Overnight Receptionist

Hello,

Our client, based in Aurora is looking to hire an Overnight Receptionist for a long term care facility. This is an admin position and there is a lot of scope to learn and grow in office administration as well.

The job duties are as follows;
Operate a switchboard console in a centralized switchboard model, receiving calls and providing first call resolution or redirecting as appropriate;
Provide information to callers, transfer calls, take messages;
Prepare and collate materials to support Patient Services, including placement packages, Expected Death packages, etc;
Maintain the Reception desk area and complete regular administrative tasks;
Receiving incoming mail and courier deliveries, date-stamping, logging and tracking accordingly; preparing outgoing courier deliveries;
Greeting and signing in visitors and directing them to meeting rooms or to appropriate resources

Booking meeting rooms upon request through Meeting Planner;
Running weekly ERL reports and ensuring emergency bins are prepped through the completion of monthly emergency bin checklists;
In the event of an evacuation, ensuring the visitor sign in book is retrieved and provided to appropriate emergency lead;
Receiving incoming faxes and redirecting as appropriate;
Manage brochure racks/walls at Reception, communicating with external agencies to ensure materials are up to date and available;
Other duties as assigned.
What must you have?
Grade 12 or equivalent plus an additional program/course of up to 6 months

Two (2) to three (3) years’ experience providing clerical assistance in a similar or related work situations;
Exemplary telephone skills;
Exceptional customer service skills;
Experience in dealing with the public effectively; demonstrated focus on customer service;
Good analytical/organizational/prioritization skills to meet deadlines and solve problems;
Ability to work in a team setting; self-direct and takes initiative;
Flexibility in adjusting to various priorities according to need.
- Responsible for receiving visitors by greeting them in person or on the telephone; answering or referring inquiries
- Maintains employee and department directories as a guide for directing visitors
- Offers beverage to guests where necessary
- Schedules meetings and travel for executives, as well as appointments for customers
- Documents and communicates actions, irregularities, and continuing needs to maintain continuity among work teams
- Contributes to team effort when required
- Operates telephone switchboard; answers and transfers calls to appropriate units
- Takes messages and communicates them to appropriate enquirers
- Handles outgoing mails; sorts and distributes incoming mails
- Responsible for placing outgoing calls and conference calls as needed
- Drafts, reviews, and proofreads office documents
- Responsible for basic data entry as assigned
- Maintains and stocks basic office supplies
- Responsible for operating and maintaining office machines, including printers, copiers, and fax
- Ensures compliance with company rules and regulations in the reception area.
- **Front Desk Receptionist Requirements - Skills, Knowledge, and Abilities for Career Success**

**Job Requirements**:

- Education: Individuals require a minimum of a High School Diploma or GED to work as a front desk receptionist
- Customer service skills: They require the ability to provide customer support in a prompt, friendly, and timely manner. They must also be able to follow-up on a case through to resolution
- Stress management skills: Front desk receptionists require the ability to maintain composure in high pressure and fast-paced environment
- Self
- starter and team player: They must be able to work both independently as well as in a team oriented environment to accomplish assigned tasks and goals
- Listening and communication skills: They require the ability to actively listen to customers or guests to deduce what their real needs are. They must also possess great oral communication skills to effectively communicate customers’ interest needs and requests to management and appropriate units; as well as written communication skills for filing and documentation
- Professionalism: They must be enthusiastic, respectful, and friendly; with a professional and welcoming presentation, and most importantly, possess a positive attitude
- Phone handling skills: Receptionists require solid phone handling etiquette to respectfully engage with guests and customers; and to promptly and efficiently handle a multi-line telephone system
- Interpersonal skills: It is vital that they possess strong interpersonal skills to relate easily with people of various background and personalities. It is also required to help them establish relationships and build rapport with employees, customers, and guests
- Computer skills: Front desk receptionists should be proficient with Microsoft Office tools and possess strong keyboarding skills to perform their job successfully
- Organizational s