Use these questions to identify a candidate’s technical knowledge and abilities
Use these questions to determine how a candidate handled situations in the past
Use these questions to assess a candidate’s personal traits and cognitive skills
Why this matters:
Great typing skills are essential for receptionist roles. They will often have to type very fast to take down comprehensive notes in meetings or accurately transcribe letters and memos that their boss is dictating. But you also want to know that they will check their work for mistakes, especially if it will be seen by customers or clients.
What to listen for:
- Look for candidates who have a typing speed above 60 words per minute.
- Great answers will demonstrate a balance of speed and accuracy.
- Candidates may mention that they don’t sacrifice accuracy when typing, or that they always proofread later.
Why this matters:
Receptionists often have to juggle multiple tasks without dropping any balls. This will require them to be highly organized and to feel comfortable prioritizing tasks based on urgency and importance. The best receptionists are experts at keeping things in order and are unlikely to let a high-priority task fall off their radar.
What to listen for:
- Answers may cover organizational strategies like making lists.
- Top candidates are able to act proactively in the best interests of the company, while still taking direction when needed.
- If candidates say they wait to be told which tasks take priority, this may be a red flag.
Why this matters:
Modern receptionists interact with a variety of different software programs on a daily basis. They may use these tools for everything from drafting internal memos to video conferencing across continents. Keep in mind that if candidates don’t have experience using the tools your office relies on, they will take longer to onboard. But if they’re familiar with similar programs, this may help smooth the transition.
What to listen for:
- Listen for references to tools like Microsoft Office and Google Docs.
- If they don't have experience with the specific software you'll need them to use, look for examples of how they self-taught themselves to use other programs—or a willingness to learn.
Why this matters:
Receptionists will sometimes be required to deal with demanding, angry, or even aggressive visitors. You need to know that they can effectively diffuse a complicated situation and leave other visitors with a good impression of the company. In some cases, they may even have to call security or the police to mitigate the risk to themselves or others.
What to listen for:
- Look for evidence that the candidate successfully calmed the person down, or asked them to leave.
- Answers should demonstrate empathy and professionalism.
- Strong candidates will be confident in their ability to handle similar situations in the future.
Why this matters:
Receptionists must be discrete. You need to know your new hire can receive private information and take the necessary steps to keep it secure. That requires them to have a firm understanding of who needs to know what and when, as well as good judgment and a commitment to protecting the company and its employees.
What to listen for:
- Candidates should recognize the role they play in keeping the company’s sensitive data safe.
- Answers should show a keen awareness of when it’s appropriate to share information.
- Look for evidence that the candidate escalates inappropriate requests to their superiors.
Why this matters:
A receptionist juggles many different tasks at once, but the best of the best still strive to bring added value through their role. Since their role touches many different aspects of the business, from administration to finance, they can often bring insights and ideas that help others do their jobs better.
What to listen for:
- Top answers will demonstrate how the candidate regularly goes above and beyond.
- Examples may include cost- or time-saving initiatives like cutting down on paper waste.
- Answers don’t have to be about numbers—for example, a great receptionist may help boost office morale.
Why this matters:
As the public face of the company, receptionists represent your core values, so it’s important that their own values are compatible with your organization’s. These values will also inform every interaction they have with clients, employees, and their boss, setting the tone for their working relationships.
What to listen for:
- Listen for words like patience, integrity, and dedication—these are just a few of the qualities shared by the best receptionists.
- Ideally, the candidate will also share the reason why they possess these values and examples of how they apply them in their work.
Why this matters:
This question gives the candidate a chance to self-reflect, while also telling you how well they understand the needs of the role itself. Being a good receptionist is about more than just answering calls, making copies, and attending meetings—it’s about helping the organization to function at its very best.
What to listen for:
- Answers should touch on traits like professional, self-motivated, and organized.
- Great candidates will show an understanding of why these qualities make for a strong receptionist, such as pointing to the role professionalism plays in helping the business retain clients.
Why this matters:
This question is useful when screening for culture fit as it allows you to gauge whether the candidate will thrive at your company. If they need calm and quiet, for example, then they may struggle to be productive in a fast-paced and lively environment. And if they prefer to work independently, supporting a large team may present a challenge for them.
What to listen for:
- There’s no wrong answer here, but take note of their preferences to see if they feel like a good fit for your company.
- Ideally, candidates will demonstrate that they’re adaptable and know how to keep their productivity high in any situation.
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