Receptionist job description

No formal qualification is required to work as a receptionist — it is an entry-level pathway with on-the-job training. Employers generally look for clear communication, computer literacy and working rights in Australia. A certificate in business administration and prior reception or customer service experience are advantageous but not essential.

Receptionists should be comfortable with phone systems, email, calendars and common office software for scheduling, data entry and record keeping. Confidence with booking systems and basic word processing or spreadsheets is helpful. Tailor the required software skills to the tools your business uses on the front desk.

Mandatory requirements usually include working rights in Australia, clear communication skills and basic computer literacy. Preferred qualifications include previous reception or customer service experience, a business administration certificate and a current first aid certificate. Avoid over-qualifying entry-level positions, as it narrows your candidate pool unnecessarily.

Yes. Reception is an entry-level role and many businesses hire and train staff without prior experience. Focus on communication, a professional and friendly manner, organisation and attention to detail. Clear job descriptions help candidates understand the front-desk work and self-select appropriately.

This depends on your workload. Casual receptionists offer flexibility for variable cover but attract a 25% casual loading under the Clerks Award, and part-time employees have a minimum engagement of 3 hours per shift. Permanent part-time or full-time staff provide front-desk consistency and stronger retention. Many businesses use a mix — permanent staff for core hours and casuals for peaks or leave cover.

Under the Clerks – Private Sector Award (MA000002), penalty rates apply for evening, weekend and public holiday work, and casual employees receive a 25% loading on top of the ordinary rate. Overtime is payable when hours exceed the ordinary limits. Confirm the current rates that apply to your business and use award interpretation software to calculate them accurately.

Under the Clerks – Private Sector Award, part-time employees have a minimum engagement of 3 hours per shift, meaning they must be paid for at least 3 hours each time they are rostered. Confirm the current rules and any casual minimum engagement that apply to your business before setting short shifts on the front desk.

Key elements include: position title and classification level, employment type (casual, part-time or full-time), hourly rate, applicable award, reporting structure, main duties and required skills such as computer literacy. For casuals, include the 25% casual loading; for part-timers, note the agreed hours and 3-hour minimum engagement. Use our HR software to simplify this process.

Award and agreement rostering rules vary, so confirm the notice period that applies to your business. As a general practice, providing rosters at least 7 days in advance gives front-desk staff visibility of their shifts. Using rostering software helps ensure compliance and reduces last-minute changes.

Assign shifts based on front-desk coverage needs, opening hours and each person’s availability, ensuring reception is staffed during busy periods. Use rostering tools to track hours, avoid gaps and adjust cover when staff are absent. This keeps the front desk staffed without overloading individual receptionists.

Break entitlements are set by the applicable award or agreement and generally include a meal break for shifts beyond a set length. Because the front desk often needs continuous cover, plan breaks so reception is not left unstaffed. Use time and attendance tools to support compliance and accurate break records.

Collect availability preferences during onboarding and update them regularly. Use HR software and rostering tools to track when each receptionist can work and any constraints. Set clear policies about minimum availability and how to request changes, which simplifies front-desk planning and reduces gaps.