Receptionist / Administrative Assistant

Purpose of this position

The purpose of this position is to provide all personnel and verbal facility contacts with prompt, courteous attention to their requests.

Qualifications

• Must not have any disqualifying findings barring employment as stated by State or Federal regulations.

Delegation of authority

• Screen telephone calls and route to the appropriate individual or department.

• Answer all questions promptly, courteously and accurately.

• Route all deliveries to appropriate departments.

• Obtain information, when appropriate and relay information to appropriate individual(s).

Primary Functions and Responsibilities

• Maintain an accurate resident census by resident name and room number in PCC.

• Maintain accurate list of emergency telephone numbers

• Maintain accurate list of reference telephone numbers.

• Maintain accurate list of key personnel numbers.

• Maintain accurate list of medical staff telephone numbers.

• Follow verbal instructions.

• Follow written instructions.

• Type accurately.

• Operate SouthWest Payroll software and maintain accurate time keeping for employees.

• Operate the facility paging system.

• Operate the facility telephone system.

• Communicate effectively on the telephone and in person.

• Be neat, clean and appropriately dressed to present an appearance acceptable to residents and the public.

• Receive, sort and distribute mail accurately and timely.

• Handle emergency situations in a calm, effective manner.

• Follow fire and disaster procedures during a drill and actual occurrence.

• Communicate and work cooperatively with all facility staff.

• Screen and direct all incoming calls appropriately.

• Answer all inquiries according to facility release of information policies and procedures.

• Enforce visitation policies and procedures.

• Screen all individuals coming into the facility and exercise good judgement in granting entrance.

• Handle all correspondence assigned.

• Interact with residents or residents' representatives and direct them to appropriate individuals.

• Investigate complaints and direct complaints to appropriate departments or individuals.

• Observe all facility safety policies and procedures.

• Observe Residents' Rights policies and procedures.

• Observe all facility infection control procedures.

• Accept assigned duties in a cooperative manner.

• Assume accountability for data contained in the employees' handbook.

• Perform other related duties as directed by supervisor.

• Assume Quality Assurance duties as assigned.

• Come to work in neat, clean attire and consistently present an appropriate professional appearance.

• Come to work as scheduled and consistently demonstrate dependability and punctuality.

• Consistently work cooperatively with residents, residents' representatives, facility staff, physicians, consultants and ancillary service providers.

• Assist department directors in administrative matters, e.g., typing reports, correspondence, etc.

• Agree not to disclose assigned user I.D. code and password for accessing resident/facility information and promptly report suspected or known violations of such disclosure to the Administrator.

• Report any known or suspected unauthorized attempt to access facility's information system.

• Operate in Point Click Care as it relates to assigned duties.

• Operate in QIequip as it relates to assigned duties.

• Ability to work other shifts as needed.

• Complete all duties assigned by his/her direct supervisor.