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.
JOB DUTIES & RESPONSIBILITIES: 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.
- Assist in orientation of new associates as directed.
- 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.
- Assist residents with signing $200 limit letters.
- Assist residents with signing Quarterly RFMS statements.
- Assist residents with Medicaid pending documents as needed or back up.
- Order supplies as directed.
- Assist 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.
- Assist 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.
- Other(s) that may become necessary/appropriate to assure that the facility is maintained in a clean, safe, and sanitary manner.
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.
Working Conditions - Works in office areas as well as throughout the facility.
- Work is typically fast paced.
- Moves intermittently during work hours.
- It is subject to frequent interruptions.
- Communicate with facility associates, vendors, family members, residents, home office associates, and visitors.
- It involves residents, personnel, visitors, government agencies/personnel, under all conditions and circumstances.
- It is subject to disgruntled, hostile, and emotionally upset residents, family members, personnel, vendors, and visitors.
- Communicate with the general public, medical staff, nursing personnel and other department supervisors.
- Works beyond normal working hours. Works on holidays when necessary.
- It is subject to callback during emergency conditions.
- Attends and participates in continuing educational programs.
- Is subject to exposure to infectious waste, diseases, conditions, etc. including TB and the AIDS and Hepatitis B viruses.
- It is subject to injury from falls, burns from equipment, odors, etc., throughout the workday, as well as to reactions from dust, plastics, synthetics, disinfectants, tobacco smoke, and other potential contaminants.
- May be subject to the handling of and exposure to hazardous chemicals.
- Maintains a liaison with the residents, their families, support departments, etc. to adequately plan for the residents' needs.
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)
- Must be able to handle multiple tasks and perform well under pressure of deadlines.
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.