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An investigation into the importance of the receptionist in an organization. 2010-2011

Office Administration
SCHOOL BASED ASSESSMENT

2010

TITLE
AN INVESTIGATION INTO THE IMPORTANCE OF THE RECEPTIONIST IN AN ORGANIZATION.

Name of Candidate: Whitney Wright
School: Montego Bay High School
Center Number: 100078
Candidate number:
Territory: Jamaica
Teacher: Mrs.Newsome

Table of Contents

Content Page Introduction………………………………………………………………3 Part 1- Preparation

Title………………………………………………………………………..5 Aims……………………………………………………………………….5 Functions of the Department…………………………………………....5 Correspondence…………………………………………………………..6 Part 2- Data Collection
Methodology…………………………………………………………..…7 Questions…………………………………………………………………8 Schedule of Activities …………………………………………………....9 Regulations and Company Policies…………………………………….10 Part 3- Presentation
Report…………………………………………………………………11-14 Business Forms…………………………………………………………15 Office Equipment………………………………………………………16 References……………………………………………………….……..17 Appendix………………………………………………………….….18-23 Introduction

The purpose of this research is to get a better understanding of the importance of the receptionist to the firm. A receptionist is the first person a visitor comes in contact with when they enter the firm. The receptionist and the reception area give a visitor his or her first impression of a firm and sets the tone for his or her visit.

Title
An investigation into the importance of the receptionist and how it affects the organization.

Aims
* To identify the duties, responsibilities and attributes of a receptionist. * To identify the importance of the receptionist to JMMB.

Functions of the receptionist
* To receive and relay messages
* To meet and greet visitors or act as hostess to visitors. * Making, confirming and cancelling appointments for managers as directed. * Operation office materials, e.g photocopier and fax machine.

40 Springfarm Dr.
Rosehall
St.James

27 December 2010
The Human Resource Manager
JMMB
Shop 19, LOJ Complex
Howard Cooke Blvd.
St.James, Jamaica W.I

Dear Sir/Madam

Permission to interview business
I am a student of the Montego Bay High School collecting the relevant data for my Office Administration School Based Assessment. I am investigating the topic “An Investigation into the importance of the Receptionist”. I hereby request permission to issue a questionnaire and observe your receptionist at work. I look forward to your favorable response. You can contact me at (876)-275-7158. Yours faithfully

……………………
Whitney Wright

Methodology

The researcher gathered the information from the receptionist of JMMB, Ms.Fletcher with the use of a questionnaire/ interview. An observation checklist was also used. The receptionist was chosen randomly since the project was based on her work. The researcher chose to use a questionnaire because it would yield the best results since the receptionist will be able to write detailed information. The questionnaire consists of 8 questions; 2 were close ended which required one set of alternate choice while the other 6 were open ended, which allowed the researcher to obtain more information. The questionnaire was issued on the 29th of December 2010 and the question section section lasted for an hour. The researcher observed the receptionist greeting visitors, answering the phone, filing and using the facsimile machine .

Questions
The following questions were directed to the receptionist of JMMB. * What are your duties and responsibilities?
* Which duties are you required to do most frequently?
* What are the qualities needed for your job?
* What are some of the records that you are asked to maintain on a daily basis? * What are the equipment required for the receptionist area? *...
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