A Guide to Hiring the Best Front Desk Staff for Your Practice

Did you know?

The Great Resignation led to over 56 million people quitting their jobs in 2021. Similarly, over 46,000 US workers have been laid off in the tech industry in the past year.

These numbers reveal an unexpected turn of events in the U.S. economy that nobody had experienced. The current situation is uncertain, and no guide can help us navigate the challenges.

However, a positive side of these layoffs and quiet quitting is that the market is flooded with top talents. Now is a great time to find capable candidates for your front office requirements.

In this guide, we’ll look at how to hire the best talent for your front desk operations. So continue reading as we learn more about it in the following sections.

How front office adds to your business?

Your front office is the first point of contact for customers to interact with your business, so you must ensure it represents your organization’s identity. Your front office staff represents your brand’s values, including accountability, respect, enjoyment, and diversity.

What’s more? They are also responsible for significant revenue as they are the first touchpoint of customer interaction. For instance, if your organization focuses on great customer service but your front office lacks empathy, it can impact your brand image and overall revenue. Therefore, having a team that shares the company’s beliefs is important.

So, now that you have a clear idea of how front office operation management can contribute to your future growth and revenue, let’s learn how to hire these professionals.

Different stages of hiring the best front office staff

Stage 1: define roles within your organization

When hiring for the front office, you must be clear about the roles with your team. Based on your requirements, you’ll need two different types of skills to add to your talent pool.

Here’s a better explanation of the different skill sets to look after during your hiring:

Clarify the soft skills

Soft skills are the skills that cannot be taught and are ingrained in the personality.

These skills include:

• Being a good listener
• Time management
• Interpersonal/ social skills
• Being a good communicator
• Problem-solving
• Adaptability
• Punctuality

Note: While some professionals can learn interpersonal skills, soft skills are not often taught in schools.

Clarify the hard skills

Next up, we have hard skills. Hard skills are technical abilities that may be taught, such as fluency with Microsoft Office, typing speed, or accountancy. However, before you hire people, you must consider what hard skills your front office applicant will need to succeed in this role.

We say this because the team members will do more than just answer phones and greet guests in a traditional office. A potential front office team member may be asked to accomplish any or all of the following:

Direct traffic within the office

• Verify insurance benefits
• Process paperwork
• Answer calls
• Submit claims
• Schedule appointments
• Process billing
• Send and reply to emails

Note: Consider the requirements that add to your workforce and organization.

Stage 2: Did you perfect your job listing ad?

When it comes to submitting a job listing, do not rush! Your job advertisement will attract or push away the top candidates for your front office positions. Therefore, you must ensure your job listing is appealing and straightforward to resonate with the top talents.

Your job listing ad should include:

The job description — This should be a quick overview of the function and how it benefits the organization. You might also want to outline the role to ensure applicants better understand the position.

A reason to choose your organization – Your applicants will evaluate you exactly as you assess them. Give them a reason to begin the application process with your business.

Why should they choose you above other organizations that are hiring? Create a list of your most appealing perks and include them in your listing. You can also refer to the tools you employ to assist your front office workers.

For example, add a digital check-in kiosk like The Receptionist to your listing if your workplace uses a digital check-in kiosk. This will demonstrate to potential applicants that your organization is innovative and likes to stay updated with the latest trends, creating a great first impression.

A list of job responsibilities – After providing an overview of the work, list the primary responsibilities that a person in this position would be expected to perform.

Tip: Begin these brief but comprehensive sentences with a verb and arrange them in order of significance.

A list of applicant requirements – What fundamental skills and credentials should the candidate have to execute the job responsibilities?

Having a list of applicant requirements can help you streamline the process further. However, don’t consider it as a definitive list. Some applicants may be able to handle your front office position while not fulfilling all the specified requirements.

Does it look like a lot to create, document, and process? Don’t worry; you can skip the hassle and hire front-office outsourcing professionals to get the best talent worldwide. These experts have the right talent pool to fit businesses at every stage of their journey. They bring you the best talents at affordable prices.

However, if you want to continue with the manual approach, you must now screen the resumes.

Stage 3: Use resume screening software

After the job posting is up, you will quickly get resumes from candidates. Consider using resume or applicant screening software if your listing generates many responses. This tool will filter resumes using the keywords you provide.

Integrating such software into your hiring process allows you to sort through many applications swiftly. Instead of personally examining each application, you will save time and effort by looking at resumes that meet your basic screening criteria.

Stage 4: Implement a probationary period

Consider starting a probationary term with your recruit. A probationary period is a trial period in which you and your new employee may determine whether or not this is the correct employment for them.

There are several advantages you might obtain. During this conventional 90-day period, you may assess a new hire’s performance to decide whether they are a good match for the role and the team. You should also be able to tell if the recruit embodies your company’s ideals. A probationary term also allows the new employee to adjust to your company’s culture.

Stage 5: Trust professionals for top talents

Creating the right front-office workforce can be challenging, especially if you lack the skills and experience to build a skilled team. However, this is where premier offshore recruitment services step into the picture. These professionals help you tap into global talents, train them to work on your company’s value, and help you build a functional team at affordable prices.

Let’s change the way you work

At Tyleia, we’re an offshore recruitment company that understands the impact of having the right talent work at your front office. We bring international talents that help you change how you address your customers. Let’s add to your revenue and brand image with a team that stands by your value. Connect with us today!