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Job Analysis Report
1. The front-desk receptionist is the first employee that outsiders encounter when entering an office. She is an everyday sight that is so common that she is taken for granted. Yet her role in the organization is fundamental and indispensable.
The method used to obtain information on the duties and responsibilities and other relevant matters concerning a front-desk receptionist was surfing in the internet for the most suitable sites. I chose front-desk receptionist instead of plain receptionist for a more defined position of job. Only one source is required. The content of the article was paraphrased or interpreted in addition to original ideas in order to produce this report.
2. Job Description
The Human Resources Department determines the essential functions of this position as it falls directly under the supervision of the Department. Based on the functions it determines for the front-desk receptionist, the Human Resources Department reviews the performance and output of the front-desk receptionist for a given period of performance evaluation. In many offices, performance evaluation is done annually, but more and more are switching to more frequent performance evaluations. The Department records the results of the periodic evaluations in an appropriate form for showing to the front-desk receptionist and for storage in the Department’s database. As changes occur in the performance and outputs of the specific front-desk receptionist, the results are changed or updated by the head of the Department and/or the supervisor with direct authority over the front-desk receptionist.
3. Job specification
A front-desk receptionist primarily greets and welcomes visitors, inquires into their purpose for the visit, screens them and then leads them to their destination or makes them comfortable while waiting (Henderson, 2018). She keeps record of these visitors in a log book and may require the submission of identification cards if there is no security guard who does so. She also receives and distributes mails and other materials sent to their office or sent out by their office to the post office or other destinations. Otherwise, she takes responsibility for the dispatch of these materials, records them and reports them to the concerned department. She performs other administrative and support tasks whenever other departments need a hand. She completes paper work for new clients to help secretaries, informs visitors about the company products or services or programs to inquirers, and takes all incoming calls as well as makes them as she is assigned (Henderson, 2018).
The front-desk receptionist may also be made to write memos, circulars and letters within and without the company (Henderson, 2018). She mayprepare financial spreadsheets and presentations for specific department events occasionally. She takes and arranges appointments for or with senior-level officials whenever required. Frequently, she assists the circulation or purchasing department in securing office supplies, files documents of general nature, performs photocopying tasks, does some bookkeeping and arranges for events within or without the office by contacting suppliers, the venue manager and participants to the events (Henderson, 2018).
4. Purpose Statement. A front-lie receptionist, as emphasized, is indispensable to a company or office as she is the frontline employee who is the first contact of visitors The different departments cannot assume her role and functions as they are devoted to their respective responsibilities in the inner spaces of the building or office.
5. Data gathering, analyzing, and reporting techniques – The content was gathered from the cited source and from own experience and observation. Analysis was made from observation of the official functions of the front-line receptionist in an office and then written in report form. #
WORK CITED
Henderson, K. J. (2018). Duties of a front desk receptionist. Chron Small Business: Hearst
Newspapers, LLC. Retrieved on March 22, 2018 from http://smallbusiness.chron.com/duties-front-desk-receptionist-1336.html
2018/5339
