Receptionist, Administrative​/Clerical

Job Purpose

The primary purpose of your position is to operate a multi-line telephone system to answer incoming calls and to direct callers to appropriate personnel by performing the following duties.

• Answer telephones and determine nature of call and direct caller to appropriate individual or department.
• Receive and deliver messages or transfer calls to voicemail when appropriate personnel are unavailable.
• Answer questions about the organization and provide callers with the address, directions, and other information.
• Operate paging or telephone system, as required.
• For residents without phones send calls to the nursing unit so they can facilitate communication with the resident.
• Receive request from within the Facility and locate personnel through paging system.
• Greet visitors and direct to appropriate office and/or resident room.
• Provide directions and information to visitors, guests, residents, sales representatives, etc.
• Offer beverages to visitors waiting for administrative personnel, as appropriate.
• Ensure guests and visitors abide by existing rules, as directed.
• Monitor visitor access and sign-in process.
• Receive, sort, and distribute mail and maintain route publications.
• Prepare and process correspondence for the Administrator and department directors, as necessary.
• Order, receive, and maintain office supplies.
• Perform other clerical duties such as filing, photocopying, and collating.
• Provide administrative assistance to the Administrative staff.
• Assist with administrative duties as directed. (Includes typing, filing, posting accounts, etc.)
• Operate copier, office machines, etc., as directed.
• Perform general secretarial and administrative duties as required or directed by the Administrator in support of the administrative functions of all departments within the Facility.
• Accept and perform temporary or long-term assignments to various departments within the Facility, as required by the Administrator.
• Maintain an adequate liaison with families and residents.
• Maintain a productive working relationship with the medical profession and other health related facilities and organizations.
• Maintain a current file and 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, LPN, or RN.)
• Monitor presence and location of sale representatives in the Facility.

• Serve on various committees of the Facility (i.e., Infection Control, Quality Assurance & Assessment, Safety, etc., as appointed by the Administrator) and provide written/oral reports of such committee meetings to the Administrator, as necessary.

• Assist in scheduling department working hours, personnel, work assignments, etc., as necessary, or required.
• Schedule and participate in departmental meetings, as directed.
• Schedule appointments for the administrative staff.
• Coordinate staff meetings and maintain minutes of such meetings, as directed.

• Assist department directors in the planning, conducting, and scheduling of in-service training classes, on-the-job training, and orientation programs to ensure that current material and programs are continuously provided.
• Attend and participate in workshops, seminars, etc., to keep abreast of current changes in the long-term care field, as well as to maintain a professional status.
• Attend and participate in Facility mandatory in-service training programs as scheduled (e.g., OSHA, TB, HIPAA, Abuse Prevention, etc.).

• Review resident complaints and grievances and make written reports of action taken to the Administrator.
• Ensure that residents receive appropriate notices before being discharged or before having their room or roommate changed.
• Must adhere to all HIPAA requirements.

• Works in office areas as well as throughout the Facility and its premises.
• Attends and participates in continuing educational programs.
• Communicates with the medical staff, nursing personnel, and other department directors.
• Maintains a liaison with the residents, their families, support personnel, etc., to ensure that the residents’ needs are continually met.

• Must possess a high school diploma or GED.

• Ability to type and use general office equipment is required. Proper telephone etiquette and ability to operate multi-line telephone system desired.

• Must be able to read, write, speak, and understand the English language.
• Must possess the ability to make independent decisions when circumstances warrant such action.
• Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.
• Must be knowledgeable of computer systems, system applications, and other office equipment.

• Must be able to move intermittently…