RECEPTIONIST PART TIME

POSITION SUMMARY

The primary purpose of the Receptionist will be to manage all incoming telephone calls, greet and screen guests as they enter the building assisting them as needed and perform clerical duties as assigned. The receptionist must exhibit the Core Value of Hospitality at all times, not only while answering the phone but while greeting guesting entering the building. This position is the first contact visitors and guest will have with Garvey Manor, and it is the Receptionist responsibility to ensure a proper guest experience with each interaction.

ESSENTIAL JOB FUNCTIONS

• Operate telephone and communication systems as required. Make overhead announcements as directed.
• Answer telephone in a timely manner. Determine nature of call and direct to appropriate individual or department. Forward to voice mail only if agreeable to caller.  Record accurate messages to employee if unable to take call.
• Locate personnel through beeper system as necessary.
• Maintain a current listing of residents by name and room number, emergency phone numbers of on-call staff, department extensions, key staff, etc.
• Monitor resident activity in lobby and front porch areas. Maintain list of residents who exit building but remain on premises. Check residents occasionally or as needed, especially in event of change in weather or temperature.
• Be aware of and monitor residents who are at-risk for elopement. Follow instructions provided in reception manual to ensure resident safety.
• Ensure that residents who are leaving the premises for any reason are signed in/out of building by the resident and/or responsible party as necessary.
• Greet and screen visitors. Direct to appropriate location and/or resident room.
• Give directions/information to visitors, guests, residents, vendors, contractors, etc.
• Monitor presence and location of vendors/sales representatives in the facility.
• Ensure that all who enter the building sign in upon entry and sign out when exiting.
• Maintain confidentiality of information/activities to which you may be exposed including those related to residents, employees, business operations, etc. Use discretion in sharing such information and do so only on a need-to-know basis.
• Assist with administrative duties as directed (included typing, filing, etc.).  Assist department directors with clerical matters as requested.
• Receive, sort, and distribute mail as directed.
• Operate computer, copier/fax and other office equipment as directed.
• Maintain adequate supplies for the reception area. Use supplies in an efficient manner.
• Manage sales for gift shop purchases.
• Act as center of communication in the event of an in-house alarm:
  • Identify location of alarm and announce on overhead page according to established procedures;
  • Communicate with emergency and/or alarm agencies/personnel;
  • Receive notifications from units/departments re: accounting for residents/staff;
  • Notify residents/staff with status of alarm situation when appropriate or as directed.

General

• Respond to fire alarms as required (refer to Fire Safety Manual for employees’ responsibilities and those that are specific to your position.
• Treat all residents fairly, with kindness, dignity and respect. Maintain confidentiality of all resident and facility information.
• Report all complaints, concerns made by the resident, allegations of abuse or neglect to direct supervisor or the RN Supervisor.
• Follow all safety procedures and precautions in the performance of your duties and when operating equipment. Report all safety violations, unsafe or hazardous conditions and any equipment issues immediately.
• Review Corporate Compliance educational materials, comply with Corporate Compliance directives, and report any Corporate Compliance issues according to established procedures.
• Participate in Quality Assurance/Performance Improvement (QAPI) studies, support and implement QAPI initiatives, and offer suggestions to improve resident care, services and the workplace.

POSITION QUALIFICATIONS

• Ability to provide care/services in a manner supportive of the Mission and Philosophy of the Carmelite Sisters for the Aged and Infirm.
• Speak, read, write, and understand English effectively at a level appropriate for the safe and effective performance of the job
• Considerate, empathetic, hospitable, able to work with and collaborate with others, patient, respectful of individual rights and diversity, service-oriented while following facility procedures.
• Able to demonstrate conduct conforming to a set of values and accepted standards. Honest, loyal, mission-oriented, reliable, responsible, and aware of safety requirements.
• Able to make independent decisions to solve a problem or meet a goal while following facility procedures.
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SKILLS & ABILITIES

Education:        High school diploma or equivalent preferred.

Experience:     None required.

Certificates & Licenses:  None required.

PHYSICAL DEMANDS

Not Applicable:  Activity is not applicable to this occupation

Occasionally:     Occupation requires this activity up to 33% of the time (0-2.5 hrs/day)

Frequently:        Occupation requires this activity from 33%-66% of the time (2.5 – 5.5 hrs/day)

Constantly:        Occupation requires this activity more than 66% of the time (5.5 hrs/day)

SUPPORT OF MISSION AND PHILOSOPHY

By accepting employment with Garvey Manor and Our Lady of the Alleghenies Residence, each employee must agree to foster an atmosphere which reflects the Mission and Philosophy of the Carmelite Sisters for the Aged and Infirm, incorporating the Philosophy Values into daily care and/or services as well as into interactions and associations with residents, co-workers, volunteers and guests.