FUNCTION: Responsible for performing reception duties in an efficient manner and in accordance with established procedures, as directed by supervisor. The receptionist is expected to represent the company in a positive manner while greeting visitors, answering telephone and directing calls. This employee also provides clerical support to Department Heads as needed.
POSITION SPECIFICATION: The following specifications may differ depending upon the number of available employees among whom the performance of a particular job function can be distributed and the size and type of community.
- Employees will be required to perform any other job related duties requested by their supervisor.
- Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully incumbent will possess the mental abilities or aptitudes to perform each duty proficiently.
- All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
QUALIFICATIONS: The requirements listed below are representative of the knowledge, skill and/or ability required.
Minimum Qualifications:
- Freedom from illegal use of drugs.
- Freedom from use and effects of use drugs and alcohol in the workplace.
- Persons who have been found guilty by a court of law of abusing, neglecting, or mistreating individuals in a health care related setting are ineligible for employment in the position.
- Demonstrates effective time management skills.
- Working knowledge and ability to apply professional standards of practice in job situations.
- Knowledge of and demonstrated skills in general office procedures.
- Strong organizational skills; oral and written communication skills.
- Able to project a professional image.
Education and/or Experience:
- Ability to answer the telephone, take detailed messages, respond to verbal inquires, take direction from different sources, handle multiple tasks and be organized in a fast paced environment. Typing of 30 to 40 wpm may be required in secretarial support is needed at the community.
- Must enjoy working with the elderly and able to accept constructive criticism. Ability to interact with residents who are highly susceptible to common illness without posing additional health risks and must maintain a professional appearance.
Certificates, Licenses, Registrations: None.
LANGUAGE SKILLS: Must be able to read, write, and speak the English language. Ability to effectively present information and respond to questions from groups of executives, managers, clients, customers, residents and the public.
MATHEMATICAL SKILLS: Basic mathematical skills.
REASONING ABILITY: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to solve problems and make independent decisions related to the position when circumstances warrant such action.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
1. Monitoring all incoming public traffic and assists with job applicants.
2. Receives guests and other in a courteous, polite and warm manner.
3. Respond to the needs of residents, families and visitors by providing immediate assistance.
4. Appropriately and accurately prepares and distributes routine correspondence.
5. May provide clerical and administrative support to the various departments.
6. Receive and follow reception schedule/instructions from supervisor and as outlined in established policies and procedures.
7. Operate paging/telephone system as required.
8. Answer telephone, determine nature of call and relay information of route call as appropriate.
9. Receive inquires and release information in accordance with established policies and procedures.
10. Assist with administrative duties as required.
11. Ensure supplies have been replenished in work areas as required.
12. Endure that work areas are neat and clean.
13. Maintain a current file/list of residents by name and room number, emergency phone numbers of on-call personnel, department extensions, key personnel, etc.
14. Give clear and accurate directions and information to visitors, guests, residents, sales representatives, etc.
15. Distribute mail within the facility. Prepare outgoing mail for pick up by mail carrier.
16. Effectively and courteously communicate with job applicants, accept job applications and forward as directed.
17. Report suspicious persons or information to supervisor immediately.
18. Ensure guests, visitors, abide by existing rules and refuse admission to persons as directed.
19. Maintain confidentiality of all resident information to ensure resident rights are protected.
20. Create and maintain an atmosphere of warmth, personal interest and positive emphasis, as well as a calm environment throughout the facility.
21. Follow all safety procedures and precautions when operating office equipment.
22. Report all unsafe or hazardous conditions to supervisor immediately.
23. Report equipment malfunctions or breakdowns to supervisor as soon as possible.
24. Use office supplies in an efficient manner to avoid waste.
25. Request repairs for office equipment as necessary.
EQUIPEMENT USED: Telephone system. May be required to use other office equipment including, but not limited to, typewriter, copier, personal computer, fax machine and calculator.
INTERPERSONAL SKILLS: Demonstrates active listening techniques, gains support through effective relationship, treats others with dignity and respect. Creates an atmosphere of warmth, personal interest and positive emphasis, as well as a calm environment throughout the facility. Possesses a pleasant and professional phone manner.
CONTINUING EDUCATION: Attends in-service programs provided by the Company.
PHYSICAL DEMANDS: Ability to sit or stand for extended period of time and employee may be required to bend, reach, write and type. Occasionally required to lift objects 10 to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and peripheral vision. Worker is subject to inside environmental conditions. Protection from weather conditions, but not necessarily from temperature changes.
WORK ENVIRONMENT: The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Exposure Risk: Normal office with some exposure to temperature changes.
COMMUNICATIONS: Keeps current and integrates new information, communicates and models organization values and fosters high performance.
Job Type: Full-time
Required education:
- High school or equivalent
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