Example Key Area Identification

Job Title: RECEPTIONIST

Job Content:

1. Receive all visitors in a courteous and efficient manner, ensuring that they register their arrival and departure in accordance with prescribed procedure.
2. Check time of appoinment and establish venue. Establish identity and confirm arrangements by reference to correspondence and credentials.
3. Advise relevant personnel of arrivals, wheter pre-arranged or casual. Direct visitors to required area or arrange departamental escort when appropriate.
4. Control use of conference rooms and maintain register of booking.
5. Monitor and control official notice board by vetting requests for notices and communications to be displayed and ensuring there is no improper use of the facility.
6. Locate and identify new or re-located staff, noting relevant details as appropriate.
7. Instruct other office services personnel in the duties and responsibilities of Receptionists job to ensure continuity of service during periods of absence.

Personal Requirements:

1. Tact and diplomacy must be practiced at all times as the incumbent is the initial contact visitors have in the company.
2. Smart appearance, pleasant personality and used to dealing with all levels of personnel in an efficient manner.
3. Good general education to CSE level with some previous experience in a similar position.

Please anwer YES or NO to the following questions about the Receptionist's job:

1. "ARE THERE SUBORDINATE STAFF REPORTING IN?"

   Does the departamental organisation chart show a direct reporting relationship between the subordinates and the job holder in question?

2. "IS THERE SPECIFIC FINANCIAL RESPONSIBILITY?"

   Can the job holder sign off expenses? Does s/he control a budget? Does s/he control money in some way?

3. "IS THERE RESPONSIBILITY FOR ADMINISTRATION OF FUNCTIONS, ROUTINES, POLICIES, PROCEDURES, etc?"

   Does thejob holder have to ensure that systems are adhered to,policies are correctly interpreted, etc?

4. "IS THERE INVOLVEMENT IN PROJECTS?"

   Does the job holder have responsibility for specific projects or part of a project?

5. "ARE REGULAR DEALINGS WITH OTHER PEOPOE WITHIN THE COMPANY ESSENTIAL?"

   Does the job holder negotiate, give or seek information, co-ordinate, etc? Does s/he deal with people?

6. "ARE REGULAR DEALINGS WITH OTHER PEOPLE OUTSIDE THE COMPANY ESSENTIAL?"

7. "IS THERE RESPONSIBILITY FOR DEVELOPMENT?"

   Does the job holder design, improve, develop methods, products, etc? Is s/he essentially creative, innovative, or required to come up with new ideas?

8. "IS THERE RESPONSIBILITY FOR LONG-TERM PLANNING?"

   Does the job holder have to look to the future and decide actions, policies, etc?

9. "ARE THERE ANY OTHER RESPONSIBILITIES?"

   Does the job holder have responsibilities not covered in the previous questions?