Receptionist Job Specification, Interview Questions, and Offer Letter

This assignment provides a comprehensive analysis of a college receptionist position. It begins with a job specification, outlining the job title, department, responsibilities, qualifications, major tasks, and duties. A sample CV is included, showcasing relevant experience, skills, and personal attributes. The assignment then presents preparatory notes for interviews, including potential questions focusing on job suitability, responsibilities, and handling various workplace scenarios. Finally, a job offer letter is provided, extending an offer to a candidate based on their interview performance. The document concludes with a list of references used in the creation of the assignment.

QUESTION AND ANSWERS
FOR EMPLOYEES

MAIN BODY
1. Design of a job specification:
Job title: Receptionist for college
Section: Administrative department
Responsible to: Resolve the matters and work in ethical way
Job purpose: To coordinate with the superior regarding making any changes if arises in colleges
policies and also to keep updated information regarding the students.
Qualification:
 They must carry 2-3 year experiences in administrative work.
 Must be graduates or master in the administrative field.
 Salary upto £20,000
Major task:
 To communicate with the visitors with clear and understandable languages
 Must be aware with all the college policies
 Manage day to day activities such as attendances of the colleges staff in right way.
Main job activities:
 Notify to the principal regarding appointment of the visitors
 Maintain the data secured and confidential
 Must be familiar with all the latest technology to insert data into that system.
 Carry the friendly nature so that student feel interpretive to discuss the important
information with them
Duties:
The duties which they carried at the post of the college receptionist as:
 Responding to the queries raised
 Performing the duties which are covered under the administrative work such as email
writing, copying the data and preparing reports
 Warm welcoming to the visitor and hearing their queries patiently
 Maintaining ethics at work place
 Answering the call and lining up the meetings

Thank you
2. CV
JESSICA ANDREW
(404)5698234 [e-mail]
Professional profile
Experienced- Having 3 year work experience in Ryan school, as the post of the receptionist.
1 year of experience as front office receptionist at Max Associates
Multi talented- Having strong management abilities, able in performing secretarial work,
assistant and management duties in office simultaneously.
Welcoming and friendly- Possessing a strong social skills and the great relationship and
coordination with the clients, visitors and management.
Goal oriented- Highly directed towards an organizational goals and employs best practices to
assist in achievement of the objectives and the goals in an effective and efficient manner.
Qualification
 Completed B. Com
 Masters in operation management
Skills
 Carry the good management skills in respect of managing the day to day activities
 Good Communicator
 Capacity to handle work pressure and tolerating high level of stress
 Innovating new ideas to make the work easy
 capable of learning the office basics quickly involving using of printers, fax machines
etc.
 skilful and effective user of the MS office suite and cloud based systems such as Apple
store, google drive etc.
 Knowledge regarding CRM or customers relationship management software.
 Having a good typing speed
 having an experience in proven reliable, accuracy, detail oriented and a capacity in
shoulder higher level of responsibility
 Concise and a clear oral and the written form of communication skills

 Hard worker and the fast learner
 Having good organizational knowledge and skills
 Adaptable to newer environment and flexible in adopting advanced technology
 Experience of maintaining daily or routine schedules for the professional staff
 Had the skills to prepare To Do List before starting the day.
Previous job:
 Worked for 1 years at the administration post in the Ryan international school
 Worked for 5 months with the private institute as the post of the personal assistant
 Engaged with coaching institute for 1 years as the post of the administrative department.
Experiences:
 Engaged in various training activities which is carried by school and office
 Also attend the computer training session for learning the latest technology
 Attend the NGO who worked with the company regarding enhancing the learning skills
and also grab the procedure of their working and management style.
Personal attributes:
 Attend the classes of Microsoft learning
 Also organize various training relating to personality development
 I also attend the training session with various organization and meeting them personally
to examine their thoughts in pertaining task.
As per the above discussion, I am qualified enough to handle the pressure and I feel that I can
work under high pressure and provide the quality services. I personally challenge myself to
work as per the norms which is guided by me to work in set direction. I am confident and loyal
to maintain trust with the company which I work.
Thank you
3. Documentation of preparatory notes for interviews
Interview questions
Q1) What do you like about reception work?
Q2) What skills and attributes do you have that will make you suitable for the job from previous
jobs?
Q3) What were your main responsibilities in the last work place?

Q4) How you balance the daily scheduling if the work stress exit for 1 week?
Q5) If customer is not happy with the college policies, how you manage her queries?
Q6) How do you handle sensitive information from students in order to keep confidentiality?
Q7) How do you promote diversity in a college where there are students from different
cultures?
Q8) Why you prefer to work as this post, you can also try some different post?
The question which are raised from the candidates and the way they presented their views
is important in taking the right decision for selecting them. In these post, confident and trust is
the major aspects which is to be carried by the candidates while attaining at this post
(Constantinidis, 2016). As the answers which is given by interviews is quite impressive, and they
answer the question in very positive way. By this manner, their passion and thoughts are
examined which they carry while attaining at these post.
4. Job offer letter
Ms. JESSICA ANDREW
(404)5698234
[e-mail]
Date: 04-03-2020
Dear Jessica.
After reviewing your resume and also you presented very well in your interview, I am
impressed and feel honoured to announce you that you are selected for the post of the College
Receptionist and as per the time fixed in interviews you can join the college on that particular
date.
I found you capable in handling all the work stress and also you carry the good communicator
to share the information and maintaining work ethics at that place. Thus, you are welcome to
discuss any issues or queries freely and also looking forward to seeing you at that place.
Regards,
Wilson Rao
Head of administrative department
[e-mail]

REFERENCES
Books and Journals
Constantinidis, S. ed., 2016. The Reception of Aeschylus’ Plays through Shifting Models and
Frontiers. Brill.
Kredell, B., 2018. Complicated negotiations’: Reception and audience studies into the digital
age. The anthem handbook of screen theory. pp.71-84.
RAJAMANNAR, N. and ARON, Y. G. V., 2019. A STUDY ON MODERN MANAGEMENT
PRACTICES ON SELECTED BANKS IN TIRUCHIRAPPALLI TOWN.
Thomas, M. J., 2018. Paul's' works of the Law'in the Perspective of Second Century Reception.
(Vol. 468). Mohr Siebeck.
Wang, C., 2017, June. Discussion on the Innovation of Mandarin Teaching in Colleges. In 2nd
International Conference on Contemporary Education, Social Sciences and Humanities
(ICCESSH 2017). Atlantis Press.