligence. The test is best suited to roles with a people-oriented focus or component, such as services, sales, administration and management, and education, …
EQ-SWOT™ measures emotional intelligence, the ability to perceive one’s own emotions and those of others, and the effectiveness of using emotional information to guide thoughts and behavior.
The EQ test is highly applicable to businesses seeking to evaluate and select candidates for receptionist positions.
Emotional intelligence is a learnable ability—a set of skills that can be developed at any age. Each individual can choose to explore their EQ in order to improve themselves.
Regardless of which assessment method is selected, it is important that the method be appropriate for the business and the position in which it is applied. This helps the business save time and training costs. Applying these methods from the outset also minimizes hiring the wrong people, providing inappropriate training, or building the team in the wrong way.
Contact Quest Today for Advice on Competency Assessment Solutions!
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