DOCUMENTS HANDLED BY A RECEPTIONIST

FIRST TERM 

LEARNING NOTES

CLASS: JSS 2 (BASIC 8)

SCHEME OF WORK WITH LESSON NOTES 

Subject : 

Business Studies 

Term :

FIRST TERM 

Week:

WEEK 3

Class :

JSS 2 (BASIC 8)

Previous lesson : 

The pupils have previous knowledge of

 DOCUMENTS HANDLED BY A RECEPTIONIST

that was taught as a topic during the last lesson.

Topic :

Documents Handle By a Receptionist 

Behavioural objectives :

At the end of the lesson, the pupils should be able to

• Make a list of documents that are handled by a receptionist

Instructional Materials :

• Wall charts
• Pictures
• Related Online Video
• Flash Cards

Methods of Teaching :

• Class Discussion
• Group Discussion
• Asking Questions
• Explanation
• Role Modelling
• Role Delegation

 

Reference Materials :

• Scheme of Work
• Online Information
• Textbooks
• Workbooks
• 9 Year Basic Education Curriculum
• Workbooks

 

Content

 

DOCUMENTS HANDLED BY A RECEPTIONIST

(i)         Visitor’s book or register of callers

A visitor’s book in an organization is used to record information about the visitor or caller and what she/he comes to do in the organisation. The receptionist keeps the book and requests every visitor to complete it. Some of the required information include: Name of the visitor, date of visit, address of the visitor, purpose of the visit whether official or personal, whom to see, time of arrival, departure and signature of visitor etc.

(ii)        A Visitor ’s Request Form or Slip

Many organisations require visitors to complete visitor’s request form or slip before they can be attended to. The request slip is a small piece of paper which seeks the following information: Name and address of visitor, whom to see, purpose of visit, whether the visit is by appointment or not, date, time of visit, signature of visitor, and officer’s comment. The receptionist sends the request mentioned for his comment. The officer will then indicate whether the visitor should come in to see him or wait for some time. He may direct the visitor to see another officer or come back at a given date and time. In some cases, the officer may send a small note to the visitor about his needs.

 

Rising Hope Schools Ota

 VISITOR’S SLIP

Name of caller:________________________________________

Time: ________________________________________________

Purpose of call:_________________________________________

______________________________________________________

Officer wanted: _________________________________________

Date: _________________________________________________

Tel No: ________________________________________________

Officer’s Comment

______________________________________________________

Officers Comment

______________________________________________________

______________________________________________________

 

A Visitor’s Request Form

A Business Card

In some cases, a visitor from another organisation may give a business card to the receptionist in order to:

1. Introduce him/herself.
2. Inform the officer he wishes to see that he is around.
3. Save time for completing a visitor’s request form.

A business card usually contains the name of the owner, his company and his position in the company, his address including the official and residential telephone numbers.

 

The Telephone Message Pad

The telephone message pad is used to record telephone messages for officers who may not be on their seat, or who are busy at meetings or preparing important documents for an important meeting. The telephone message pad is used to record messages in the following format: Date and time of the call, the name and address of the caller, callers’ number and of course, the name of the receptionist or any person who receives the call.

 

Telephone Directory

An important document which a receptionist must keep is the telephone directory. Telephone directory contains the list of names and addresses of telephone subscribers both individuals and organisations with their telephone numbers. It enables the receptionist to phone customers and organizations when there is a need to do so.

 

The Diary

A diary is a record book for keeping daily activities. The receptionist uses it to record all future appointments, interviews and meetings. The diary contains spaces with dates for recording daily events and information.

 

The GSM Directory

With the advent of Global Systems for Mobile Communications (GSM), the receptionist’s duty of contacting managers and other people in their units/ departments is made easier. When a visitor has been pleasantly welcomed by the receptionist, he/she (receptionist) can quickly contact the person through the mobile phone system.

 

 

 

 

 

Presentation

 

The topic is presented step by step

 

Step 1:

The class teacher revises the previous topics

 

Step 2.

He introduces the new topic

 

Step 3:

The class teacher allows the pupils to give their own examples and he corrects them when the needs arise

 

 

EVALUATION:

1. Define reception office.
2. What are the qualities of a receptionist?Mention five.
3. Mention five duties of receptionist
4. Who is a Receptionist
5. Mention four (4) characteristics of a good receptionist
6. List five (5) duties of a Receptionist
7. What is an office?
8. Mention four items that can be found in an office.
9. Mention three (3) items that can be found in the office of a Receptionist .

 

 

Conclusion

The class teacher wraps up or conclude the lesson by giving out short note to summarize the topic that he or she has just taught.

The class teacher also goes round to make sure that the notes are well copied or well written by the pupils.

He or she does the necessary corrections when and where  the needs arise.