Job Purpose
The Receptionist will cordially greet and assist residents, staff and visitors. The person is responsible for handling front office reception and administrative duties, including greeting guests, answering phones, handling company inquiries and sorting and distributing mail. The receptionist has responsibility for ensuring that no resident leaves the home without nursing staff being aware. Observation of all residents entering and leaving the building is a priority.
Main Duties & Responsibilities
· Greet guests warmly and make sure they are comfortable, provide them with superb customer service and make sure they are directed appropriately
· Open and close the front entrance to ensure no resident leaves without nursing staff being aware and that appropriate logs are maintained
· Supervision of the sign in and sign out book for visitors and ensuring compliance for same, including all external suppliers and Governmental agencies
· Request ID from all external suppliers/MDT's
· Be familiar with compliance documentation that is required to be kept at reception, including all HIQA documentation
· Answer all the customers' questions and address their issues. Please note, if issues pertain
· to resident care issues, this is not to be dealt with at reception but redirected to the Nurse or CNM on duty
· Ensure the front desk and foyer area is neat, presentable, clutter free and equipped with all the necessary supplies such as pens, forms, and paper
· Answer all customer questions and incoming calls and take enquiries with regards potential admissions.
· Redirect phone calls to the appropriate department and take down messages and ensure they are passed on to the appropriate person
· Accept all letters and packages and distribute them to their appropriate departments. Co-ordinate mail flow in and out of office, including parcels
· Answer general enquiries about company within your scope of practice of receptionist. Redirect to appropriate personnel if enquiry outside of your scope.
· Manage general administrative office duties (printing, binding, scanning, laminating, filing, photocopying, postal requirements, etc - as required)
· Handle the tasks of typing correspondence, written communication and reports as required.
· Monitor and update records and files.
· Coordinate office activities as required, ensure appropriate communication and handover to reception / administrative staff of tasks not completed.
· As required inform persons waiting for visitor of their arrival, show them to the meeting room and offer refreshments
· Schedule meetings and conference rooms as required or requested by the home manager or appropriate staff
· Arrange or confirm appointments as requested
· Send email and faxes as directed
· Track and order office equipment and supplies in line with purchase order system and invoicing. Assist with the ordering of other supplies for the home (PO System) at the request of the home manager or other relevant staff as required.
· Maintain resident records and files as required, to include archiving for storage.
· Provides secretarial support in a nursing home office environment
· Works with others in a team environment
· Book taxis as required
Knowledge & Skills Required
· Ability to work in a high productivity environment
· Ability to exercise judgement and make decisions
· Excellent communication skills to communicate with residents, staff and visitors
· Careful attention to detail.
· Ability to maintain resident confidentiality.
· Ability to answer multi-phone line
· Excellent inter-personal skills
· Exceptional front-of-house management skills and telephone manner
· A professional, enthusiastic attitude and friendly disposition
· Excellent organisational and multi-tasking skills
· An ability to work on own initiative and to take ownership of the role
· Proficiency in all aspects of Microsoft office
· Critical thinker and problem-solving skills
· Team player
· Great interpersonal and communication skills
· Customer- resident focused mindset.
· Superb written and verbal communication skills
· Good understanding of reception practices
· Excellent organisational and multi-tasking abilities
· Flexibility in approach/mindset
Education & Experience
· 3 years+ previous reception/administrative experience
· Leaving Certificate standard of education is essential and ideally a further post leaving certificate qualification in reception duties.
INDH
Job Types: Full-time, Permanent
Ability to commute/relocate:
* South Dublin, CO. Dublin: reliably commute or plan to relocate before starting work (required)
Application question(s):
* Do you hold EU citizen?
Language:
* English (preferred)
Work authorisation:
* Ireland (preferred)
Work Location: In person