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 AND 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 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 persons 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 person through 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.
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, 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 and efficient manner to avoid waste.
Request repairs for office equipment as necessary.
Ensure that 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 assure resident rights are protected.
Knock before entering a resident’s room.
Ensure that resident’s 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.
Is subject to frequent interruptions.
Communicates with facility associates, vendors, family members, residents, home office associates, and visitors.
Is involved with residents, personnel, visitors, government agencies/personnel, under all conditions and circumstances.
Is subject to disgruntled, hostile and emotionally upset residents, family members, personnel, vendors, and visitors.
Communicates with the general public, medical staff, nursing personnel and other department supervisors.
Works beyond normal working hours. Works on holidays when necessary.
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.
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 resident, 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.
Must not pose a direct threat to the health or safety of other individuals in the workplace.
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