NIOS Class 12 English: Chapter 30 Summary of- ‘AIDS for a RECEPTIONIST’

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Section 30.1 Summary of – ‘Brochure, Booklets, Print Material’

• A receptionist is a person who needs many attributes and skills such as presentable, alert, polite, and tactful and works efficiently with warmth and easy grace.
• If anyone within an office has any problem, they contact the receptionist and they have solutions for almost every problem. And after some time, they even gets used to so every important contacts gets memories to them.
• A receptionist must have good information about their organization they might be taken from leaflets, guides, brochures and other print material. Let՚s us understand it with example of Multispecialty City Hospital:

Location

• Locaed at the heart of the city and easy to reach spot, near the RTO circle. It is multispecialty hospital which has many departments such as gynecology, obstetrics, paediatrics, eye, ENT, dental, orthopedics, neurology, cardiology, psychiatry, skin, V. D. , plastic surgery, nuclear medicine, infectious disease etc.

Accommodation

Offers treatment for multiple diseases by expert team of doctors, emergency cases handle with extra attention, centrally air condition, 24⚹7 help line, 24⚹7 medical services, huge waiting area for relatives, general word, special room, deluxe room, canteen, Morden equipments, well behaved staff, healthy food for patient.

Doctors

Highly educated doctors from well-known institutes and with good experience.

ICU

5 ICU for critical cases.

General word

20 beds are available in general room with 5 common bathroom and toilets.

Privet Room

1 bed for patient and 1 for relative with personal attach bathroom

Emergency Room

Most of the equipment under the guide line of WHO

Operation Theatre

Morden equipment

Waiting area

Huge sitting arrangement with capacity of 50 people.

Staff room

Personal desk, locker, washroom

Canteen

Good quality food

Garden

Situated at the entrance of hospital to make the atmosphere as light as possible.

Tariff

Some in-house schedules such as rooms occupied to patient in a month chart example:

January 2018

GW = General word⚹

PR = Personal Room⚹

Section 30.2 Summary of – ‘Flight Schedules, Railway Time-Tables, Etc.’

• Receptionist of hotel might get enquiries about flight timings and rail journeys. Even in many offices if the receptionist also works senior official՚s personal assistant which is very common in small offices, so they might need to make arrangements for his rail or air travel.
• And for that the receptionist must be know how to read the flight schedule and the railway time table.
• Even in the hotel visitors may also take helps of receptionist to read the flight or railways time table.

Let՚s us understand how to read Flight Schedule

• The flight numbers are given at the top of every column.
• Right below these numbers the aircraft type is mentioned:
  • AB3 stands for Airbus A 300
  • 737 for Boeing 737
  • 747 for Boeing 747
  • FKF for Fokker Friendship
  • HS 7 for 748 AVRO

Below these are given the days on which a particular flight operates, D stand for daily, and the numbers for the days of the week. For example, if it is 1 3 5, it indicates that the flight is available on Mondays (1) , Wednesday (3) and Friday (5) .

• D and A stand for Departure and Arrival respectively.
• The hours are written clockwise 0100 to 2400.

Now it would be easy to read the flight schedule by understanding this tip.

The railway time-table is also similar to flight schedule and answer enquiries/make bookings.

In the railway time table, the days (on which a particular train is available) are mentioned in one of the top columns. If this information about a particular train, for example 20 Dehradun Express is not mentioned in any of the top columns, that means that it is a daily train and operates on the route detailed in the table.

Section 30.3 Summary of – “Important Forms and Documents”

• Many organizations even residential societies use to keep a register at the reception in which they maintain all the information about e incoming visitors are such as their names, address etc. to keep a record of all the incoming visitors.
• It is called the Register of callers and it mostly maintained by the receptionist but along with this many other documents and forms were maintained by a receptionist to do their job efficiently and smoothing functioning of the office/hotel. The form they need to maintain are:
  • Message Forms
  • Reservation Vouchers
  • Registration Form/ ‘C’ Form
  • Internal Telephone Directory
  • Early Morning Call Sheet
  • Flight Schedule
  • Railway Time Table
• Receptionist must have to maintain these documents regularly for example internal staff directory.
• They must make the entries in the message Form and Reservation Voucher in neat and legible handwriting so they it can be easily read again
• Let՚s us look at samples of some of these documents:

Register of Callers

This is a register in which all the visitors have to write their names, addresses, purpose of visit, date and time of arrival.

Message Form

Message form is must have for every receptionist as they might not able to remember all the messages which have to be passed on to different persons.

Reservation Voucher

• Many hotels give/send reservation vouchers at the place of letters or reservation cards when guest confirmed their booking.
• And the guest shows this voucher at the reception when they come to stay in a hotel which means that the guest has already paid the agent/hotel for the room.
• Let՚s us have example of Ananta Udaipur Hotel

Reservation Form/ ‘C’ Form

• ‘C’ Form is not usual Registration Form which other guests fill in, It is for foreigners who comes to stay in a hotel they have to give the hotel complete details about the foreign tourist for example their passport no. and permanent address.
• Which helps the government keep a count of the tourists coming into a country since the first copy of this form is sent to them.

Internal Telephone Directory

• It is one of the most important documents for the receptionist. It is a list with the extension numbers and names of all the employees arranged alphabetically.
• And the directory must be regularly updated.
• BRITISH HIGH COMMISSION BRITISH COUNCIL DIVISION NEW DELHI

Some of big company also have personal Directories with employees name and designation.

Early Morning Call Sheet

• Early Moring call sheet is used by hotels to notes what time guests want the early morning call for example what time they want to be woken up and whether they want tea/coffee and/or newspapers.
• Names of the guests is not necessary to mention because, room numbers are sufficient.

Travel Guide

• Most of the guests or visitors used to ask about what they should visit near hotel or Flight schedule or Railway time table to the receptionist.
• So that the receptionist must keep a copy of the Flight schedule and the Railway Time Table handy.