How to Find Receptionists

A Guide to Help you Hire Receptionists

Man sitting behind a computer

October 22nd, 2020

Qualified receptionists are in high demand, and candidates with the right credentials do not stay on the job market for long. Employers need to offer competitive benefits and highlight a positive work environment to hire receptionists with adequate experience and relevant skills.

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How to Find Receptionists:

1. Create an attractive job post.

A receptionist job description is a good reference to create your own job post. Try to add specifics about the role and the experience required to find a good receptionist.

Many receptionists struggle with the fact that they are bombarded with tasks from all departments and the boundaries of their job description are often not respected. Candidates will be attracted to a position that has clearly defined roles, and a company that has a team of receptionists to share responsibilities.

There is also a desire for career progression, which can often be overlooked for receptionists. Try to include information about further training or promotion opportunities to show candidates that they can grow within the company. This detail will help you recruit a receptionist with a desire to expand their skillset.

2. Post your job.

Post your job description on an online job board like Indeed, because it has a large audience and you can post for free.

Your job post is likely to appear in Google search results when you format it correctly on your website or use a third-party platform that formats it for you.

You can also post to job boards for receptionists to find a good receptionist that is not only qualified but actively seeking a receptionist position.

3. Screen your applicants.

When you being to receive applications, it is important to ensure that they meet your basic requirements. You can send applicants an email with questions to shorten your list to only the most suitable candidates.

Example questions:

  • Have you received any formal administrative training?
  • Do you have experience in this industry?
  • What are your hours of availability?
  • Why did you leave your former position?

4. Conduct a phone interview.

Once you have a list of candidates who meet your basic requirements, you can hold telephonic interviews to get a better understanding of who the candidate is. This will save time compared to holding in-person interviews for all candidates you are initially interested in.

Keep the answers from your first email in mind when candidates are responding. Look for inconsistencies in their answers.

Example questions:

  • What attracted you to this company?
  • What are your salary expectations?
  • Can you describe your previous role?
  • How do you assign priority when you have multiple tasks?
  • How do you increase efficiency and accuracy?

You should be looking out for factors that would disqualify the candidate. For example, if the candidate's salary expectations do not match what you're offering, or if the candidate has superficial reasons for wanting to work for your company.

5. Conduct an in-person interview.

After your telephonic interview, you should have a shortlist of candidates that you are very interested in. Before you hire receptionists, you should meet them in person. Invite these candidates for an in-person interview to get a sense of their personality and how they present themselves.

This is also an opportunity for the candidate to see your office and meet your employees to gauge if there is good chemistry.

6. Host a trial workday.

Invite prospective candidates in for a trial workday to see how well they adapt to your office environment and what their work style is. This is also a good way to see if the candidate works well with existing staff members.

7. Make an offer.

Once you have decided on a candidate, you should make an offer before they are recruited by another company. Let the successful candidate know that you would like to hire them by phoning them to let them know, and emailing a job offer letter. In your email, reiterate the salary, job description, and benefits offered.

FAQs:

How do I hire a good receptionist?

Make sure that your job post outlines what experience and skills the receptionist needs and includes questions relating to their experience in your interviews. Be sure to check references to find out what the candidate was like in former roles.

What skills should a receptionist have?

  • Excellent verbal and written communication skills.
  • Fantastic interpersonal skills.
  • The ability to multitask.
  • Professional telephone etiquette.
  • Excellent planning skills.
  • Time management skills.

What are a receptionist's duties?

  • Receive and make phone calls.
  • Prepare materials for meetings.
  • Capture data on the company system.
  • Prepare meeting venues to set up any technology.
  • Email clients on behalf of executives.

What is another name for a receptionist?

A receptionist may also be referred to as a secretary or administrative assistant.