Secretary vs Receptionist: What's the Difference?

If you have ever visited an office, you might have encountered a Secretary or a Receptionist at the front desk. They are often the first point of contact for visitors, clients, and employees. But do you know what exactly they do and how they differ from each other? In this blog, we'll delve into a comparison between the roles of a Secretary vs Receptionist, shedding light on their distinct responsibilities while also pinpointing notable similarities between them. 

Table of Contents 

1) Who is a Secretary? 

2) Who is a Receptionist? 

3) Secretary vs Receptionist: What are the Key Differences? 

a) Main objective 

b) Skills 

c) Workplace 

d) Specialised instruction 

e) Additional duties 

f) Monitoring 

4) Similarities between Secretary and Receptionists 

5) Conclusion 

Who is a Secretary? 

A Secretary is a person who provides administrative and clerical support to a manager, a department, or an organisation. A Secretary's duties may include: 

a) Scheduling meetings and appointments 

b) Preparing and editing documents, reports, and presentations 

c) Handling correspondence and phone calls 

d) Maintaining records and files 

e) Organising travel arrangements and expenses 

f) Assisting with projects and events 

g) Liaising with internal and external stakeholders
 

Who is a Receptionist? 

A Receptionist is a person who greets and assists visitors, clients, and customers at the entrance or lobby of an office, building, or organisation. A Receptionist's duties may include: 

a) Answering and transferring phone calls 

b) Taking and delivering messages 

c) Checking in and out guests 

d) Providing information and directions 

e) Handling inquiries and complaints 

f) Managing bookings and reservations 

g) Distributing mail and packages 

h) Keeping the reception area tidy and welcoming 

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Secretary vs Receptionist: What are the Key Differences? 

A Secretary and a Receptionist are both administrative professionals who perform various tasks to support the smooth functioning of an office or a business. Here, we will compare the roles of a Secretary and a Receptionist and highlight their similarities and differences. 

Main objective 

The main objective of a Secretary is to support the work of a manager, a department, or an organisation by performing various administrative and clerical tasks. The main objective of a Receptionist is to create a positive impression of the office, building, or organisation by greeting and assisting visitors, clients, and customers. 

Skills 

Both a Secretary and a Receptionist require exceptional communication, customer service, and interpersonal skills. However, a Secretary may also be expected to possess more advanced competencies in: 

a) Computer and software applications  

b) Data entry and analysis 

c) Document and report preparation 

d) Project and event management 

e) Research and problem-solving 

A Receptionist may also need to have more skills in: 

a) Multitasking and prioritising 

b) Handling difficult situations and people 

c) Working under pressure and in a fast-paced environment 

d) Following protocols and procedures 

Workplace

A Secretary usually works in a private office or a shared workspace with other Secretaries or administrative staff. A Secretary may work for one or more managers, departments, or organisations. A Receptionist usually works in a public area, such as the entrance or lobby of an office, building, or organisation. A Receptionist may work alone or with other Receptionists or front desk staff. 

Specialised instruction

A Secretary may need to have specialised instruction or training in the field or industry of the manager, department, or organisation they work for. For example, a legal Secretary may need to have knowledge of legal terminology, documents, and procedures. 

A medical Secretary may need to have knowledge of medical terminology, codes, and billing. A Receptionist may not need to have specialised instruction or training, but they may need to have general knowledge of the office, building, or organisation they work for, such as the layout, the services, the policies, and the staff. 

Additional duties 

A Secretary may have additional duties depending on the needs and preferences of the manager, department, or organisation they work for. For example, a Secretary may also act as a personal assistant, a bookkeeper, a translator, or a coordinator. A Receptionist may have additional duties depending on the size and type of the office, building, or organisation they work for. For example, a Receptionist may also perform some administrative, clerical, or security tasks. 

Monitoring 

A Secretary may be monitored by the manager, department, or organisation they work for based on the quality and quantity of their work, their accuracy and efficiency, and their adherence to deadlines and standards. A Receptionist may be monitored by the office, building, or organisation they work for, based on their appearance and demeanour, their professionalism and courtesy, and their customer satisfaction and feedback. 

Similarities between Secretaries and Receptionists 

Despite the differences, a Secretary and a Receptionist also have some similarities, such as: 

1) They both work in an office setting and interact with various people. 

2) They both need to have a high school diploma or equivalent and some relevant work experience. 

3) They both need to have basic skills in typing, filing, and phone etiquette. 

4) They both need to be organised, reliable and detail-oriented. 

5) They both need to be flexible, adaptable, and willing to learn. 

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Conclusion 

When comparing Secretary vs Receptionist, it is understood that they are two different positions that have different roles and responsibilities, but also some similarities. A Secretary provides administrative and clerical support to a manager, a department, or an organisation, while a Receptionist greets and assists visitors, clients, and customers at the entrance or lobby of an office, building, or organisation. Whether you are interested in becoming a Secretary or a Receptionist, you need to have a clear understanding of what the job entails and what skills and qualifications you need to succeed. 

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