Task_4

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TAFE NSW - Sydney Institute *

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BSBHR415

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Communications

Date

Apr 3, 2024

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docx

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9

Uploaded by lovely200609

Zach: Good morning, Natasha! It's great to have you here today. How are you feeling? Natasha: Good morning, Zach! I'm feeling quite excited, thank you. Zach: Excellent! Do you need something to comfort yourself, some coffee or water? Natasha: I’m good. Thanks. Zach: I'm glad to hear that. We'll be discussing your application for the Receptionist position, going through some questions related to the role and your experiences. I'll be taking notes throughout our conversation to ensure I don't miss any important details. Is that alright with you? Natasha: Yes, that's perfectly fine. Thank you for explaining. Zach: Wonderful. To give you a little background, Gelos Enterprises is a global leader committed to excellence and diversity in service delivery. As a Receptionist, you'll be at the forefront of our customer service, handling a variety of tasks to support our clients and our team. The role involves correspondence handling, appointment scheduling, and ensuring a welcoming front desk area, among other responsibilities. Natasha: Thank you, Zach. I'm excited about the opportunity to potentially join your team and contribute to Gelos Enterprises. Zach: Beautiful. Let's start with your experience. Can you walk us through your previous roles as a receptionist or in similar positions? Natasha: Certainly. Most recently, at Bathurst Medical Practice, I managed the reception area, which included scheduling appointments, handling patient queries, and maintaining a welcoming environment. Prior to that, I've held positions that involved significant administrative support, including managing correspondence and scheduling for senior executives at First Boston Equities.
Zach: That's great experience. How do you prioritize and manage your tasks when faced with multiple urgent requests? Natasha: I typically assess the urgency and impact of each task. This approach allows me to efficiently address immediate needs while also keeping track of longer- term projects. Zach: Understood. Can you describe a time when you had to deal with a difficult client or visitor and how you handled the situation? Natasha: Once, a visitor was upset about a misunderstanding with their appointment. I listened to their concerns, clarified the situation, and offered an immediate solution, which calmed them and resolved the issue smoothly. Zach: Great example of problem-solving. Can you give an example of a situation where you went above and beyond for a client or colleague? Natasha: Sure. A colleague was out sick during a busy period, and I took the initiative to cover their duties in addition to my own, ensuring no disruption in service. Zach: You mentioned being proficient in MS Office and having experience with XERO, SAP, and MYOB. Can you tell us about a time when you had to learn a new software application or tool quickly for your job? How did you approach it? Natasha: In my role at Bathurst Medical Practice, we transitioned to a new patient management system. I took the initiative to not only learn the software through online tutorials and hands-on practice but also helped to train my colleagues to ensure a smooth transition for our team. Zach: That's a great example of adaptability and teamwork. Natasha, as diversity is a key value at Gelos. Can you share how you've contributed to creating an inclusive environment in your previous roles?
Natasha: At Bathurst Medical Practice, I was part of a committee that organized multicultural events. We aimed to celebrate the diverse backgrounds of both our staff and our patients, fostering a more inclusive atmosphere. Zach: Thank you for sharing your experiences with us . AS you know sometimes receptionist could be a stressed role. How do you maintain a positive and professional front desk area, even during busy or stressful times? Natasha: I maintain organization and strive to remain composed, ensuring the reception area remains inviting and efficient, no matter the level of busyness. I've organized and managed extensive patient data and correspondence in the medical practice, often working within strict deadlines. Zach: Good to know that, and lastly, in your opinion, what is the most important quality a receptionist should have, and could you please explain why? Natasha: I believe it's the ability to communicate effectively. Clear communication ensures smooth operations and a positive experience for everyone. Zach: Thank you for your thoughtful answers, Natasha. Do you have any questions about the position or selection process? Natasha: Well. Could you tell me more about the team dynamics and how the receptionist role integrates with the larger team? Zach: Absolutely. The receptionist is crucial in supporting our diverse team by ensuring efficient communication and administrative support. You'll work closely with all departments, providing a pivotal connection point within the company. Zach: As for the next steps, we'll be conducting reference checks and finalizing our decision in the coming weeks. As part of the recruitment process, there are several checks which may be conducted to demonstrate applicants' suitability for a role including police / criminal background checks, medical, drug and alcohol testing, due diligence checks, right to work checks, and/or reference checks, would that be okay for you? And can you please confirm the referee’s name is Emily with the No. in your letters?
Natasha: Yes. That’s okay, and the contact info is correct. Zach: Beautiful. We'll keep you informed throughout the process within 10 business days. Thank you for your time today, Natasha. Natasha: Thank you, Zach. I appreciate the opportunity to discuss my application and look forward to potentially working with Gelos. Lana Carter Yes, absolutely. Maria Ilagan Alright, so let me walk you through what to expect during the interview. So First off, we'll start with some introductions to get things rolling and then we'll dive into the interview questions. Throughout the interview, I'll be taking notes. This helps me remember the details of our conversation and make sure we're capturing everything accurately and it's nothing to worry about, just a way for us to keep tracking. Maria Ilagan Track of our important points and feel free to take notes as well. Maria Ilagan Self if you'd like, yeah. Lana Carter Appreciate the heads up, I'll definitely keep that in mind.
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