Receptionist

Job Summary

Welcomes visitors by greeting them in person or on the telephone; answering or referring inquiries. Maintain a clean and neat appearance at all times. Provide administrative support primarily to Corporate Administrator and Clinical Technology Administrator & System Safety Officer and other Administrative Staff as needed across the organization. Coordinate front-desk activities, including distributing correspondence and redirecting phone calls. Mail and package distribution.

DUTIES AND RESPONSIBILITIES

• Directs visitors to correct offices.
• Answering, Screening & Forwarding incoming calls to the appropriate person including forwarding messages to the appropriate voicemail/email address to the Administrative Staff.
• Informs staff or departments about visitors/calls.
• Maintains security by following procedures; monitoring logbook; issuing visitor badges
• Maintains telecommunication system by following manufacturer’s instructions for house phone and console operation.
• Maintains safe and clean reception area by complying with procedures, rules, and regulations. Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
• Contributes to team effort by accomplishing related results as needed.
• Receive, sort and distribute daily mail/deliveries as well as coordinate the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms & brochures)
• Order office supplies and keep an inventory of stock.
• Update calendars and schedule meetings for Immediate Supervisors and other Administrative Staff and PPMS meeting schedule distributed to Physicians and Administration.
• Make travel arrangements and schedule meetings based on administrative itineraries for immediate Supervisors and other Administrative Staff and Governing Board.
• Keep updated records of office expenses and costs
  Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing.
• Performs othere duties as assigned and directed, which may be repetitive.

PROFFESIONAL REQUIREMENTS

• Adheres to dress code, appearance is neat and clean.
• Reports to work on time and as scheduled.
• Works well under pressure; treats other with respect and consideration; accepts responsibility for his/her own actions.
• Responds positively to management direction
• Proficiency in Microsoft Office Suite
• Hands-on experience with office equipment
• Professional attitude and appearance
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude
• Create and manage both digital and hard copy files
• Typing speed of at least 70 WPM
• Telephone Skills
• Verbal/Communication/Interpersonal Skills
• Familiar with spreadsheets, word-processing software, company email, and file-sharing systems.

QUALIFICATIONS/REQUIREMENTS

High School Diploma/GED and/or the equivalent combination of up to one (1) year experience as a receptionist or in a related field.
Valid Driver’s License.

LANGUAGE SKILLS

• Able to communicate effectively in English, both verbally and in writing
• Additional languages preferred.

SKILLS

• Telephone Skills
• Verbal Comunication/Interpersonal skills
• Basic Computer knowledge, along with Microoft Office Skills
• Familuar with Spreadsheets, word-processing software, company email and file sharing systems.
• Familuar with Microsoft Outlook

PHYSICAL DEMANDS

• For physical demands of position, including vision, hearing, repetitive motion and environment, see Description of Physical Demands attached.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position without compromising patient care.