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Quick Look Course Summary:Professional Receptionist Training – Accredited
Next Public Course Date:
Length: 2 day(s)
Price (at your venue): 1 Person R 11,600.00 EX VAT 3 Person R 8,107.93 EX VAT 10 Person R 5,569.08 EX VAT
Certification Type:Seta Accredited
Locations & Venues: Off-site or in-house. We train in all major city centres throughout South Africa.
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Professional Receptionist Training
At any given point in time during normal office hours you simply never know who next might walk through the door; and whether or not any of these individuals could be of strategic importance or even a threat to the organization – for all you know the next person to enter the premises could be a client or customer, a potential employee, a person with criminal intentions or even a spy from a competitor organization. First impressions make lasting ones and to create a good impression of your business you need to have good security measures in place, a tidy and presentable waiting area, clean facilities and a professional and welcoming manner when dealing with the public at large. The purpose of this course is to help you manage your reception area so as to ensure that it is clean and safe as per organizational standards as well as to see that the general presentation of the reception area is in line with corporate policies and branding. You will also learn how to monitor and control stationery requirements.
Roll out the red carpet and make good first impressions of your reception area lasting ones when you learn how to:
Monitor the Presentation of the Reception Area: A well-maintained and aesthetically pleasing reception area creates an excellent first impression for visitors. You will gain expertise in regularly inspecting and assessing the reception area’s appearance. This includes ensuring that furniture is arranged neatly, the waiting area is clean and comfortable, and branding elements are in place to reflect the organization’s identity. By monitoring the presentation, you contribute to a positive and professional atmosphere that leaves visitors with a lasting impression of your organization’s commitment to excellence.
Monitor the Implementation of Security Procedures: As the first point of contact for visitors, receptionists play a crucial role in maintaining the security of the workplace. You will learn to implement and monitor security procedures effectively. This involves verifying the identity of visitors, issuing visitor cards or permits, and coordinating with security personnel to ensure a safe and controlled entry and exit process. By vigilantly enforcing security protocols, you help safeguard the organization and its personnel from potential threats.
Monitor the Maintenance of a Clean and Safe Reception Area: A clean and safe reception area is vital for the well-being of staff and visitors alike. You will be trained to adhere to organizational standards and guidelines for cleanliness and safety. This includes promptly addressing any spills, organizing reading materials, and ensuring the reception area remains clutter-free and hazard-free. By consistently maintaining a clean and safe environment, you provide a welcoming and comfortable space for all who enter the premises.
Answer the Telephone in a Professional Manner: Effective communication over the phone is essential in portraying a professional image of the organization. You will develop telephone etiquette skills to handle calls with politeness, clarity, and efficiency. You will learn to greet callers warmly, identify the purpose of their call, and provide accurate information or redirect calls to the appropriate individuals or departments. By mastering professional telephone communication, you enhance the organization’s reputation and ensure smooth communication with external parties.
Deal with Visitors in a Professional Manner: As a receptionist, you are often the first point of contact for visitors, making their experience crucial to forming a positive impression of the organization. You will learn to greet visitors warmly, offer assistance, and provide necessary information courteously. You will also develop conflict resolution skills to handle difficult situations or disgruntled visitors professionally and efficiently. By delivering exceptional customer service, you create a welcoming environment and contribute to a positive reputation for the organization.
Manage Mail Deliveries Efficiently: Handling mail effectively is a critical task for a receptionist. You will be trained to receive and distribute incoming mail promptly, ensuring it reaches the intended recipients accurately. Additionally, you will manage outgoing mail efficiently, including couriers or deliveries. By streamlining the mail management process, you contribute to efficient internal communication and maintain a well-organized workplace.
Manage Hospitality: Providing hospitality to visitors adds a personal touch and elevates their experience at the reception area. You will learn to offer refreshments and amenities, such as water or magazines, to make visitors feel comfortable and valued. By managing hospitality with attentiveness and warmth, you create a positive and inviting atmosphere for visitors, making them feel at ease during their time in the reception area.
Take Messages Accurately and Relay Professionally: Clear and accurate message-taking is vital to ensure effective communication within the organization. You will develop skills to record messages with all necessary details, including the caller’s name, contact information, and the purpose of the call. Furthermore, you will be trained to promptly relay messages to the appropriate individuals or departments, ensuring that important information reaches them in a timely manner. By mastering message management, you contribute to efficient internal communication and avoid miscommunication or missed opportunities.
Benefits of attending: Professional receptionist training course
Upon successful completion of this course you will have acquired an in-depth understanding of how to manage a reception area and will have developed your skills in the following areas:
- Monitoring the maintenance of a clean and safe reception area as per organizational requirements.
- Implementation of housekeeping standards in line with workplace policy.
- Understanding the importance of ensuring that housekeeping operations are maintained so as to ensure that there are no disruptions to operational services.
- Identify areas that do not meet the required standards and record for possible remedial action.
- Maintain presentation of reception area according to organizational standards.
- Identify areas of non-conformance in terms of presentation and record for possible remedial action.
- Monitor the implementation of and consistent availability of security procedures in the reception area.
- Attend to visitors’ cards and permits and ensure consistent security measures are in place with security personnel.
- Monitor and maintain firearm procedures in line with workplace policy.
- Report and rectify discrepancies and problems to ensure safety of the workplace.
Who is this course suitable for?
This course is aimed at individuals involved in secretarial or administrative functions who are required to maintain a dedicated reception area. This Unit Standard course is aligned to Unit Standard 13928: Monitor and control reception area
- Goitsemeng Mothupi – Famous Brands Management Co. (Pty) Ltd ‘I really gained more experience. I learned how to treat an angry customer and how to handle difficult people. The facilitator was very friendly which I enjoyed because I understood everything. I was happy about everything.’
- Tsitsi Mwarira – Famous Brands Management Co. (Pty) Ltd ‘Some of the things that I thought were wrong were proved correct. Most of the things that I wanted to know were clearly explained. The best thing about this course was learning how to take care of customers and how to control your emotions.’
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