Receptionist PRN/On-Call

Reception-Resident Experience Specialist

The primary objective of this position will be to represent Peace Village & Circle Inn as the initial contact with phone callers and visitors, and responsible for projecting a professional, helpful image and supporting the mission of Peace Village & Circle Inn. This is accomplished by planning, organizing, and functioning as part of the organization’s Resident Experience Specialist Team. The position is responsible for taking phone messages for Peace Village & Circle Inn departments, contacts/ responds to emergency services when necessary and monitors entry to the facility. The position also maintains vital support to the office to all departments, communicates and notifies supervisor of any changes with the reception desk scheduling, procedures and policies before taking any action on matters. This position also communicates residents’ confidential issues and information with the Wellness Team.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. The Resident Experience Specialist answers reception area incoming calls, takes messages for staff and residents.  Receives requests and concerns of residents and relays to the proper department. Enters work orders as necessary.  Provides direction to residents and visitors regarding procedures followed by Peace Village.
2. Understands Peace Village and Circle Inn emergency procedures and adheres to all procedures. Responds to residents/staff/visitor building emergencies by following established procedures and policies including placing all appropriate phone calls for assistance/notification.     
3. Follows established procedures in the communication and/or resolution/escalation of resident care alarms.
4. Document responses to all emergencies and pertinent incidents. Monitors and responds appropriately to buildings alarm system/fire panel and following through on emergency response procedures.
5. Monitors entries, admits, greets, and directs visitors and maintain visitors log.
6. Maintain and update resident information, i.e. hospital/contact/vacation/off campus etc. Notifies the driver when residents are ready for pick up.
7. Adhere to reception desk procedures i.e. reads daily communication upon arrival of shift, assists in coordinating with the night shift to maximize efficiency.
8. Prepare updates and distribute or post all necessary reception desk paperwork, including but not limited to scheduling, communication book, telephone lists, instructional information, reports, etc. Update resident’s Medical files, resident’s staff and phone directories, etc.  Ensures daily calls to residents for the “I’m OK” program.
9. Prepares resident information i.e. move-ins, rolodex cards, mail labels, statement envelopes, medical files, etc.
10. Provide office support, monitor in-house mail, sort and distribute U.S. Mail, FedEx, UPS for residents and staff.
11. Maintains postage sales and balances cash box respectively.
12. Receive and log all resident prescription information from multi sources and submitting prescription orders to the pharmacy.
13. Assists with special projects and other duties as requested.
14. Assists residents and input meal orders for pick up/delivery and coordinates with Dining Services.
15. Maintains orderly work area and monitors supply replenishment.
16. Distribute and track building and vehicle keys.
17. Exhibits appropriate behavior and appropriate conversation with staff and in front of residents and visitors.
18. Ensures outstanding customer service in accordance with the mission of Peace Village.

Competencies

1. Communication proficiency
2. Organizational skills
3. Teamwork orientation
4. Time management
5. Computer experience including Microsoft Office
6. Exhibits professional behavior
7. Customer service skills
8. Ability to multitask
9. Typing Skills

Supervisory Responsibility

This position has no direct staff supervisor responsibilities.

Work Environment

This position operates in a professional office environment and has frequent contact with Peace Village residents, guests, and employees. This role routinely uses standard office equipment such as computers, phones, photocopiers.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear.  The employee frequently is required to stand, walk, sit, bend, use hands, and reach with hands and arms.  The employee must frequently lift and/or move objects up to 10 pounds and occasionally life and/or move objects up to 25 pounds.

Position Type and Expected Hours of Work

This is a PRN/On-call position.  Days and hours of work vary during standard business operating hours.  Evening and weekend work may be required as job duties demand. The team is making arrangements for coverage of an upcoming leave and will be in need for coverage 7:45AM-1PM during the week.

Travel

Travel is not required for this position.

Required Education and Experience

1. High School Diploma.  
2. Reception/ Customer service experience (1-2 years) preferred.
3. Computer experience including Microsoft Office.
4. Preferred experience working with Seniors.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.