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About This Course
What you will learn
  • The key roles of a receptionist.
  • How to run the reception area.
  • How to communicate effectively.
  • How to deal with administration.
  • How to further your career.
  • How to be a team player.
  • How to use technology to your advantage.
  • How to handle databases.
  • How to make bookings and reservations.
  • How to organise things correctly.

Study Reception Online Certificate Course: Learn Everything you Need to Know to Start a Fun and Rewarding Career as a Receptionist

Does a career working in an office environment as a receptionist sound like the perfect way for you to move into a completely different industry? Are you aware of what is involved in such a role or perhaps you already believe that you understand it and yet have no idea how to move into this particular type of job? If any of that applies to you then our reception course will be able to provide you with all of the answers and information that you will need to go on and have a successful career within this particular field.

Our Reception Online Course is broken down into 17 easy to follow modules that will take you through the entire position and everything that you need to know in order to become a high-flying receptionist. This course has been designed to guide you through each and every part of being a receptionist from the tasks you will often have to carry out to dealing with people, the business environment and even the importance of correct communication.

By the end of the Online Receptionist Course and Training  you will have gained a wide range of skills that will allow you to not only work within this environment, but also do the job to a higher standard than before. It will allow you to get your foot on this particular career ladder and also help you to plan your future thanks to the skills and knowledge that you will gain from our Hospitality Online Courses.

Reception Online Certificate Course – Requirements

This course is designed for people with little or no prior experience. The course is delivered 100 percent online 24/7 and only takes a few hours of study to complete.

To successfully complete this course, a student must:

  • Have access to the internet and the necessary technical skills to navigate the online learning resources
  • Have access to any mobile device with internet connectivity (laptop, desktop, tablet)
  • Be a self-directed learner
  • Possess sound language and literacy skills

Quick Course Facts:

  1. Course content is structured for easy comprehension
  2. Approximately 10 hours of study is needed to complete the course
  3. Registered students gain unrestricted lifetime access to your online course
  4. All course material is available online 24/7 and can be accessed using any device
  5. Study your course online from anywhere in your own time at your own pace
  6. All students who complete the course will be awarded with a certificate of completion that is applicable worldwide

For any additional questions please see our comprehensive FAQS tab above.

Reception Online Certificate Course Outline

Module 1: The Role of the Receptionist

It is essential to understand the role of a receptionist and why they are vital to any organization. Receptionists are the first impression that any visitor will have when they enter an establishment, thus it is important for them to know their role and practice professionalism at all times.

What Exactly is a Receptionist?

  • They are the face of the company
  • One of the important skills that they must have is effective communication
  • They can make or break the impression of a new client towards the business

How to be Prepared for Literally Anything

  • Receptionists must be able to be quick on their feet and be able to react to situations in the best possible manner
  • They must be ready for anything because they are the first point of contact
  • Organizations must operate a zero-tolerance policy

You are the Face of the Company, so You Need to Wear this Badge Accordingly

  • Clothing appearance
  • Hair, Nails, Make-up, and Personal Hygiene
  • How to Project Yourself to a Fantastic First Impression

A Very General Overview of the Duties of a Receptionist

  • Receiving visitors into the building
  • Taking telephone calls
  • Ensuring the reception area is tidy
  • Making appointments
  • General administrative tasks
  • Words processing duties
  • Room bookings

Let Us Reiterate One More time the Power of a First Impression- Yes, it is Definitely that Important!

  • Bad first impressions can cause damage in the business world because it means repeat business doesn’t happen
  • First impression of a client or customer can either return for more business in the future

Quick points of advice:

  • Smile
  • Make eye contact
  • Be clean and neatly turned out at all times
  • Keep your reception area tidy
  • Always say “hello, how can I help you?”
  • Simply try to help as much as possible

Module 2: The Different Types of Receptionist and the Subtle Differences Between Them

The duties and approaches are different when it comes to where a receptionist works.

The Different Types of Receptionist Jobs You May Come Across

Main Types of Reception Jobs

  • Legal Receptionists
  • Medical Receptionists
  • Educational Institute Receptionists
  • Tourism Receptionists
  • General Receptionists 

Legal Receptionist Roles- What You Need to Know

  • Dealing with high level personnel, such as solicitors, court workers, barristers,
  • Producing legal documents, such as draft reports, etc.
  • Taking very detailed telephone messages to pass onto the correct person
  • Dealing with potentially upsetting situations/irritated or irate callers and visitors
  • Understanding legal jargon, sometimes quite technical in nature

Medical Receptionist Roles- What You Need to Know

  • Dealing with potentially upsetting situations, e.g. upset or worried relatives, or
  • seeing sometimes critically ill patients.
  • Having basic first aid training is often a huge plus, as working in a hospital can
  • sometimes put you in situations where you need to help out prior to more
  • specialized help arriving.
  • Understanding timing pathways, such as deadlines for reporting test results, etc.,
  • in order to help you answer queries over the telephone much more effectively.
  • A basic understanding of medical terminology and jargon.
  • Taking very detailed messages and directing them to the correct personnel.

Educational Institute Receptionists- What You Need to Know

  • Helping to organize events, such as school sports days, graduation ceremonies, exam days, school trips, school discos and plays/productions.
  • Collecting and collating permission slips for school trips, as well as chasing up those who haven’t replied and reporting this to the appropriate teacher.
  • Fielding messages to the correct teacher in terms of student sickness absence.

Tourism Receptionists- What You Need to Know

  • Dealing with problems on the spot, including irate customers with various problems.
  • Dealing with staff who perhaps don’t have English as their first language – this is particularly likely if you are working in an overseas hotel or apartment block.
  • Helping to arrange or re-arrange travel plans for guests.
  • Currency exchange and advising regarding currency issues to guests.
  • Giving general travel and tourism advice, such as ideas on places to go. This means you will need to have in-depth knowledge of the area in and around where you are working.

General Receptionist Roles, Everything In-Between!

Module 3: The Essentials of Communication

It is vital to know how to speak to someone because it is one of the most first impressions that are often left with and along with the visual impression. One of the essential facets that an effective receptionist must have is the ability to communicate effortlessly and confidently.

The Principles to Create a Powerful First Impression

  • Always have good personal hygiene
  • Your clothing should be smart and workplace appropriate
  • General grooming should be smart and not over the top
  • Always be aware of your body language
  • Smiling and eye contact is vital
  • Always keep your reception area tidy
  • Think about what you are saying
  • Ask questions to clarify meaning
  • Always follow up on what you promise to do
  • Never underestimate the power of good manners
  • Be mindful of your visitor’s needs

The Principles to Confirm How Your Message Comes Across

  • To check and confirm if the message is being received in the way it was intended to be is to ask them
  • Another way is to develop a ‘how did we do’ survey

How to Use Voice, Tone, and Language to Build Trust, Credibility, and Confidence

  • How a person speaks and communicate is as essential as what they say and how they use their body language to boost the whole thing in the right direction
  • How You Can Use Your Voice - The tone and language being used is vitally important when it comes to speaking. It is essential to remain genuine, warm, trustworthy, and understanding
  • How You Can Do It - Talk in an even volume and in a professional way. The words that should be used should be free of slang and can be easily understandable. The tone of the voice is important

How Can You Identify the Customer’s Needs?

  • Say “Hello, how can I help you?”
  • Pick out the important information that will give the answer to the question
  • Ask questions for clarification

Learning to Listen

  • Actually listen
  • Eye contact if you are face to face
  • Listen to the tone of the person who is speaking
  • Wait until the person has finished speaking before you start to speak
  • Ask questions
  • Two concepts that play a huge part in effective communication

Active Listening - Used in conflict resolution training

Effective Listening – Ability to display an active interest in what is being said

Handling Difficult Customers and Difficult Situations

  • Always be professional
  • Keep a hold of yourself
  • Your body language will do a lot to control the situation
  • Remember to listen
  • Be concerned
  • Ask the question “what can we do to help”
  • Never admit blame
  • Do your best to solve the problem
  • Ask them what they want

Delivering Bad News Constructively

  • Think about what you’re going to say first
  • Think about where you’re going to deliver the news
  • Always stay calm
  • Watch your attitude, body language, and voice
  • Be sympathetic, but don’t be fake
  • Make sure the news is easy to understand
  • Don’t sugar-coat it, but don’t be harsh either
  • Give the person time to ask questions
  • Try and focus on the positive side of things, if there is one
  • Give them details on how to follow up

Module 4: Practice Good Telephone Skills

A receptionist often spends a large portion of their time communicating on the telephone. They can encounter a lot of tricky situations, but is can be overcome with high quality telephone skills.

How to Communicate Using the Tone of Your Voice and the Language You Use

  • Smile even though no-one can see you
  • Watch your volume
  • Cut out the slang
  • Don’t become frustrated
  • Practice your telephone voice
  • Don’t resort to ‘hmmm’, and avoid awkward silences
  • And avoid ‘erm’ too

How the Lack of Body Language can Sometimes Impact on a Telephone Conversation

  • Developing a poor body language during a telephone conversation can seep into your voice
  • Smiling is a very important part of body language
  • Lack of body language makes the voice and language being used more important because it is where the person relies upon

The Appropriate Language to Use During a Professional Telephone Call

  • Free of slang
  • Easy to understand
  • Positive
  • Free of sighs or negative noises/language
  • If you have a strong regional accent, try and make your voice as clear as possible
  • Of an appropriate volume for the situation
  • Polite and inoffensive
  • Always helpful, with the caller’s needs and aims in mind
  • Devoid of gossip or blame

Follow Up Actions After a Telephone Conversation

  • Name of caller
  • Date they called
  • Time they called
  • Tick boxes with urgent, soon, routine
  • Whether the message needs action and what kind
  • Message body
  • Your name

Telephone Call Etiquette

  • Using the correct and friendly language when greeting the caller from the onset
  • Picking up the telephone after no more than five rings
  • When putting a caller on hold, never leave them on hold for too long.
  • Always use the hold feature.
  • If you have a person at the reception desk in person and the telephone is ringing, you need to prioritize.
  • Always check your answerphone for messages regularly, and action them immediately after taking the messages.
  • Make sure your voice is loud enough for the person on the telephone to hear and understand, whilst also not breaching confidentiality.
  • Simply be polite, friendly, helpful, and keep your voice upbeat.

Health and Safety Issues, Including the Importance of Confidentiality

  • Make sure that telephone cables are hidden, not hanging over surfaces or free for people to trip up over.
  • Make sure you clean your receiver and telephone dialing pad regularly, using proper telephone wipes.
  • Make sure your telephone is in an ideal place on your desk
  • If you are on the telephone for a considerable amount of time

Module 5: Sending Formal Messages/ Sending Informal Messages

Further Reiteration on the Importance of Good Quality Telephone Skills

  • It is vital to choose the correct language and saying the right things
  • Knowing exactly what to say and having a professional telephone voice are two of the essentials skills that an effective receptionist must have
  • Ability to communicate clearly and precisely is vital

What is a Formal Message?

It is query or question from one of the sources that needs to be passed onto a member within the company for action

Sources of Formal Message:

  • A professional from an outside agency or company
  • A member of the public
  • A customer/client
  • Suppliers

What is an Informal Message?

It is a piece of information that needs to be passed on rather than something which needs actioning

Sources of Informal Message

  • Colleagues
  • Reps
  • Freelancers

The Vital Nature of Confidentiality when Taking and Sending Messages

  • Confidentiality is vital and it is important to be mindful of the surrounding and the words that are coming out of the mouth
  • It is essential also to ensure that messages are left in a secure place and being passed on the correct person for action

How to Ensure You Gather as much Detail as Possible when Taking and Sending

Messages

  • The date the person called
  • The time the person called
  • The name of the person, and who they are
  • Whether the message is urgent or routine
  • A return telephone number, whether you state you will call them back or not
  • The action required
  • The body of the message.
  • Your name

Emails/ Faxes, and How They Play a Part in Message Sending

- It is essential to become familiar with email packages because the work of a receptionist is centered around it

 

Module 6: Database Management and Booking/Reservation Procedures

Part of a receptionist’s work is to take various types of bookings or reservations that ranges from different areas. They also work closely with databases for various uses and it is essential for aspiring receptionists to undergo training. Databases are essential in recordkeeping in the business world and it is one of the duties of a receptionist to maintain and add to them.

What a Database May Be Used For

Database is known as a collection of data wherein a whole host of information is stored to collate various data needed to answer questions

What Can You Use a Database For?

What a Database May Be Used For

  • To hold personal details about staff members
  • Sales figures
  • Information on suppliers
  • Sickness and absence records
  • Overtime records
  • Many companies hold inventories of the furniture and supplies which are kept in a particular part of the building
  • Projected sales figures or projected data from another part of the company
  • Databases can also be used for room bookings and reservations
  • Appointment diaries are a form of database

Confidentiality in Terms of Database Use

It is essential to keep any information held on a person be kept up to date and be only accessed when necessary

Methods of Keeping Database Information Confidential

  • Password protecting the database
  • Using encryption
  • Never leave the database open on your computer screen and leave your desk

How to Maintain a Database in the Most Effective Way

  • Always ensure that you understand the database package you are using and the actual database itself
  • Remember to hit ‘save’!
  • Make sure you understand the ins and outs of the database
  • Change your passwords regularly
  • Back up your data
  • If the database is too complicated to use, e.g. the order of columns doesn’t seem logical when you actually use it for a while, change it
  • Make sure someone else is trained to use the database

The Kinds of Bookings/ Reservations You May Need to Do as Part of Your Reception

Work

  • Diary appointments
  • Room bookings
  • Conference attendance figures
  • Catering numbers for meetings or conferences
  • Equipment bookings for meetings or conferences
  • Hotel bookings
  • Travel ticket bookings

How to Handle and Manage Bookings/ Reservations in the Most Effective and Successful Way

  • Make sure you understand the task at hand
  • Make sure you are au fait with procedures
  • Never over-book or ‘wing it’
  • Give receipt of the booking

Module 7: Following Routine Administrative Procedures and Developing Filing Systems

There are various duties and responsibilities that a receptionist has and there are instances that it may overlap slightly with someone else in the organization. It is essential for them to have an understanding on the routine administrative tasks and procedures that are expected for them to follow.

What are Routine Administrative Tasks or Procedures?

Throughout the working week there are tasks and procedures of an administrative nature that are needed to be accomplished every single day

The Difference Between the Duties of a Receptionist and the Duties of a Secretary

Similar Duties Between a Receptionist and Secretary

  • Diary management
  • Taking messages
  • Maintaining a filing system
  • Document production

The Routine Daily Administrative Tasks You Should Be Undertaking as a Receptionist

  • Taking in-depth messages and fielding these to the correct person regularly throughout the day
  • Filing away any correspondence or other paper-based information into the correct filing system
  • Receiving visitors into the reception area
  • Receiving incoming mail and distributing this to the correct area
  • Answering emails that come into the department, and fielding these to the correct people
  • Updating records
  • Ensure the receptionist desk is clear at the end of the day, and nothing is left out.
  • Photocopying and collating information duties

What is a Filing System, and Why is it Important?

  • Filing system is a place where necessary information is stored and it is an easy method used to find things needed for the company
  • An effective filing system helps the daily running of the organization move in a smoother and problem-free way

Confidentiality and Data Protection Relating to Holding Information Within Your Filing System

Manual Filing System Versus Computerized Filing Systems

Manual Filing Systems

  • Pros
  • Cons

Computerized Filing Systems

  • Pros
  • Cons

Setting Up and Maintaining an Effective and Efficient Filing System

  • Which system would suit this particular need better?
  • Is it better to use a mixture of the two?
  • What is it you are going to be using the system for?
  • How many people are going to access it?
  • How many people are going to have access rights in terms of changing details and simply viewing them?
  • How often are you going to ‘weed out’ information which his no longer necessary or up to date?
  • Where is the system going to be based?

Module 8: Security & Safety Issues / Health Safety Considerations in the Workplace

It is essential to ensure that the working environment is safe, secure, and the employee does not feel threatened or worried about their safety.

What is Health and Safety?

Health & Safety at Work Act 1974

Who Has the Responsibility to Ensure Health and Safety in the Workplace?

Everyone is responsible for ensuring the health and safety within the workplace

What Types of Accidents or Incidents Can Occur?

  • Loose wires from a telephone or computer, which haven’t been secured properly
  • An unfixed window that doesn’t have catches on it, this could mean someone could easily bend down to pick something up, stand up and bang their head
  • Overflowing bins which mean that waste is spilled onto the floor, causing a potential tripping hazard, or a fire hazard also
  • A receptionist who regularly uses the telephone to answer calls could suffer a neck injury by not holding the telephone properly or by wedging it under his or her ear and neck
  • Fire doors should always be kept free of obstruction
  • A spillage of water or coffee on the floor should be mopped up immediately and a ‘wet floor’ sign put in place until the area is dry

How Can We All Stay Safe During Our Working Hours?

  • Use your eyes and common sense
  • Employers have a duty and responsibility that no verbal or physical abuse occurs in the workplace area

Scenarios and Answers in Terms of What to Do in Various Situations Pertaining to Health and Safety/ Security

What Should You Do If You Feel Threatened During Your Role as Receptionist?

  • It is essential to know the company’s policies to know what are the rights of the employee and the actions that must be taken
  • If ever felt genuinely threatened then it is the right of the employee to inform their visitor that they are going to call the security to deal with the situation

Module 9: Confidentiality

What is Confidentiality and Why is it Important?

  • Confidentiality is ensuring that any sensitive information remains private
  • It is one of the essential duties of a receptionist is to ensure that any information that they have accessed to is kept private, secure, and confidentiality is not breached

Data Protection- How It Affects Both You and the Workplace

  • Data Protection Act
  • Data Protection Principles

The Consequences of a Breach of Confidentiality

How to Maintain Confidentiality

Examples of What to Do in Certain Scenarios Relating to Confidentiality Issues

Module 10: Successful Meetings & Minute Taking, Meeting & Accommodation Arrangements

What Makes a Successful Meeting?

A successful meeting is when there is plenty of thought and attention to detail present

What Pre-Arrangements May You Need to Make for a Successful Meeting?

  • Room booking
  • Is there any particular type of equipment you need to pre-book?
  • Do you need to ensure any packs or handouts are ready for the meeting?
  • You may need to order tea, coffee, or biscuits to arrive at a certain point during the meeting, an interval perhaps, and ensure that water is available throughout
  • Special Speakers
  • You may be responsible for collating the agenda to type up, have approved, and copy for the attendees at the meeting

What is Minute-Taking?

It is the process of recording what is said and actions decided upon during the meeting

How is Minute-Taking Part of a Receptionist’s Job?

How to Take Minutes

  • Be prepared!
  • Use your own form of shorthand
  • Have a copy of the agenda at hand
  • Keep a copy of the apologies list
  • Type your minutes up as soon as possible
  • Sit next to the Chairperson
  • Don’t be too hard on yourself

How Minutes Should Be Presented After the Meeting- Format and Content

  • Name of the meeting
  • Attendees
  • Minutes of the last meeting (date)
  • Agenda items
  • Any Other Business
  • Date & Time of Next Meeting

What Arrangement May You Need to Make in Terms of Accommodation for Meeting Attendees?

Module 11: Organizational Skills & Time Management

An effective, efficient, and highly skilled receptionist understands the concept of time management and have a grasp on how to use it to their gain. It is vital for them to master managing their time, prioritizing their workload, and dealing also with the unforeseen circumstances that may occur within the day.

What are Organizational Skills?

This are skills that allows an employee to go through their day to their working life without major problems, or running out of time on a regular basis

How Can You Prioritize?

It is vital to know how to prioritize duties and responsibilities and be able to carry them correctly to meet all deadlines at all times

Scenarios to Help You Understand How Prioritizing Works in Practice

Time Management- How You Can Make It Work for You

  • Take advantage of the quieter times
  • Always take your lunch break
  • Prioritize, prioritize, prioritize!
  • Don’t make false promises
  • Organize your desk
  • Go computerized

The Skills Every Receptionist Should Have

  • Approachable
  • Professional
  • Have a kind/caring approach to work
  • Efficient
  • Thoughtful
  • The ability to think ahead
  • Be well turned out in terms of appearance
  • Calm under pressure
  • A team player
  • Ready for anything
  • Confident
  • Knowledgeable about the organization

Module 12: Effective Business Communication

There are various types of written communication that may come in contact. It is essential to know how to set these out, to comply with not only organizational rules, but also the general administrative layout of such documentation.

How Written and Verbal Communication Differs

The Types of Written Business Communication You May Need to Use

  • Memos
  • Emails
  • Faxes
  • Letters
  • Reports
  • Flyers
  • Responses to a business’ Facebook/social media account

 

Written Communication Formats

Memos

  • The word ‘memorandum’ at the top of the page
  • To
  • From
  • Date
  • Subject
  • Body of the memo
  • A memo doesn’t necessarily need to be signed, but some organizations may require this

Emails

  • To
  • From
  • Date
  • Subject
  • Body of email
  • Many organizations require a disclaimer to go on the bottom of any company emails sent, as well as the name and job title of the person sending it at the bottom of the email.

Faxes

  • To
  • From
  • Private/confidential if required
  • Date & time sent
  • Subject
  • Number of pages (including front sheet)
  • Any instructions to confirm receipt
Recognition & Accreditation

Upon successful completion of this course and achieving a passing score for the assessment, you will be issued with an international continuing education credit (CEU) certificate.

This Certificate is applicable worldwide, which demonstrates your commitment to learning new skills. You can share the certificate with your friends, relatives, co-workers, and potential employers. Also, include it in your resume/CV, professional social media profiles and job applications.

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Units of Study

Module 1: The Role of the Receptionist

  • What is a receptionist? We will define the nature of the role, and explain exactly what a front of house receptionist is
  • How to be prepared for literally anything - one day is never the same as the next
  • Being the face of the company - what you need to do, how you need to do it, what you need to wear, and how you need to present yourself
  • A general overview of the duties of a receptionist

Module 2 : The Different Types of Receptionist and the Subtle Differences Between Them

  • The different types of receptionist roles there are in the job market, and why there are subtle differences between them
  • Legal receptionists
  • Medical receptionists
  • Educational institute receptionists

Module 3 : The Essentials of Communication

  • The principles to create a powerful first impression. How can this be done?
  • The principles to confirm how your message comes across. How can you check the message received is the correct one?
  • How to use voice, tone, and language to build trust, credibility, and confidence
  • How can you identify the customer's needs?

Module 4 : Practice Good Telephone Skills

  • How to communicate using the tone of your voice and the language you use
  • How the lack of body language can sometimes impact on telephone conversations
  • The appropriate language to use during a professional telephone call
  • Follow up actions after a telephone conversation

Module 5 : Sending Formal Messages/Sending Informal Messages

  • We will reiterate the importance of good quality telephone skills
  • What is a formal message?
  • What is an informal message?
  • The vital nature of confidentiality when taking and sending messages

Module 6 : Database Management and Booking/Reservation Procedures

  • What a database may be used for
  • Confidentiality in terms of database use
  • How to maintain a database in the most effective way
  • The kinds of bookings/reservations you may need to do as part of your reception work

Module 7 : Following Routine Administrative Procedures and Developing Filing Systems

  • What are routine administrative tasks or procedures? A general overview
  • The differences between the duties of a receptionist and the duties of a secretary
  • The routine daily administrative tasks you should be undertaking as a receptionist
  • What is a filing system, and why is it important?

Module 8 : Security & Safety Issues / Health & Safety Considerations in the Workplace

  • What is health & safety?
  • Who has the responsibility to ensure health and safety in the workplace?
  • What types of accidents or incidents can occur?
  • How can we all stay safe during our working hours?

Module 9 : Confidentiality

  • What is confidentiality, and why is it important?
  • Data Protection, and how it affects both you and the workplace
  • The consequences of a breach of confidentiality
  • How to maintain confidentiality

Module 10 : Successful Meetings & Minute Taking, Meeting & Accommodation Arrangements

  • What makes a successful meeting/pre-arrangements you need to make
  • What is minute-taking? How it is part of a receptionist's job, and how to do it
  • How minutes should be presented after the meeting, in terms of format and content
  • What arrangements may you need to make in terms of accommodation for meeting attendees?

Module 11 : Organisational Skills & Time Management

  • What are organisational skills?
  • How can you prioritise?
  • Scenarios to help you understand how prioritising works in practice
  • Time management, how you can make it work for you

Module 12 : Effective Business Communication

  • How written and verbal communication differs
  • What types of business communication in a written form you may need to use
  • Written communication formats
  • Formal and informal written communication

Module 13 : How Technology is Important in Reception Work

  • How technology plays a part in administrative work overall
  • What types of technology you may need to use
  • What software packages you may need to use
  • Away from the computer, how most of your daily working life includes technology in some guise

Module 14 : The Importance of Team Work

  • What is team work?
  • How does team work relate to a receptionist role?
  • What attributes make a good team player?
  • What are the advantages of team work, and are there any disadvantages?
  • Module 15: Reception Area Appearance
  • Why the appearance of the reception area is just as important as personal appearance
  • How to make a reception area look welcoming, yet professional
  • Small extras which make all the difference
  • Reception area maintenance

Module 16: Career Progression / From Receptionist to…

  • The types of receptionist roles you can undertake, with one eye on career progression
  • The possible future career roads a current receptionist can take
  • The skills you can master during your time as a receptionist, to make you indispensable during your future career choices
  • Administrative career roads in more depth

Module 17: To Sum It All Up: Reception Work Explained

  • A reiteration on what reception work is in its most basic form
  • Summing up the key skills and attributes a top receptionist should have
  • The importance of first impressions - let's sum it all up again!
  • How to get into reception work
Requirements

Entry requirements

Students must have basic literacy and numeracy skills.

Minimum education

Open entry. Previous schooling and academic achievements are not required for entry into this course.

Computer requirements

Students will need access to a computer and the internet.

Minimum specifications for the computer are:

Windows:

Microsoft Windows XP, or laterModern and up to date Browser (Internet Explorer 8 or later, Firefox, Chrome, Safari)

MAC/iOS

OSX/iOS 6 or laterModern and up to date Browser (Firefox, Chrome, Safari)

All systems

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Students will also need access the following applications:

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Requirements

Entry requirements:

Students must have basic literacy and numeracy skills.


Minimum education:

Open entry. Previous schooling and academic achievements are not required for entry into this course.


Device requirements:

Students will need access to a computer/any device and the internet.

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3 DAY SALE - ENDS 17 APRIL

Reception Online Certificate Course

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Original price USD $399
Original price $399 - Original price $399
Original price USD $399
Current price USD $249
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"I recently took the Reception Online Certificate Course and it was one of the best decisions I have ever made! The course is broken down into easy-to-follow modules that will take you through the entire position and everything that you need to know. " - Lucy P. Verified Buyer 

Our Reception Online Course is broken down into easy-to-follow modules that will take you through the entire position and everything that you need to know in order to become a high-flying receptionist.

Bundle Up & Save - Learn More and Save More when you Upgrade to one of our Course Bundles below - Save Up To 98%

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Course Summary

  • Delivery: Online
  • Access: Unlimited Lifetime
  • Time: Study at your own pace
  • Duration: 8 to 10 Hours
  • Assessments: Yes
  • Qualification: Certificate
About This Course
What you will learn
  • The key roles of a receptionist.
  • How to run the reception area.
  • How to communicate effectively.
  • How to deal with administration.
  • How to further your career.
  • How to be a team player.
  • How to use technology to your advantage.
  • How to handle databases.
  • How to make bookings and reservations.
  • How to organise things correctly.

Study Reception Online Certificate Course: Learn Everything you Need to Know to Start a Fun and Rewarding Career as a Receptionist

Does a career working in an office environment as a receptionist sound like the perfect way for you to move into a completely different industry? Are you aware of what is involved in such a role or perhaps you already believe that you understand it and yet have no idea how to move into this particular type of job? If any of that applies to you then our reception course will be able to provide you with all of the answers and information that you will need to go on and have a successful career within this particular field.

Our Reception Online Course is broken down into 17 easy to follow modules that will take you through the entire position and everything that you need to know in order to become a high-flying receptionist. This course has been designed to guide you through each and every part of being a receptionist from the tasks you will often have to carry out to dealing with people, the business environment and even the importance of correct communication.

By the end of the Online Receptionist Course and Training  you will have gained a wide range of skills that will allow you to not only work within this environment, but also do the job to a higher standard than before. It will allow you to get your foot on this particular career ladder and also help you to plan your future thanks to the skills and knowledge that you will gain from our Hospitality Online Courses.

Reception Online Certificate Course – Requirements

This course is designed for people with little or no prior experience. The course is delivered 100 percent online 24/7 and only takes a few hours of study to complete.

To successfully complete this course, a student must:

  • Have access to the internet and the necessary technical skills to navigate the online learning resources
  • Have access to any mobile device with internet connectivity (laptop, desktop, tablet)
  • Be a self-directed learner
  • Possess sound language and literacy skills

Quick Course Facts:

  1. Course content is structured for easy comprehension
  2. Approximately 10 hours of study is needed to complete the course
  3. Registered students gain unrestricted lifetime access to your online course
  4. All course material is available online 24/7 and can be accessed using any device
  5. Study your course online from anywhere in your own time at your own pace
  6. All students who complete the course will be awarded with a certificate of completion that is applicable worldwide

For any additional questions please see our comprehensive FAQS tab above.

Reception Online Certificate Course Outline

Module 1: The Role of the Receptionist

It is essential to understand the role of a receptionist and why they are vital to any organization. Receptionists are the first impression that any visitor will have when they enter an establishment, thus it is important for them to know their role and practice professionalism at all times.

What Exactly is a Receptionist?

  • They are the face of the company
  • One of the important skills that they must have is effective communication
  • They can make or break the impression of a new client towards the business

How to be Prepared for Literally Anything

  • Receptionists must be able to be quick on their feet and be able to react to situations in the best possible manner
  • They must be ready for anything because they are the first point of contact
  • Organizations must operate a zero-tolerance policy

You are the Face of the Company, so You Need to Wear this Badge Accordingly

  • Clothing appearance
  • Hair, Nails, Make-up, and Personal Hygiene
  • How to Project Yourself to a Fantastic First Impression

A Very General Overview of the Duties of a Receptionist

  • Receiving visitors into the building
  • Taking telephone calls
  • Ensuring the reception area is tidy
  • Making appointments
  • General administrative tasks
  • Words processing duties
  • Room bookings

Let Us Reiterate One More time the Power of a First Impression- Yes, it is Definitely that Important!

  • Bad first impressions can cause damage in the business world because it means repeat business doesn’t happen
  • First impression of a client or customer can either return for more business in the future

Quick points of advice:

  • Smile
  • Make eye contact
  • Be clean and neatly turned out at all times
  • Keep your reception area tidy
  • Always say “hello, how can I help you?”
  • Simply try to help as much as possible

Module 2: The Different Types of Receptionist and the Subtle Differences Between Them

The duties and approaches are different when it comes to where a receptionist works.

The Different Types of Receptionist Jobs You May Come Across

Main Types of Reception Jobs

  • Legal Receptionists
  • Medical Receptionists
  • Educational Institute Receptionists
  • Tourism Receptionists
  • General Receptionists 

Legal Receptionist Roles- What You Need to Know

  • Dealing with high level personnel, such as solicitors, court workers, barristers,
  • Producing legal documents, such as draft reports, etc.
  • Taking very detailed telephone messages to pass onto the correct person
  • Dealing with potentially upsetting situations/irritated or irate callers and visitors
  • Understanding legal jargon, sometimes quite technical in nature

Medical Receptionist Roles- What You Need to Know

  • Dealing with potentially upsetting situations, e.g. upset or worried relatives, or
  • seeing sometimes critically ill patients.
  • Having basic first aid training is often a huge plus, as working in a hospital can
  • sometimes put you in situations where you need to help out prior to more
  • specialized help arriving.
  • Understanding timing pathways, such as deadlines for reporting test results, etc.,
  • in order to help you answer queries over the telephone much more effectively.
  • A basic understanding of medical terminology and jargon.
  • Taking very detailed messages and directing them to the correct personnel.

Educational Institute Receptionists- What You Need to Know

  • Helping to organize events, such as school sports days, graduation ceremonies, exam days, school trips, school discos and plays/productions.
  • Collecting and collating permission slips for school trips, as well as chasing up those who haven’t replied and reporting this to the appropriate teacher.
  • Fielding messages to the correct teacher in terms of student sickness absence.

Tourism Receptionists- What You Need to Know

  • Dealing with problems on the spot, including irate customers with various problems.
  • Dealing with staff who perhaps don’t have English as their first language – this is particularly likely if you are working in an overseas hotel or apartment block.
  • Helping to arrange or re-arrange travel plans for guests.
  • Currency exchange and advising regarding currency issues to guests.
  • Giving general travel and tourism advice, such as ideas on places to go. This means you will need to have in-depth knowledge of the area in and around where you are working.

General Receptionist Roles, Everything In-Between!

Module 3: The Essentials of Communication

It is vital to know how to speak to someone because it is one of the most first impressions that are often left with and along with the visual impression. One of the essential facets that an effective receptionist must have is the ability to communicate effortlessly and confidently.

The Principles to Create a Powerful First Impression

  • Always have good personal hygiene
  • Your clothing should be smart and workplace appropriate
  • General grooming should be smart and not over the top
  • Always be aware of your body language
  • Smiling and eye contact is vital
  • Always keep your reception area tidy
  • Think about what you are saying
  • Ask questions to clarify meaning
  • Always follow up on what you promise to do
  • Never underestimate the power of good manners
  • Be mindful of your visitor’s needs

The Principles to Confirm How Your Message Comes Across

  • To check and confirm if the message is being received in the way it was intended to be is to ask them
  • Another way is to develop a ‘how did we do’ survey

How to Use Voice, Tone, and Language to Build Trust, Credibility, and Confidence

  • How a person speaks and communicate is as essential as what they say and how they use their body language to boost the whole thing in the right direction
  • How You Can Use Your Voice - The tone and language being used is vitally important when it comes to speaking. It is essential to remain genuine, warm, trustworthy, and understanding
  • How You Can Do It - Talk in an even volume and in a professional way. The words that should be used should be free of slang and can be easily understandable. The tone of the voice is important

How Can You Identify the Customer’s Needs?

  • Say “Hello, how can I help you?”
  • Pick out the important information that will give the answer to the question
  • Ask questions for clarification

Learning to Listen

  • Actually listen
  • Eye contact if you are face to face
  • Listen to the tone of the person who is speaking
  • Wait until the person has finished speaking before you start to speak
  • Ask questions
  • Two concepts that play a huge part in effective communication

Active Listening - Used in conflict resolution training

Effective Listening – Ability to display an active interest in what is being said

Handling Difficult Customers and Difficult Situations

  • Always be professional
  • Keep a hold of yourself
  • Your body language will do a lot to control the situation
  • Remember to listen
  • Be concerned
  • Ask the question “what can we do to help”
  • Never admit blame
  • Do your best to solve the problem
  • Ask them what they want

Delivering Bad News Constructively

  • Think about what you’re going to say first
  • Think about where you’re going to deliver the news
  • Always stay calm
  • Watch your attitude, body language, and voice
  • Be sympathetic, but don’t be fake
  • Make sure the news is easy to understand
  • Don’t sugar-coat it, but don’t be harsh either
  • Give the person time to ask questions
  • Try and focus on the positive side of things, if there is one
  • Give them details on how to follow up

Module 4: Practice Good Telephone Skills

A receptionist often spends a large portion of their time communicating on the telephone. They can encounter a lot of tricky situations, but is can be overcome with high quality telephone skills.

How to Communicate Using the Tone of Your Voice and the Language You Use

  • Smile even though no-one can see you
  • Watch your volume
  • Cut out the slang
  • Don’t become frustrated
  • Practice your telephone voice
  • Don’t resort to ‘hmmm’, and avoid awkward silences
  • And avoid ‘erm’ too

How the Lack of Body Language can Sometimes Impact on a Telephone Conversation

  • Developing a poor body language during a telephone conversation can seep into your voice
  • Smiling is a very important part of body language
  • Lack of body language makes the voice and language being used more important because it is where the person relies upon

The Appropriate Language to Use During a Professional Telephone Call

  • Free of slang
  • Easy to understand
  • Positive
  • Free of sighs or negative noises/language
  • If you have a strong regional accent, try and make your voice as clear as possible
  • Of an appropriate volume for the situation
  • Polite and inoffensive
  • Always helpful, with the caller’s needs and aims in mind
  • Devoid of gossip or blame

Follow Up Actions After a Telephone Conversation

  • Name of caller
  • Date they called
  • Time they called
  • Tick boxes with urgent, soon, routine
  • Whether the message needs action and what kind
  • Message body
  • Your name

Telephone Call Etiquette

  • Using the correct and friendly language when greeting the caller from the onset
  • Picking up the telephone after no more than five rings
  • When putting a caller on hold, never leave them on hold for too long.
  • Always use the hold feature.
  • If you have a person at the reception desk in person and the telephone is ringing, you need to prioritize.
  • Always check your answerphone for messages regularly, and action them immediately after taking the messages.
  • Make sure your voice is loud enough for the person on the telephone to hear and understand, whilst also not breaching confidentiality.
  • Simply be polite, friendly, helpful, and keep your voice upbeat.

Health and Safety Issues, Including the Importance of Confidentiality

  • Make sure that telephone cables are hidden, not hanging over surfaces or free for people to trip up over.
  • Make sure you clean your receiver and telephone dialing pad regularly, using proper telephone wipes.
  • Make sure your telephone is in an ideal place on your desk
  • If you are on the telephone for a considerable amount of time

Module 5: Sending Formal Messages/ Sending Informal Messages

Further Reiteration on the Importance of Good Quality Telephone Skills

  • It is vital to choose the correct language and saying the right things
  • Knowing exactly what to say and having a professional telephone voice are two of the essentials skills that an effective receptionist must have
  • Ability to communicate clearly and precisely is vital

What is a Formal Message?

It is query or question from one of the sources that needs to be passed onto a member within the company for action

Sources of Formal Message:

  • A professional from an outside agency or company
  • A member of the public
  • A customer/client
  • Suppliers

What is an Informal Message?

It is a piece of information that needs to be passed on rather than something which needs actioning

Sources of Informal Message

  • Colleagues
  • Reps
  • Freelancers

The Vital Nature of Confidentiality when Taking and Sending Messages

  • Confidentiality is vital and it is important to be mindful of the surrounding and the words that are coming out of the mouth
  • It is essential also to ensure that messages are left in a secure place and being passed on the correct person for action

How to Ensure You Gather as much Detail as Possible when Taking and Sending

Messages

  • The date the person called
  • The time the person called
  • The name of the person, and who they are
  • Whether the message is urgent or routine
  • A return telephone number, whether you state you will call them back or not
  • The action required
  • The body of the message.
  • Your name

Emails/ Faxes, and How They Play a Part in Message Sending

- It is essential to become familiar with email packages because the work of a receptionist is centered around it

 

Module 6: Database Management and Booking/Reservation Procedures

Part of a receptionist’s work is to take various types of bookings or reservations that ranges from different areas. They also work closely with databases for various uses and it is essential for aspiring receptionists to undergo training. Databases are essential in recordkeeping in the business world and it is one of the duties of a receptionist to maintain and add to them.

What a Database May Be Used For

Database is known as a collection of data wherein a whole host of information is stored to collate various data needed to answer questions

What Can You Use a Database For?

What a Database May Be Used For

  • To hold personal details about staff members
  • Sales figures
  • Information on suppliers
  • Sickness and absence records
  • Overtime records
  • Many companies hold inventories of the furniture and supplies which are kept in a particular part of the building
  • Projected sales figures or projected data from another part of the company
  • Databases can also be used for room bookings and reservations
  • Appointment diaries are a form of database

Confidentiality in Terms of Database Use

It is essential to keep any information held on a person be kept up to date and be only accessed when necessary

Methods of Keeping Database Information Confidential

  • Password protecting the database
  • Using encryption
  • Never leave the database open on your computer screen and leave your desk

How to Maintain a Database in the Most Effective Way

  • Always ensure that you understand the database package you are using and the actual database itself
  • Remember to hit ‘save’!
  • Make sure you understand the ins and outs of the database
  • Change your passwords regularly
  • Back up your data
  • If the database is too complicated to use, e.g. the order of columns doesn’t seem logical when you actually use it for a while, change it
  • Make sure someone else is trained to use the database

The Kinds of Bookings/ Reservations You May Need to Do as Part of Your Reception

Work

  • Diary appointments
  • Room bookings
  • Conference attendance figures
  • Catering numbers for meetings or conferences
  • Equipment bookings for meetings or conferences
  • Hotel bookings
  • Travel ticket bookings

How to Handle and Manage Bookings/ Reservations in the Most Effective and Successful Way

  • Make sure you understand the task at hand
  • Make sure you are au fait with procedures
  • Never over-book or ‘wing it’
  • Give receipt of the booking

Module 7: Following Routine Administrative Procedures and Developing Filing Systems

There are various duties and responsibilities that a receptionist has and there are instances that it may overlap slightly with someone else in the organization. It is essential for them to have an understanding on the routine administrative tasks and procedures that are expected for them to follow.

What are Routine Administrative Tasks or Procedures?

Throughout the working week there are tasks and procedures of an administrative nature that are needed to be accomplished every single day

The Difference Between the Duties of a Receptionist and the Duties of a Secretary

Similar Duties Between a Receptionist and Secretary

  • Diary management
  • Taking messages
  • Maintaining a filing system
  • Document production

The Routine Daily Administrative Tasks You Should Be Undertaking as a Receptionist

  • Taking in-depth messages and fielding these to the correct person regularly throughout the day
  • Filing away any correspondence or other paper-based information into the correct filing system
  • Receiving visitors into the reception area
  • Receiving incoming mail and distributing this to the correct area
  • Answering emails that come into the department, and fielding these to the correct people
  • Updating records
  • Ensure the receptionist desk is clear at the end of the day, and nothing is left out.
  • Photocopying and collating information duties

What is a Filing System, and Why is it Important?

  • Filing system is a place where necessary information is stored and it is an easy method used to find things needed for the company
  • An effective filing system helps the daily running of the organization move in a smoother and problem-free way

Confidentiality and Data Protection Relating to Holding Information Within Your Filing System

Manual Filing System Versus Computerized Filing Systems

Manual Filing Systems

  • Pros
  • Cons

Computerized Filing Systems

  • Pros
  • Cons

Setting Up and Maintaining an Effective and Efficient Filing System

  • Which system would suit this particular need better?
  • Is it better to use a mixture of the two?
  • What is it you are going to be using the system for?
  • How many people are going to access it?
  • How many people are going to have access rights in terms of changing details and simply viewing them?
  • How often are you going to ‘weed out’ information which his no longer necessary or up to date?
  • Where is the system going to be based?

Module 8: Security & Safety Issues / Health Safety Considerations in the Workplace

It is essential to ensure that the working environment is safe, secure, and the employee does not feel threatened or worried about their safety.

What is Health and Safety?

Health & Safety at Work Act 1974

Who Has the Responsibility to Ensure Health and Safety in the Workplace?

Everyone is responsible for ensuring the health and safety within the workplace

What Types of Accidents or Incidents Can Occur?

  • Loose wires from a telephone or computer, which haven’t been secured properly
  • An unfixed window that doesn’t have catches on it, this could mean someone could easily bend down to pick something up, stand up and bang their head
  • Overflowing bins which mean that waste is spilled onto the floor, causing a potential tripping hazard, or a fire hazard also
  • A receptionist who regularly uses the telephone to answer calls could suffer a neck injury by not holding the telephone properly or by wedging it under his or her ear and neck
  • Fire doors should always be kept free of obstruction
  • A spillage of water or coffee on the floor should be mopped up immediately and a ‘wet floor’ sign put in place until the area is dry

How Can We All Stay Safe During Our Working Hours?

  • Use your eyes and common sense
  • Employers have a duty and responsibility that no verbal or physical abuse occurs in the workplace area

Scenarios and Answers in Terms of What to Do in Various Situations Pertaining to Health and Safety/ Security

What Should You Do If You Feel Threatened During Your Role as Receptionist?

  • It is essential to know the company’s policies to know what are the rights of the employee and the actions that must be taken
  • If ever felt genuinely threatened then it is the right of the employee to inform their visitor that they are going to call the security to deal with the situation

Module 9: Confidentiality

What is Confidentiality and Why is it Important?

  • Confidentiality is ensuring that any sensitive information remains private
  • It is one of the essential duties of a receptionist is to ensure that any information that they have accessed to is kept private, secure, and confidentiality is not breached

Data Protection- How It Affects Both You and the Workplace

  • Data Protection Act
  • Data Protection Principles

The Consequences of a Breach of Confidentiality

How to Maintain Confidentiality

Examples of What to Do in Certain Scenarios Relating to Confidentiality Issues

Module 10: Successful Meetings & Minute Taking, Meeting & Accommodation Arrangements

What Makes a Successful Meeting?

A successful meeting is when there is plenty of thought and attention to detail present

What Pre-Arrangements May You Need to Make for a Successful Meeting?

  • Room booking
  • Is there any particular type of equipment you need to pre-book?
  • Do you need to ensure any packs or handouts are ready for the meeting?
  • You may need to order tea, coffee, or biscuits to arrive at a certain point during the meeting, an interval perhaps, and ensure that water is available throughout
  • Special Speakers
  • You may be responsible for collating the agenda to type up, have approved, and copy for the attendees at the meeting

What is Minute-Taking?

It is the process of recording what is said and actions decided upon during the meeting

How is Minute-Taking Part of a Receptionist’s Job?

How to Take Minutes

  • Be prepared!
  • Use your own form of shorthand
  • Have a copy of the agenda at hand
  • Keep a copy of the apologies list
  • Type your minutes up as soon as possible
  • Sit next to the Chairperson
  • Don’t be too hard on yourself

How Minutes Should Be Presented After the Meeting- Format and Content

  • Name of the meeting
  • Attendees
  • Minutes of the last meeting (date)
  • Agenda items
  • Any Other Business
  • Date & Time of Next Meeting

What Arrangement May You Need to Make in Terms of Accommodation for Meeting Attendees?

Module 11: Organizational Skills & Time Management

An effective, efficient, and highly skilled receptionist understands the concept of time management and have a grasp on how to use it to their gain. It is vital for them to master managing their time, prioritizing their workload, and dealing also with the unforeseen circumstances that may occur within the day.

What are Organizational Skills?

This are skills that allows an employee to go through their day to their working life without major problems, or running out of time on a regular basis

How Can You Prioritize?

It is vital to know how to prioritize duties and responsibilities and be able to carry them correctly to meet all deadlines at all times

Scenarios to Help You Understand How Prioritizing Works in Practice

Time Management- How You Can Make It Work for You

  • Take advantage of the quieter times
  • Always take your lunch break
  • Prioritize, prioritize, prioritize!
  • Don’t make false promises
  • Organize your desk
  • Go computerized

The Skills Every Receptionist Should Have

  • Approachable
  • Professional
  • Have a kind/caring approach to work
  • Efficient
  • Thoughtful
  • The ability to think ahead
  • Be well turned out in terms of appearance
  • Calm under pressure
  • A team player
  • Ready for anything
  • Confident
  • Knowledgeable about the organization

Module 12: Effective Business Communication

There are various types of written communication that may come in contact. It is essential to know how to set these out, to comply with not only organizational rules, but also the general administrative layout of such documentation.

How Written and Verbal Communication Differs

The Types of Written Business Communication You May Need to Use

  • Memos
  • Emails
  • Faxes
  • Letters
  • Reports
  • Flyers
  • Responses to a business’ Facebook/social media account

 

Written Communication Formats

Memos

  • The word ‘memorandum’ at the top of the page
  • To
  • From
  • Date
  • Subject
  • Body of the memo
  • A memo doesn’t necessarily need to be signed, but some organizations may require this

Emails

  • To
  • From
  • Date
  • Subject
  • Body of email
  • Many organizations require a disclaimer to go on the bottom of any company emails sent, as well as the name and job title of the person sending it at the bottom of the email.

Faxes

  • To
  • From
  • Private/confidential if required
  • Date & time sent
  • Subject
  • Number of pages (including front sheet)
  • Any instructions to confirm receipt
Recognition & Accreditation

Upon successful completion of this course and achieving a passing score for the assessment, you will be issued with an international continuing education credit (CEU) certificate.

This Certificate is applicable worldwide, which demonstrates your commitment to learning new skills. You can share the certificate with your friends, relatives, co-workers, and potential employers. Also, include it in your resume/CV, professional social media profiles and job applications.

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Units of Study

Module 1: The Role of the Receptionist

  • What is a receptionist? We will define the nature of the role, and explain exactly what a front of house receptionist is
  • How to be prepared for literally anything - one day is never the same as the next
  • Being the face of the company - what you need to do, how you need to do it, what you need to wear, and how you need to present yourself
  • A general overview of the duties of a receptionist

Module 2 : The Different Types of Receptionist and the Subtle Differences Between Them

  • The different types of receptionist roles there are in the job market, and why there are subtle differences between them
  • Legal receptionists
  • Medical receptionists
  • Educational institute receptionists

Module 3 : The Essentials of Communication

  • The principles to create a powerful first impression. How can this be done?
  • The principles to confirm how your message comes across. How can you check the message received is the correct one?
  • How to use voice, tone, and language to build trust, credibility, and confidence
  • How can you identify the customer's needs?

Module 4 : Practice Good Telephone Skills

  • How to communicate using the tone of your voice and the language you use
  • How the lack of body language can sometimes impact on telephone conversations
  • The appropriate language to use during a professional telephone call
  • Follow up actions after a telephone conversation

Module 5 : Sending Formal Messages/Sending Informal Messages

  • We will reiterate the importance of good quality telephone skills
  • What is a formal message?
  • What is an informal message?
  • The vital nature of confidentiality when taking and sending messages

Module 6 : Database Management and Booking/Reservation Procedures

  • What a database may be used for
  • Confidentiality in terms of database use
  • How to maintain a database in the most effective way
  • The kinds of bookings/reservations you may need to do as part of your reception work

Module 7 : Following Routine Administrative Procedures and Developing Filing Systems

  • What are routine administrative tasks or procedures? A general overview
  • The differences between the duties of a receptionist and the duties of a secretary
  • The routine daily administrative tasks you should be undertaking as a receptionist
  • What is a filing system, and why is it important?

Module 8 : Security & Safety Issues / Health & Safety Considerations in the Workplace

  • What is health & safety?
  • Who has the responsibility to ensure health and safety in the workplace?
  • What types of accidents or incidents can occur?
  • How can we all stay safe during our working hours?

Module 9 : Confidentiality

  • What is confidentiality, and why is it important?
  • Data Protection, and how it affects both you and the workplace
  • The consequences of a breach of confidentiality
  • How to maintain confidentiality

Module 10 : Successful Meetings & Minute Taking, Meeting & Accommodation Arrangements

  • What makes a successful meeting/pre-arrangements you need to make
  • What is minute-taking? How it is part of a receptionist's job, and how to do it
  • How minutes should be presented after the meeting, in terms of format and content
  • What arrangements may you need to make in terms of accommodation for meeting attendees?

Module 11 : Organisational Skills & Time Management

  • What are organisational skills?
  • How can you prioritise?
  • Scenarios to help you understand how prioritising works in practice
  • Time management, how you can make it work for you

Module 12 : Effective Business Communication

  • How written and verbal communication differs
  • What types of business communication in a written form you may need to use
  • Written communication formats
  • Formal and informal written communication

Module 13 : How Technology is Important in Reception Work

  • How technology plays a part in administrative work overall
  • What types of technology you may need to use
  • What software packages you may need to use
  • Away from the computer, how most of your daily working life includes technology in some guise

Module 14 : The Importance of Team Work

  • What is team work?
  • How does team work relate to a receptionist role?
  • What attributes make a good team player?
  • What are the advantages of team work, and are there any disadvantages?
  • Module 15: Reception Area Appearance
  • Why the appearance of the reception area is just as important as personal appearance
  • How to make a reception area look welcoming, yet professional
  • Small extras which make all the difference
  • Reception area maintenance

Module 16: Career Progression / From Receptionist to…

  • The types of receptionist roles you can undertake, with one eye on career progression
  • The possible future career roads a current receptionist can take
  • The skills you can master during your time as a receptionist, to make you indispensable during your future career choices
  • Administrative career roads in more depth

Module 17: To Sum It All Up: Reception Work Explained

  • A reiteration on what reception work is in its most basic form
  • Summing up the key skills and attributes a top receptionist should have
  • The importance of first impressions - let's sum it all up again!
  • How to get into reception work
Requirements

Entry requirements

Students must have basic literacy and numeracy skills.

Minimum education

Open entry. Previous schooling and academic achievements are not required for entry into this course.

Computer requirements

Students will need access to a computer and the internet.

Minimum specifications for the computer are:

Windows:

Microsoft Windows XP, or laterModern and up to date Browser (Internet Explorer 8 or later, Firefox, Chrome, Safari)

MAC/iOS

OSX/iOS 6 or laterModern and up to date Browser (Firefox, Chrome, Safari)

All systems

Internet bandwidth of 1Mb or fasterFlash player or a browser with HTML5 video capabilities(Currently Internet Explorer 9, Firefox, Chrome, Safari)

Students will also need access the following applications:

Adobe Acrobat Reader

Requirements

Entry requirements:

Students must have basic literacy and numeracy skills.


Minimum education:

Open entry. Previous schooling and academic achievements are not required for entry into this course.


Device requirements:

Students will need access to a computer/any device and the internet.

FAQS

1.  Who are Courses For Success?

Courses For Success is a course platform that started in 2008
with 5 courses, since then we have grown to over 10,000 online courses.

Our courses span across the following categories:

•Animal    

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2.  Is there a refund/cancellation policy?

Yes, we have a 7-day money-back refund guarantee. Just send us an email to info@coursesforsuccess.com with the subject Courses For Success Refund so we can accommodate your request.

3.  What is the FREE Personal Success Training Program?

The Personal Success Training Program
was developed by Courses For Success to help our customers achieve
success. Currently, we are offering this program for FREE with every
course or bundle purchase this month. This is a limited time offer!

4.  Are there any requirements to study this course?

No,
anyone who has an interest in learning more about this subject matter
is encouraged to take our course. There are no entry requirements to
take this course.

5.  Do I require to have finished high school to complete this course?

No,
you do not require a High School Diploma or to have finished school to
study this course, this course is open to anyone who would like to take
this course.

6.  What if English is not my first language?

This
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our training, you can take your time studying the material and make use
of tools such as google translate and Grammarly.

7.  Is this course online or conducted in person?

All our courses are accessible online on any device. You may complete them at your own pace and at your own time.

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After
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access and log in to your course via the internet with any device,
please check your junk/spam folder in the event that you do not receive
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Providing
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just go to the login page and insert your username and password and you
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10.  What is online learning like?

Online learning is easy, if not easier than a traditional academic situation.
By studying an online course, the usual boundaries caused by location and time constraints are eliminated, meaning you are free to study where and when you want at your own pace.

Of course, you will need to be able to self-manage your time and be organized, but with our help, you’ll soon find yourself settling into a comfortable rhythm of study.

11.  What computer skills do I need for my course?

You
don't need to be a computer expert to succeed with our online training,
but you should be comfortable typing, using the internet and be capable
of using common software (such as Microsoft word).

12.  How long will you have access to the online course?

The majority of our courses have unlimited lifetime access, meaning you can access this course whenever you want.

Please also check the course summary, as a small selection of courses have limited access.

13.  How long will my course take?

Course duration, is listed under Course Summary

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All the required material for your course is included in the online system, you do not need to buy anything else.

15.  Is the course interactive?

Yes, all our courses are interactive.

16.  Is there an assessment or exam?

Yes,
you will be required to complete a multiple-choice test online at the
end of your course, you can do this test as many times as you require.

17.  What type of certificate will I receive?

You
will receive a Certificate of Completion that is applicable worldwide,
which demonstrates your commitment to learning new skills. You can share
the certificate with your friends, relatives, co-workers and employers.
Also, include it in your resume/CV, professional social media profiles
and job applications.

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The term “Courses for Success” helped me in my current position to succeed. After completing the courses, I gave my manager the completion certificates. Recently I received a promotion too."

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Our
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18.  Will this course be credited by universities?

No, it is not equivalent to a college or university credit.

19.  Am I guaranteed to get a job with this certificate?

This course will give you the skills you need to help you obtain employment, but it’s up to you if you get the job or not.

20.  How will this course assist me with my career?

Studying
and completing this course will show employers that you have the
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this area of expertise.

21.  How long is the certificate valid for?

The Certificates are valid for life and do not need renewing. 

22.  Can I take more than one course at a time?

Courses
are studied online at your own pace and you are free to study as many
or as few courses as you wish, we also offer online course bundles that
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topics related to your training goals in one go.

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We accept payments via PayPal, Credit Card and Bank Transfer.

Payment Plans: We have partnered with Partial.ly, to offer our own in house payment plan. Everyone is Pre-Approved, providing the initial deposit is paid in full.

To pay via bank transfer contact us info@coursesforsuccess.com

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Yes, you can do this by purchasing individually via website or send us a request via email at info@coursesforsuccess.com

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Yes, you can request for an invoice via email at info@coursesforsuccess.com

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Yes, you can purchase this course as a gift, simply send an email to info@coursesforsuccess.com, with the course details and we can accommodate this.

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email info@coursesforsuccess.com and we will create them for you. *Each course access, time of completion and certification varies depending on the course type.

28.  How will I contact Courses For Success if I have any questions?

You can contact our support team, at any time through live chat on our website, or email at info@coursesforsuccess.com, or by calling one of our phone numbers depending on which country you are in.  

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