The Best Way to Prepare for a South African Job Interview to Be a Receptionist

Working as a Receptionist in South Africa means you are the face of the company, the first contact to the company when entering the building and this requires more than an excellent CV and character. A receptionist welcomes visitors, handles administrative duties and maintains appointment calendars. If you have been called for an interview for a receptionist or are still applying to be one, let’s help you stand out from the rest and ace that interview.

The following is a step by step guide on the best way to prepare for a South African job interview to become a receptionist.

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1. The Job Responsibilities of a Receptionist in South Africa

It is always a good idea to conduct a thorough research and study the responsibilities and duties of a receptionist before stepping into that interview room. South African companies hire  receptionists to assist them with welcoming visitors, answering calls and directing them to the right person, handling office correspondence and smooth running of the office front desk. Be ready to answer confidently and professionally when asked what to expect from you.

Main responsibilities of receptionist in South Africa  include:

• Answering and directing phone calls.
• Welcoming and assisting clients or visitors.
• Maintain calendars for appointments
• Assisting with administrative duties like filing, data entry, and ordering office supplies.

NOTE: Analyze the job description you are called for, study what is expected from you and tailor make your answers according to what the responsibilities of the role is while incorporating them with your skills.

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2. Research about the Company that is interviewing you

Visit the company website and learn about their work ethics, projects they have done and learn more on their products. This will give the impression that you already see yourself as part of the team and you are eager to learn more. Researching the company will also help you answer the interview questions. Companies in South Africa like hiring people coming from similar industries or someone who shows an interest in being in their industry. The best way to do this, is by checking their products / services and about page

How to research a company in South Africa to prepare for an interview:

• Visit the company’s website to understand their work culture, mission, values, and services.
• Check the company’s financial health
• Learn about the requirements need to work for the company
• Review their social media and LinkedIn to stay up-to-date with recent news or events.
• Check for any customer reviews
• Get an Edge on the Interview Process With Glassdoor

Researching about the company’s culture and their work ethics will help you answer questions like “Why do you want to work here?” during an interview.

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3. Prepare for Common Receptionist Interview Questions

The best way to prepare for a South African job interview as a receptionist is to have an idea of what you will be asked. When you figured out the commonly asked interview questions you then practice answering them professionally. Work on your public speaking and excellent communication and organizational skills.

Questions that are commonly asked in a receptionist interview:

• How do you handle difficult clients or visitors?; This is the part where you show your problem solving skills, you can also give an example of your previous work experience with a problem and how you solved it.
• What makes a good receptionist?; This is how the employe tests if you know duties and responsibilities of being a good receptionist, incorporate your skills with your answers to emphasize your knowledge
• How do you stay organized?; Highlight your multitasking and organizational skills and how you prioritize tasks without neglecting the others.
• Which Software Systems have you used? Most companies use CRMs, switchboard systems or any automated or tech solution you have use. Mention it or discuss it. (you could even ask them what they are currently using)

NB; Memorize these questions, practice on how to answer them fluently with a friend or family member to test your communication skills and confidence in front of others.

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4. Highlight Your Relevant Skills

After you have reviewed the job requirements and skills needed on the job listing, make sure to highlight the relevant hard and soft skills that align with what the company needs to make a memorable impression on the employer during a receptionist interview.

Essential skills for receptionists that you need to mention during an interview in South Africa:

• Communication Skills: Clients, staff and executives interact with a receptionist on a daily basis and it is important to have good customer service skills and excellent communications skills.
• Organizational Skills: A receptionist assists with  the company’s administrative duties like filing, appointment calendar and records. This needs someone with great organizational skills who won’t misplace files and forget dates.
• Technical Skills: have experience in office software like Microsoft office and email management systems.
• Customer Service: The ability to be customer centric and help the clients professionally 

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5. Dress Professionally for the interview

First impressions are key and the way you dress will help the employer decide if you will represent the customer professionally as the face of the company.

Tips for dressing for the interview as a receptionist in South Africa:

• Choose to wear a formal business attire, such as a blouse with slacks or a dress.
• Do not wear any accessories that overshadow the formal attire
• Go for a clean, pressed, and clothing that fits you well. Not too tight and not too baggy.
• Keep a monochrome look instead of bright colors to achieve a serious and polished image.

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6. Prepare Questions to Ask the Interviewer

After every interview, you will be asked if there is something you want to ask. This is the time you ask more about the goals you are expected to achieve and the rules that come with your job. This will present you as someone who is interested in doing the right thing and enthusiastic about the job.

Examples of good questions to ask during an interview for a receptionist position:

• What does a typical day for a receptionist at your company look like?
• How do you describe a successful receptionist in your company?
• How does the receptionist role contribute to the success of the company?

These questions will help you get an idea of what the employer expects from you as their receptionist.

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7. Show Enthusiasm and Confidence

Since a receptionist is the first person to welcome clients and visitors in the company, they need to have good customer service skills, show patience,friendliness and a confident demeanor. Show the interviewer how you will handle your visitors and customers through the way you carry yourself through the interview.

Tips on how to win your potential employer’s trust:

• Show confidence by practicing good body language: Sit upright and avoid showing your fright
• Speak calmly but confidently, keep a welcoming attitude with an appropriate smile whenever necessary. 
• Be polite and professional when expressing your enthusiasm in joining the company.

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Conclusion

The best way to secure a receptionist job in South Africa is to prepare well for the interview, do a thorough research on the company, highlight your skills that are relevant to the requirements of the job and practice your communication skills and professional demeanor. Remember to dress appropriately for the role you are interviewing for and be prepared to ask questions that will convince your potential employer that you are ready for the job.