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POSITION SUMMARY

The Receptionist of Twin Oaks plays a vital role in the community as a whole.  They are responsible for being a liaison for the community to all family members, guests, vendors and staff. This person must convey a positive image of the facility and have a genuine, caring interest in working with elderly people. The Receptionist assures that all pertinent information is conveyed to the residents and Administration as a whole.  The purpose of the Receptionist is to provide Administrative Assistance to all Department Heads and to the residents.  The Receptionist must, within their area of focus, ensure compliance with Twin Oaks standards as well as with State and Federal regulations. This individual must be highly organized, possess outstanding interpersonal skills, and display a high level of energy and enthusiasm. The Receptionist works closely with the Executive Director/Assistant Executive Director to insure operational performance, quality of service, and competitiveness with other facilities. The Receptionist must be a firm decision-maker, while also considering the impact of that decision on the overall organization.

ESSENTIAL FUNCTIONS

The Receptionist reports to the Executive Director/Assistant Executive Director and is responsible for carrying out the primary duties as outlined by the Executive Director. Building a friendship with the residents can be very rewarding and helps them to feel safe with you. If you enjoy your job, then the residents will feel that and enjoy the time they spend with you and look forward to that time. These essential functions include, but are not limited to:

• Demonstrate positive interpersonal relations in dealing with employees, residents, residents’ families, visitors, and coworkers in a professional and confidential manner.

• Initiate and participate in quality assurance and quality improvement activities based on the four components; resident satisfaction, employee satisfaction, process/system refinement, and financial impact. 

• Demonstrate the ability to embrace and project the values of the community: compassion, positivity, respectful communication, responsibility, trust, community, safety, respect, teamwork, partnership, service, integrity, efficiency, and financial responsibility.

• Be cheerful and helpful so it is a pleasure for others to participate. 

• Communicate accurate and pertinent information to facilitate effective and efficient resident care. 

• Apply problem solving and conflict resolution skills.

• Maintain awareness of governmental, societal, legal, environmental, and competitive factors that affect the facility.

• Work to establish a group culture to enable Twin Oaks to function as a whole.

DUTIES

The Receptionist is expected to perform position-related duties that include, but aren’t limited to:

• Greet guests and answer the community phone in a timely and friendly manner.

• Assist Administration with any administrative duties such as making copies, typing documents, sending emails.

• Assist Activity Director in producing monthly community newsletter.

• Assist residents with scheduling transportation, signing in and out, purchasing guest meals and stamps/copies.

• Assist Marketing with written correspondence with prospects and fliers for special events. 

REGULATORY AND LEGAL

• Comply with facility’s policies and procedures and recommend changes as necessary.  

• Bring the attention of the Executive Director/Assistant Executive Director to any concerns with staff or residents that arise.

• Ensure compliance to policies relating to work site safely, blood-borne pathogens, hazard communication, and infection control.

• Ensure compliance with respect to risk management; death, the dying and the aging process; fire safety; disaster preparedness; residents’ rights; and grievance procedures.

POSITION SPECIFICATIONS

ESSENTIAL QUALIFICATIONS

      Education/Certification

• High School diploma or equivalent.

• Certification from a physician, nurse practitioner, or other health professional to verify no communicable diseases, open skin lesions, or any other health problems that would interfere with job performance.

• No previous felony conviction, or conviction for fraud of the federal government.

• Criminal background check (BCI).

• TB test.

• 18+ years of age.

       Skills/Abilities

• Knowledge of Microsoft Office, Excel, Outlook, Adobe.

• Knowledge of how to identify the needs and interests of the residents.

• Capacity to work effectively with different types of people.

• Ability to work efficiently and professionally under pressure with time constraints.

• Ability to calmly handle stressful situations.

• Demonstrate organizational capabilities.

• Work within a budget.

PREFERRED QUALIFICATIONS

• Prior experience in receptionist/administrative assistant position. 

POSITION ENVIRONMENT

This position requires the ability to work under time pressures. Physical demands include sitting, standing, bending, reaching, light lifting and walking. Standing, for long periods of time (up to 2-4 hours per day) may be required. Lifting, on an occasional basis (up to twenty-five pounds) may be required. This position requires a full range of body motion including manual dexterity and hand-eye coordination.

The position also requires hearing to normal range and corrected vision. Occasional stress related to a fast-paced environment is also anticipated.