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Receptionist

Company: HopeHealth
Location: Providence
Posted on: October 18, 2020

Job Description:

HopeHealth is seeking an experienced Receptionist for its affiliate HopeHealth Hospice & Palliative Care.

The Receptionist is a multi-faceted position providing exceptional customer service while serving as first line of communication for patients, families, visitors, business partners, and staff. Actively supports the security environment for the building by managing visitors and deliveries to the main entrance of the Providence site.

Duties / Responsibilities:


  • Efficiently handles multi-line switchboard for Hope Hospice & Palliative Care Rhode Island while providing professional, accurate and courteous service to the callers.
  • Provides information to callers or routes calls to the appropriate party or takes accurate messages to relay information. Ensures all messages are sent to teams and after hours'/triage staff within timely manner, confirming receipt of messages.
  • Greets, assists, directs all visitors of the agency at the Providence site. Notifies in-house staff of waiting visitors.
  • Ensures sign-in of all visitors and provides security badges to those who require access to the building. Verifies and signs for deliveries; notifies recipient of arrival. Secures main lobby area ensuring doors to conference rooms and kitchenette area are locked and unlocked as appropriate.
  • Maintains schedules for conference rooms, responding to and processing requests for room bookings, documenting bookings, and proactively addressing conflicts. Sends confirmation for all reservations.
  • Supports clerical needs of the department, division and organization. Performs data entry of clinical activity into the Netsmart system in a timely fashion in support of the organization's billing activities.
  • Prepares and edits various correspondence and materials. Copies, collates, assembles and distributes materials as requested. Sorts and distributes paychecks, timesheets, employee newsletters and other materials to employees.
  • Supports special projects, such as mailings, for the Human Resources, Finance and other departments as assigned.
  • Processes mail by sorting incoming mail. Carefully identifies mail to be distributed to Human Resources, Philanthropy, Finance and other key organizational functions while maintaining confidentiality and ensuring mail is distributed to appropriate areas. Distributes mail to appropriate individuals and departments. Prepares all outgoing mail, stamping and completing mass mailings.
  • Maintains and processes courier services, as well as overnight and other mail delivery as requested. Monitors and ensures that the appropriate amount of postage is available for the postage machine at all times. Prepares check request to add funds as necessary.
  • Acts as liaison to defined resources for reporting of equipment, facility or courier problems/concerns. Follows up on service requests and proactively report any unresolved service issues to the Director of Support Services.
  • Monitors parking stickers utilized by staff for RI Hospital and ensures that they are available, making recommendations for reordering as appropriate.
  • As assigned, assists with other facilities management functions such as assisting with uniform tracking and distribution, compiling forms for admission packets, reporting maintenance issues (i.e., broken lamp, clogged sink, etc.) to the Manager of Support Services.
  • Perform other duties as assigned.

    Education / Experience:

    • High school education or equivalent plus additional specialized training.
    • Minimum one-year experience in reception and switchboard operation with demonstrated experience multitasking in a complex environment while exhibiting strong problem solving skills and independent judgment.
    • Extensive customer service experience, preferably in a hospital or other complex healthcare environment.
    • Knowledge and working ability of Microsoft products including Explorer, Word, Outlook, and Excel. Ability to manage email functions including scheduling of meetings and calendaring.
    • Detailed oriented with demonstrated computer and switchboard skills.
    • Strong interpersonal, verbal communication.
    • Demonstrated communication skills appropriate to having strong customer relations at all levels of the organization from staff to management, as well as outside parties. Strong critical thinking and organizational skills, with ability to work independently and multi-task in a busy environment.
    • Ability to handle sensitive matters, as well as visitors who may be experiencing emotional difficulty.
    • Ability to work a switchboard with a high degree of accuracy. Professional personal presentation.
    • High degree of reliability with flexibility to adjust schedule as requested to meet organizational needs, such as to cover vacant shifts.

      Benefits:

      • Competitive health benefits
      • Company matched retirement plan
      • Generous paid time off and holidays
      • Mileage reimbursement
      • Company provided life insurance

        HopeHealth is an Equal Opportunity Employer

Keywords: HopeHealth, Providence , Receptionist, Administration, Clerical , Providence, Rhode Island

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