Front Desk Receptionist - Part Time Evenings

Overview

TABITHA’S PURPOSE : We empower people to live joyfully, age gratefully.

Responsibilities

POSITION SUMMARY :

The Communications Desk Assistant is responsible for coordinating internal and external communications via phone, mail and guests for Tabitha TEAMembers, Tabitha Nursing and Rehabilitation Center and Tabitha lines of service, in addition to acting as the communications hub for emergency or weather situations.

Communications Desk Assistants must be able to work under pressure with multiple interruptions and remain calm and helpful, presenting a positive, professional image representing the first impression of Tabitha at all times.

The Communications Desk Assistant embraces all components of the job, fostering an environment that allows Tabitha to provide optimum care to Tabitha’s Seniors / Residents / Clients (hereinafter, Seniors / Clients ).

This TEAMember strives to uphold Tabitha’s LIVE2Care Culture and actively embraces Tabitha’s Core Values. As a result, the TEAMember supports Tabitha goals related to dignity, respect, independence, competence, autonomy, personal comfort, safety and security of Seniors / Clients.

In addition, the TEAMember contributes to the success of Tabitha through ongoing collaboration with, coworkers, management, volunteers and others in the organization.

For on-call Communications Desk Coordinator positions the TEAMember must work at least one shift per month. If not scheduled, on-call status is no longer.

Position may require working weekends and two or more of Tabitha’s six (6) official holidays at time-and-a-half pay.

ESSENTIAL FUNCTIONS :

Communications

• Operates and maintains various equipment / supplies such as digital phone system, intercom system, email, two-way radio, to maintain communication within the organization.
• Receives and relays internal and external calls for Tabitha TEAMembers / lines of service, clients and their families and vendors.
• Greets and directs in-person callers from each door at Tabitha Nursing and Rehabilitation Center during desk hours.
• Monitors main entrance to ensure only authorized visitors are allowed in the building and have gone through check-in and screening process
• Accepts all deliveries and packages at main campus; logs and manages inventory to make sure items get to the correct department / location..
• Makes announcements through the Tabitha intercom system and sends all-campus emails as needed.
• Monitors medical and weather alert systems as well as energy management (. blackouts).
• Acts as the hub for any emergency or weather event.
• Serves as base station (during desk hours) for two-way radio system.
• Produces and distributes LIVEing Message Board, Tabitha’s weekly internal TEAMember communication.

Mailroom

• Runs Tabitha mailroom and postal meter
• Collaborates with other departments by sorting, folding, stuffing and addressing large mailings
• Uses and educates TEAMembers when bulk mailing is appropriate to save money. Coordinates bulk mailings with accounting and the post office.
• Sorts and distributes internal and external incoming and outgoing mail. Verifies and forwards Resident business mail as directed on a case-by-case basis.

Visitors / Drop-Offs

Collaborates with social workers, nursing teams and life enrichment on Resident visits, welcoming and directing visitors and communicating with appropriate TEAMembers to conduct the visit.

This may include vendors, approved family members and medical visitors.

• Coordinates public conference room space and set-up for outside parties, residents and their family members.
• Troubleshoot Accushield screening system; assist TEAMembers and Visitors with screening process.

General

• Assists with other Tabitha departments’ special projects as directed by the Marketing and Communications Department. This may include computer work and clerical duties such as preparing mailings or informational packets, or logging data into an Excel spreadsheet.
• Stays abreast of happenings and changes throughout Tabitha.
• Acts as a representative of Tabitha at all times, demonstrating professionalism in dress and appearance, courtesy, poise, attitude, interactions.
• Assures reports of broken and malfunctioning equipment are made in a timely manner.
• Follows disaster plans and uses strength and agility during participation in preparedness drills and actual emergencies.

Maintains a safe work environment.

Complies with HIPAA regulations regarding privacy by insuring that Protected Health Information (PHI) is safeguarded at all times.

In addition, maintains a high level of confidentiality regarding any matter pertaining to any Tabitha elders / clients, as well as Tabitha TEAMembers.

• Completes required training and in-services promptly. Demonstrates understanding of the course content and implements training in daily activities.
• Makes good decisions that contribute to the success of the department.
• Performs work duties within the assigned work environment related to the position, as assigned by Tabitha, regardless of TEAMember preference.
• Participates in meetings and in-services on both department and company levels.
• Maintains a good record of attendance and punctuality as defined by Tabitha’s policy pertaining to attendance and punctuality.

Records all time worked accurately and consistently using the timekeeping method provided by Tabitha.

Complies with Tabitha policies and procedures as published by Tabitha and which may be modified at Tabitha’s discretion.

Contributes to quality assurance and performance improvement activities by identifying instances of non-compliance and taking appropriate action, including reporting violations of Tabitha policy or regulations as appropriate.

Acts with integrity and in the best interest of Tabitha. Business relationships are conducted in the best interest of Tabitha, free of gifts, cash inducements, gratuities, favors, or other perceived improper inducements.

Tabitha’s

Core Values

As a member of the Tabitha team, I will

CARE

extend unwavering Christian compassion

CONNECT

build relationships rooted in love, because love matters

CUSTOMER CENTRIC

identify, clarify and anticipate needs to exceed expectations

COLLABORATE

create an atmosphere of teamwork

CULTIVATE

nurture an environment of innovation and growth

COURAGE

demonstrate confidence, boldness and determination

COMMIT

devote our time, talent and treasures

CELEBRATE

recognize and encourage all accomplishments big and small

Qualifications

COMMUNICATION : Must be able to speak, read, write, and understand the English language as well as terminology and jargon specific to the job.

Sufficient fluency to be able to understand and follow written and verbal instructions, provide instructions to others, read and understand policies, procedures or other similar documentation, interact successfully with elders / clients / caregivers, hold a conversation, conduct or participate in meetings, compose professional e-mails or other written communication, prepare legible, accurate and thorough documentation as required by the job and effectively interact with coworkers, customers, vendors, volunteers, managers and family members.

Ability to recognize and interpret non-verbal cues. Ability to respond calmly and clearly to emergencies and emotional situations.

WORKSITE CONDITIONS : Works indoors in a facility maintained by Tabitha that will typically be in good repair, clean, well ventilated and well lit.

Work is performed in a standard office setting. Frequently seated at a desk, working at a computer for extended periods.

Frequent exposure to interruptions and changes in priorities. Works beyond normal scheduled hours and on weekends and holidays when assigned.

Is subject to extended hours or callback during emergency conditions or based upon needs of the organization.

PHYSICAL REQUIREMENTS : Ability to gain access to the work area and then safely perform the duties of the job while utilizing standard and specialized equipment, including but not limited to the equipment described below.

Ability to move about the work area. Ability to do sedentary work at a computer and on the phone. Occasional need for physical strength or physical exertion (Occasionally lifting / carrying a box of mail for example).

Vision and hearing within normal limits (with or without correction) Must have unrestricted lift / push / pull ability and pass a 25 - pound physical exam demonstrating strength and agility prior to employment and from time to time thereafter at Tabitha’s discretion.

EQUIPMENT USAGE : Standard and specialized equipment including Tabitha telephone system, intercom system, postage meter machine, copier, mobile radio, fax machine, and computer.

AGE REQUIREMENT : At least age 18.

EDUCATION : High School Diploma or equivalent required.

EXPERIENCE : Microsoft Office experience preferred. Multi-line and / or internet based phone experience preferred.

CREDENTIALS : Must meet Tabitha's vaccination requirements.

STATEMENT OF EQUAL EMPLOYMENT OPPORTUNITY AND AFFIRMATIVE ACTION

Tabitha Health Care Services is an equal employment opportunity employer and does not discriminate in employment on the basis of race, religion, color, national origin, citizenship, creed, gender, sexual orientation, age, veteran status, mental or physical disability, genetic information, or any other characteristic protected by federal, state, or local law.

This policy applies to all employment practices and decisions including recruitment, selection, hiring, training, transfer, promotion, compensation, benefits, and the termination of employment.

Furthermore, Tabitha Health Care Services will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship, safety, and / or health risk.

Please contact Tabitha Health Care Services Human Resources Department to request an accommodation.

As a government contractor, the organization has adopted written Affirmative Action Plans for women and minorities, protected veterans and individuals with disabilities.

These plans will be revised on an annual basis. Tabitha Health Care Services is committed to making a good-faith effort toward achieving the objectives of the Plans.

Any employee who would like to review the Plans may do so by scheduling an appointment with the Human Resources Department during normal business hours.