Level 2 Diploma in Business Administration Provide reception

Level 2 Diploma in Business Administration Organisational security • One of the most important duties of the receptionist is that relating to organisation security. • As the first person to be encountered, the receptionist is responsible for monitoring the visitors to and from the building. © 2015 City and Guilds of London Institute. All rights reserved. 2 of 10

Level 2 Diploma in Business Administration Entry, departure, security and confidentiality procedures • Visitors’ register • Issue of visitors’ badges • Escorting the visitor • Not leaving the reception unattended • No storage of visitors’ belongings • Vigilance when receiving parcels/packages • Not leaving confidential information around. © 2015 City and Guilds of London Institute. All rights reserved. 3 of 10

Level 2 Diploma in Business Administration Visitor monitoring • Visitors’ register records: • name • time of arrival and departure • car registration if they have used the car park. • Visitors’ badges. © 2015 City and Guilds of London Institute. All rights reserved. 4 of 10

Level 2 Diploma in Business Administration Sample visitor register Date Name Company Visiting Car reg. Time in 6 July Sally Lun City Scape Jack Pearce - 09. 25 “ Peter Gray - Jacky Lane KK 3 0 DD 09. 30 © 2015 City and Guilds of London Institute. All rights reserved. Time out 10. 10 5 of 10

Level 2 Diploma in Business Administration Reception security • Escorting visitors • Never leave the reception unattended • Security measures. © 2015 City and Guilds of London Institute. All rights reserved. 6 of 10

Level 2 Diploma in Business Administration Other duties – being security aware • Suspicious packages • Delivery companies/messengers • Visitors’ belongings. © 2015 City and Guilds of London Institute. All rights reserved. 7 of 10

Level 2 Diploma in Business Administration Security of information ‒ confidentiality • Be careful not to disclose sensitive or personal information. • There is a danger with regular visitors, that you will relax and treat them as if they were staff. • Ensure your conversations are about neutral subjects. • Avoid being tricked into revealing information that your employer may not want outsiders to know. © 2015 City and Guilds of London Institute. All rights reserved. 8 of 10

Level 2 Diploma in Business Administration Health and safety Responsibility for visitors in Reception: • emergency evacuation • hazards. © 2015 City and Guilds of London Institute. All rights reserved. 9 of 10