Description

JOB SUMMARY: Is the main point of contact to external and internal inquirers, and screens, prioritizes and assists those seeking the executive level staff. Is a consistent presence at required meetings by planning, taking minutes, and distributing materials necessary for effective discussion and action. Assists executives in projects by assignment and is a resource to administrative personnel.

DUTIES AND RESPONSIBILITIES:

Administrative Receptionist

1. Provides expert secretarial and administrative support of a non-routine and confidential nature, ensuring that the department operates in an effective and timely manner.

• Types correspondence and reports as requested.
• Transcribes dictation when requested.
• Performs special projects in spreadsheet and/or word processing.
• Prepares notebooks, manuals, and copies of handouts for distribution.

2. Administrative support on an executive level with the ability to prioritize projects and mange office in an efficient manner.

3. Coordinates meetings, appointments and other duties as assigned by the Administration.

4. Performs typing/composition of general correspondence.

5. Maintains all general and confidential files and contracts.

6. Takes minutes for the regular and impromptu meetings.

7. Assembles data relative to various phases of hospital activities, complete special projects of a complex nature as required.

8. Receives and assists visitors (or telephone inquiries) by referring them to the appropriate person as circumstances warrant.

9. Assists in customer satisfaction by meeting with patients / families as necessary.

10. Acts as a resource and assists members of Administration.

11. Communicates appropriately and clearly to all segments of the hospital staff.

12. Demonstrates the ability to be flexible and organized.

13. Presents a professional attitude and appearance.

14. Must have the ability to prioritize, coordinate and organize resources in an effective and efficient way in order to meet the stated goal.

15. Demonstrate the ability to express ideas and information clearly and concisely in memos, letters, emails and reports.

16. Must be able to focus on details of any project.

17. Communicates the mission, ethics and goals of the facility, as well as the focused statement of administration.

Qualifications

Education/Certification: High School Diploma or GED

Experience: Three years experience as a Receptionist may serve to meet the educational requirement.

Equipment/Technology: Must possess knowledge and proficiency in the use of computers (and all standard software programs) and other typical office equipment.

Language/Communication: Must demonstrate strong written and verbal communications skills.

Mathematical Skills: Basic

Mental Capabilities: Must have the ability to prioritize multiple and completing tasks.

Interpersonal: Will posses excellent interpersonal skills when dealing with external or internal inquirers.

Performance: Must be adaptable, flexible and able to work in a fast paced environment.