Receptionist

Job Summary

The primary purpose of the Receptionist/Office Assistant position is to provide excellent customer service to our external public and clerical support for the administrative needs of the facility.

Public Relations Functions

• Greet the public in an inviting and friendly manner.
• Offer refreshment, engage in light conversation, and fulfill visitors' requests, as necessary.
• Answer a multiple line telephone and direct callers to the appropriate person or department.
• Take accurate messages and route to the appropriate person/department.
• Escort visitors, if necessary, to resident rooms or other areas of the facility.
• Provide general information, directions, etc. about the facility and services to visitors, guests, residents, vendors, etc.
• Ensure guests/visitors abide by existing rules and refuse admission to people as directed and necessary.
• Report suspicious persons/information to supervisor immediately.
• Screen disgruntled vendor, family member and associate calls and direct them to the appropriate person.
• Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.

Administrative Support Functions

• Receive and follow reception schedule from your supervisor.
• Receive requests from within the facility and locate people through a paging system.
• Receive inquiries and release information in accordance with facility procedures.
• Receive, sort, and distribute mail as directed.
• Operate copier, office machines i.e., fax, adding machine, calculator, etc. as directed.
• Operate computer as directed.
• Back up assist residents with handing out cash daily.
• Back up Scan deposits into Regions or RFMS.
• Answer all incoming calls to the facility.
• Auxiliary duties include assisting residents with signing $200 limit letters, Quarterly RFMS statements, and Medicaid pending documents as needed or back up.
• Order supplies as directed.
• Auxiliary duties include assisting department directors in administrative matters i.e., typing reports, correspondence, etc.
• Maintain a current file/listing of residents by name and room number, emergency phone numbers, members of on-call staff, department extensions, key staff extensions, etc.
• Maintain a current listing of critical residents and/or residents who may not receive phone calls due to their condition.
• (May refer such calls to Nurse Supervisor/Charge Nurse.)

Meeting/Event Planning Functions

• Coordinate hotel, transportation meal arrangements as directed.
• Set up conference calls, as necessary.
• Order and coordinate set-up for lunches for meetings or special events.
• Auxiliary duties include assisting with coordination of meeting agendas and guest speakers.

Staff Development Functions

• Attend and participate in in-service educational classes and on-the-job training programs as directed.
• Attend and participate in annual OSHA and CDC in-service training programs for hazard communication, TB management, and blood borne pathogens standards.

Safety and Sanitation Functions

• Follow all established safety procedures and precautions when operating office equipment.
• Report equipment malfunctions or breakdowns to your supervisor as soon as possible.
• Follow established regulations governing the use of labels and MSDSs for hazardous chemicals within the department.
• Follow established ergonomics policies and procedures governing lifting techniques, repetitive tasks, and the use of safety equipment and supplies to prevent work-related injuries and illness.
• Report all unsafe/hazardous conditions to your supervisor immediately.
• Ensure that your immediate work area and the general reception area are neat, clean, and free from clutter.

Equipment and Supply Functions

• Ensure administrative supplies have been replenished in work areas, as necessary.
• Use office supplies in an efficient manner to avoid waste.
• Request repairs for office equipment, as necessary.
• Ensure that the work area is neat, clean and office equipment is covered or secured before leaving such areas on breaks, end of day, etc.

Resident Rights Responsibilities

• Maintain confidentiality of all pertinent resident care information to ensure resident rights are protected.
• Knock before entering a resident's room.
• Ensure that residents' rights to fair and equitable treatment, self-determination, individuality, privacy, property, and civil rights, including the right to wage complaints, are followed.
• Report any residents' complaints to your supervisor immediately.

Job Requirements

• Education: Must possess a high school diploma or GED equivalent. Advanced education in secretarial skills or degree is desired.
• Experience: Must have a minimum of six (6) months' experience as a Receptionist, Office Assistant, or similar position. Must be able to type a minimum of 40 wpm. Must be familiar with Microsoft Word. Should be familiar with other Microsoft applications (i.e., EXCEL, PowerPoint, Publisher, Outlook).
• Specific Requirements: Must be able to read, write, speak, and understand the English language. Must display professionalism both in appearance and attitude. Must possess the ability to solve problems and make independent decisions when circumstances warrant such action. Must genuinely care for and understand the elderly and disabled. Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agency personnel and the general public. Must possess the ability and the willingness to work harmoniously with other personnel. Must possess the ability to type 30 words per minute and use a 10-key calculator. Must possess the ability to minimize waste of supplies, misuse of equipment, etc. Must be able to understand and carry out written and oral instructions. Must have patience, tact, a positive disposition, and enthusiasm, as well as the willingness to handle difficult people. Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices. Must be knowledgeable of microcomputers, data entry, output, system applications, etc. Must be knowledgeable in secretarial duties, use of equipment, etc. related to clerical functions.