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Receptionist
JOB DESCRIPTION
Receptionist
Department: Administration
FLSA Classification: Non-exempt
Reports to: Administrator
Overview of the position:
The Receptionist role is to perform clerical support in an efficient manner in accordance with established policies and procedures, and as directed by your supervisor. The Receptionist interfaces with the public visiting the facility and by telephone, communicates with outside agencies, and ensures that the facility is a positive choice for seniors.
Duties and Responsibilities
Administrative Functions
- Promptly answer all incoming calls proper telephone etiquette (professional, creditable, pleasant and sincere).
- Receive and follow reception schedule/instructions from your supervisor and as outlined in our established policies and procedures.
- Operate paging/ telephone system as required.
- Answer telephone, determine nature of call and direct caller to appropriate individual or department.
- Received requested from within the facility and locate personnel through paging system.
- Received inquiries and release information in accordance with established policies and procedures.
- Maintain a current file/listing of residents by name and room number, emergency phone members of on-call personnel, department extensions, key personnel, 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).
- Greet visitors, Direct to appropriate office and/or residents’ room.
- Give directions/information to visitors, guests, residents, sales representatives, etc.
- Offer beverages to visitors waiting for administrative personnel, as appropriate.
- Monitor presence and location of sale representatives in the facility.
- Ensure guest/visitors abide by existing rules and refuse admission to persons as directed.
- Report suspicious persons/information to supervisor immediately.
- Assist with administrative duties as directed (including typing, filing, accounts, etc).
- Assist department directors in administrative matters (i.e., typing reports, correspondence, etc.).
- Fields accurate and complete phone messages, provides callers with necessary and appropriate information, and ensures delivery of messages.
- Distributes and accepts job applications.
- Receives supplies and shipments- Alert appointment department for Pick-up.
- Maintains the resident/visitor check in/out system, and retains daily list for six months.
- Receive, sort and distribute mail as directed.
- Operate copier, office machines, etc., as directed.
- Operate computer as directed.
- Posts daily census.
- Assists in the preparation of mailing monthly statements for residents, stuffing envelopes, labeling, etc.
- Monitors residents going outside (leaving through the front sliding doors), and reports to charge nurses when appropriate.
- Audits new residents’ charts for accuracy.
- Audits Medication and Treatment records weekly for completion, nurses’ signature, etc.
- Audits Intake and Output records weekly for completion.
- Files thin records in the in-house overflow charts.
- Makes armbands for residents.
- Conducts tours of the facility with prospective admissions.
- Clean Resident’s Charts.
- Follow the safety guidelines and regulations set forth by the facility.
- Follow the Emergency Action Plan.
- Performs additional duties and assignments, as requested.
Staff Development:
- Attend and participate in in-service educational classes and on-the-job training programs as directed.
- Attend and participate in workshops, seminars, etc., as approved.
- Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.
- Attend and participate in annual OSHA and CDC in-service training programs for hazard communication, TB management, and bloodborne pathogens standard.
Safety and Sanitation:
- Follow all established safety procedures and preventions when operating office equipment.
- Report equipment malfunctions or breakdowns to your supervisor as soon as possible.
- Follow established regulations governing the uses of labels and MSDSs for hazardous chemicals within the department.
- Follow establish 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.
- 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 repair for office equipment as necessary.
- Ensure that work/assignment areas are neat, clean, and office equipment is covered before leaving such areas on break, end of work day, etc.
Residents Rights:
- Maintain confidentiality of all pertinent resident care information to assure residents 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.
Working Conditions:
- Works in office areas as well as throughout the facility and its premises.
- Moves intermittently during working hours.
- In subject to frequent interruptions.
- In subject to hostile and emotionally upset residents, family members, visitors, etc.
- Works beyond normal working hours, week-ends and holidays, and on other shifts as necessary.
- In subject to call-back during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.)
- Attend and participate in continuing educational programs.
- Communicates with nursing, and other department personnel.
- In subject to injury from falls, burns from equipment, odors, etc., throughout the work day, as well as reactions from dust, disinfectants, tobacco smoke, and air contaminants.
- In subject to pressure from multiple/emergency calls.
- In subject to exposure to infectious waste, diseases, conditions, etc., including TB and the AIDS and Hepatitis B viruses.
- May be subject to the handling of and exposure to hazardous chemicals.
Qualifications/Requirements:
Educational Requirements:
- Must possess, as a minimum, a High School Diploma education or its equivalent.
Experience:
- Must have at least 2-year experience in a clerical position, or successfully completed a secretarial science program from an accredited school/college.
Specific Requirements:
- Must be able to read, speak, and understand the English language.
- Must possess the ability to make independent decisions when circumstances warrant such action and to remain calm during emergency situations.
- Must possess the ability to deal tactfully with personnel, residents, family members, visitors, and the general public
- Must be knowledgeable of administrative practices, procedures, and guidelines.
- Must possess the cheerful personality and be able to work harmoniously with other personnel.
- Must possess the ability to minimize waste of supplies, misuse of equipment, etc.
- Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.
- Must be able to follow written and oral instructions.
- Must be able to type a minimum of 25 words per minute and operate a word processor.
- Must be able to effectively use a 10-key calculator.
- Must have a working knowledge of micro-computers, input/output data, etc.
- Must not pose a direct threat to health or safety of the individual in the workplace.
Physical and Sensory Requirements (with or without the Aid of Mechanical Devices)
- Must be able to move intermittently throughout the work day.
- Must be able to speak and write English language in an understandable manner.
- Must be able to cope with the mental and emotional stress of the position.
- Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.
- Must meet the general health requirements set forth by the policies of this facility which include a medical and personal examination.
- Must function undependably, have flexibility, personal integrity, and the ability to work effectively with other personnel
- Must have pleasant speaking voice.
- Must be able to push, pull, move, and/or lift a minimum of 40 pounds to minimum height of 3 feet and be able to push, pull, move, and/or carry such weight a minimum distance of 10 feet.
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