Job Description
Title: Receptionist / Office Assistant
Accountability: Office manager/ Administrator
Summary:
To establish and maintain the highest standards of hospitality and welcome services to potential and current residents, their families and outside agency representatives. To maintain an organized and proficient office including but not limited to copying, filing, sorting, and ordering supplies, assisting in documentation of employee and resident records, proper operation of all office equipment. Assure regulatory compliance, and assist in maintain budgetary guidelines for department. Maintain a professional and caring disposition in cooperation with Mission Statement and Values of Sacred Heart Senior Living.
Essential Job Functions
- Maintain a positive attitude and perform all responsibilities in a manner reflective of the ?First Impression? standards of Sacred Heart Senior Living
- Address resident concerns as they are at front desk, welcome visitors, answer phone calls and document phone messages with accuracy and deliver to appropriate department.
- Participate in the Welcome Program for new residents and their families. Orient new residents to salon and physician appointment process. Establish pendant, cable and phone services as requested.
- Guide prospective resident and their families through the admission process, including but not limited to: answering inquiry phone calls, giving tours, reviewing necessary paperwork and mailing paperwork as requested.
- Ensure that salon and physician appointments are scheduled, confirmed, necessary paperwork is available and transportation is arranged Assist in transportation or escorting resident to appointments as requested. Track and apply accurate charges for transportation services.
- Maintain supply of inquiry folders, admission packets, new hire packets and other paperwork for the daily operation of administrative office. Ensure master manual is up to date and protected.
- Organize new employee charts and resident files in the order specified. Review for accuracy and completion and signatures.
- Notify appropriate departments of changes to resident information, emergency contact ect.
- Delivery of mail, shipments, and flowers to appropriate departments or residents.
- Establish a system for storage and tracking resident room and mailbox keys. Provide keys to resident or family members as requested.
- Track postage meter usage, participate in bulk mailing as requested.
- Distribute employee paychecks and maintain documentation of signatures.
- Fax documents as requested by office personnel.
- Accept and document receipt of residents rent payments for each month. Forward to appropriate department for processing. Mail monthly invoices and file copies as directed.
- Files, collate, copy and process documents as requested by office manager/ administrator or corporate member.
- Ensure daily organization, cleanliness and safety of Reception/ Office/ Conference and storage areas.
- Maintain resident, employee and corporate confidentiality standards
- Implement and practice procedures to ensure safety in the workplace to include infection control, risk management and emergency preparedness standards.
- Assist Administrator in gathering all necessary data, equipment, alarm inspections and other information as required for state inspection.
- Perform other functions that may be assigned by Administrator or Corporate Members.