CLASS: JSS 2 (BASIC 8)
SCHEME OF WORK WITH LESSON NOTES
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.
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
- Related Online Video
- Flash Cards
Methods of Teaching :
- Class Discussion
- Group Discussion
- Asking Questions
- Role Modelling
- Role Delegation
Reference Materials :
- Scheme of Work
- Online Information
- 9 Year Basic Education Curriculum
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
Name of caller:________________________________________
Purpose of call:_________________________________________
Officer wanted: _________________________________________
Tel No: ________________________________________________
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:
- Introduce him/herself.
- Inform the officer he wishes to see that he is around.
- 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.
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.
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.
The topic is presented step by step
The class teacher revises the previous topics
He introduces the new topic
The class teacher allows the pupils to give their own examples and he corrects them when the needs arise
- Define reception office.
- What are the qualities of a receptionist?Mention five.
- Mention five duties of receptionist
- Who is a Receptionist
- Mention four (4) characteristics of a good receptionist
- List five (5) duties of a Receptionist
- What is an office?
- Mention four items that can be found in an office.
- Mention three (3) items that can be found in the office of a Receptionist .
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.