UK Office Managers: How to React When You’re Mistaken For The Receptionist

You’re running supplier contracts, managing HR admin, making sure the Wi-Fi works and the milk in the fridge isn’t three weeks past its date … and someone walks in and calls you the receptionist.

Yep. Deep breath.

If you’re an Office Manager in the UK, chances are this has happened more than once. It’s common. It’s frustrating. And it’s tempting to let out a sigh loud enough to shake the ceiling tiles. But the way you handle it? That’s where your real professionalism shines.

Here’s how to deal with it – calmly, confidently, and without losing your cool.

Step One: Don’t Blow a Fuse

Beign called a receptionist is far from a downgrade. Receptionists play a crucial role in any organisation. If you’re thinking “Excuse me? I do more than answer phones” – so do many receptionists.

So, snapping back is not going to get you the respect you deserve. Stay cool. People make assumptions, and often, they genuinely don’t know what your role involves.

Take a second. Smile (even if it’s a tiny one). Breathe. And proceed.

Step Two: Gently Set the Record Straight

This is where a calm, polite correction does wonders. You don’t need to launch into a full job description – just a clear, confident nudge in the right direction.

Try something like:

• “Actually, I’m the Office Manager here.”
• “I do occasionally cover reception, but I’m the Office Manager – I look after the running of the whole office.”
• “I’m happy to help – just to clarify though, I manage the office side of things.”

Simple. Direct. Professional.

If the situation allows, a quick explanation of what you actually do can help. Especially if the person you’re speaking to is new or just unfamiliar.

“I handle everything from facilities and supplier contracts to HR admin and making sure the office runs smoothly day to day.”

It’s not showing off – it’s setting the record straight.

Step Three: Consider Who You’re Talking To

Not every situation calls for the same approach. Here’s how to tailor your response:

• A Visitor or Client? Keep it polite and brief. No need to dive deep – just correct gently and move on.
• A New Starter? This is a good chance to help them understand the structure of the office. A quick “By the way, I’m the Office Manager here” can go a long way.
• A Senior Colleague? If it happens once, correct them with confidence. If it keeps happening… it might be worth a private chat. (More on that in a sec.)
• Someone Being Dismissive? You know the tone – when it’s less about confusion and more about minimising your role. In that case, hold your ground firmly but professionally. Something like:

“Just to clarify – I’m the Office Manager. I’d really appreciate it if you could refer to me correctly going forward.”

Assertive. Not aggressive. Job done.

Step Four: Make Your Role Visible

Sometimes people confuse roles because they don’t see what you’re doing behind the scenes. So, make sure your work is known.

• Communicate openly about the things you manage – whether that’s via team meetings, updates, or casual chats.
• Lead visibly. Own your responsibilities. Be present in the decisions, not just the admin.
• Use your job title. Email signature, Teams status, nameplate – whatever works in your office.

The more your colleagues associate you with “the person who keeps this place running,” the less likely they are to confuse your role.

Step Five: Follow Up If Needed

If someone keeps getting it wrong – especially if it’s the same person over and over – a quiet word might be in order.

“I just wanted to mention – I’ve noticed you’ve referred to me as the receptionist a few times. I’m actually the Office Manager, and I’d appreciate being addressed correctly.”

Keep it respectful, but don’t let it slide forever. Persistent mislabelling can affect how others see your role – and how you feel in it.

And if it’s affecting your confidence or professional standing? Bring it up with your line manager. It’s okay to ask for support in reinforcing your position.

A Note on Receptionists

Let’s be clear – there is absolutely nothing wrong with being a receptionist. It’s a crucial role that keeps the front end of any business running smoothly. But your role is different. Broader. Often behind the scenes. And when someone gets that wrong, it’s perfectly fair to clarify it.

It’s not about looking down on reception work – it’s about making sure your role gets the recognition it deserves.

The UK Office Vibe: Keep It Cool, But Clear

In UK workplaces, professionalism often comes wrapped in politeness. You don’t need to go full Paxman – just be calmly firm.

Most of the time, people will appreciate the correction and move on. The key is to:

• Stay calm
• Be direct
• Own your role
• Move on with your day

In a Nutshell

If someone calls you a receptionist when you’re actually the Office Manager:

• Stay calm. Don’t let it rattle you.
• Gently correct them. You don’t need to explain everything – just enough to clarify.
• Consider context – who said it and why.
• Be assertive if it keeps happening.
• Let your work and communication speak for your role.
• Ask for support if it becomes a bigger issue.

You’re the person keeping the whole place ticking. You deserve to be recognised for it – and there’s absolutely nothing wrong with making that clear.

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