Weekend Receptionist

The Receptionist serves as the first point of contact for residents, families, visitors, and staff, providing exceptional customer service and administrative support. This position requires the ability to perform various physical tasks in a dynamic healthcare environment.

Schedule: Part-Time, Weekends, Days, 8 Hour Shifts, Weekends

Primary Responsibilities and Duties:

• Greet and assist visitors, residents, and families in a professional and courteous manner, providing information and assistance as needed.
• Perform general clerical duties, including answering phones, responding to inquiries, taking messages, and directing calls to appropriate staff members.
• Maintain a tidy and organized reception area, ensuring cleanliness and accessibility for residents and visitors.
• Assist with residents admissions, discharges, and transfers by completing necessary paperwork and coordinating with clinical staff.
• Schedule appointments, meetings, and transportation arrangements for residents as needed.
• Update and maintain resident records, including contact information, medical history, and insurance details, with accuracy and confidentiality.
• Serve as a liaison between residents, families, staff, and external stakeholders relaying messages and facilitating communication as needed.
• Collaborate with nursing, therapy, dietary, and housekeeping departments to coordinate resident care and services.
• Process incoming and outgoing mail, including sorting, distributing, and forwarding correspondence to appropriate recipients.
• Order and maintain office supplies and equipment, ensuring adequate inventory levels and coordinating repairs or maintenance as needed.
• Operate and communicate effectively on the facility paging and telephone system which includes screening and directing all incoming calls appropriately.
• Monitor the entry and exit of individuals, ensuring compliance with facility policies and procedures.
• Maintain awareness of facility security protocols and emergency procedures, responding calmly and efficiently to any security or safety concerns.
• Assist with the distribution of visitor badges, keys, and access codes, enforcing security measures to safeguard residents and staff.
• Be neat, clean and appropriately dressed to present an appearance acceptable to residents and the public.
• Perform all other duties as requested by management.

Job Qualifications:

• Previous experience in a receptionist role, preferably in a healthcare or senior living setting is preferred.
• Knowledge of basic office equipment, including copiers, fax machines, printers, and multi-line phone systems.
• Proficiency in MS Office (MS Excel and MS Word in particular).
• Strong organizational and time management skills, with the ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously.
• Excellent communication and interpersonal skills, with the ability to interact professionally with residents, families, staff, and external contacts.
• Attention to detail and accuracy in data entry, recordkeeping, and document preparation.
• Ability to maintain confidentiality of sensitive information and handle confidential materials with discretion.

Physical Requirements:

• Work performed in a medical setting due to the need to work directly with other employees, residents, and their families.
• Must be able to sit, stand, bend, reach, talk, hear, stoop, kneel, crouch, stretch, twist.
• Manual dexterity and hand-eye coordination for typing, writing, and operating office equipment.
• Required vision includes close, vision, distance, peripheral, and the ability to adjust focus.
• Stamina to sit or stand for extended periods while performing administrative duties at a workstation or reception area.
• Capability to lift and carry office supplies, equipment, and materials as needed to set up workstations, stock supplies, or assist with deliveries.
• Maintain regular attendance and timeliness as set forth within the work schedule designated by the department supervisor/manager.
• Job requires accepting criticism and dealing calmly and effectively with high-stress situations.