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.