Imaging Receptionist - Full Time

TuftsMedicine; Wyoming (MA); On-site; USD 21,000 - 30,000; Full time

Job summary

MelroseWakefield Hospital is seeking a Receptionist to join the Imaging Department. This full-time role supports administrative functions, manages schedules, coordinates travel, and handles confidential information with professionalism.

Hours are 40 per week, Monday through Friday, 8am-4:30pm, at 585 Lebanon St, Melrose, MA. Prior secretarial or administrative experience in healthcare is preferred to support department operations.

Qualifications

• High School diploma or equivalent is required.
• Five years of related experience in a similar administrative role.
• Seven years of healthcare-related experience is preferred.

Responsibilities

• Oversees executive office administration; sets priorities and enforces regulations.
• Performs confidential secretarial duties related to personnel issues.
• Assists in scheduling and budgeting processes; tracks financial reporting and calendars.
• Monitors project or grant progress; ensures deadlines and budget adherence.
• Prepares correspondence, reports and technical papers; transcribes confidential dictation.
• Schedules meetings and coordinates facilities, travel and lodging as needed.
• Receives and transfers department calls and messages promptly and courteously.
• Greets visitors professionally and directs them to the appropriate contact.
• Collects information for conferences, meetings and reports.
• Processes incoming mail; maintains calendar for action and filing.
• Makes travel arrangements with hospital agents; documents expenses for reimbursement.
• Maintains organized filing system and hospital network directories.
• Processes forms (employee actions, requisitions, payments, petty cash) with proper attachments.
• May act as a lead for other clerical staff.
• Maintains and orders office supplies as necessary.
• Reports equipment issues beyond department scope to Medical Engineering.
• Engages in professional development and keeps current with industry trends.
• Fosters teamwork and collaborative relationships to achieve goals.
• Monitors unit costs and efficiency.

Skills

Five years experience

Healthcare setting

Administrative support

Education

High School diploma or equivalent

Job description

MelroseWakefield Hospital is seeking a Receptionist to join the Imaging Department!

Hours: Full Time - 40hrs/week

Monday through Friday 8am-4:30pm

Location: MelroseWakefield Hospital 585 Lebanon St, Melrose, MA

Job Profile Summary

This role focuses on providing administrative and business support to the organization in order to achieve operational goals. In addition, this role focuses on performing the following General Administration duties: Produces documents, collects, records, sorts and files information, handles mail, prepares routine reports, makes travel arrangements, arranges appointments, responds to inquiries, data entry, and operates office equipment. An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a "hands on" environment. The majority of time is spent in the delivery of support services or activities, typically under supervision. A senior level role that requires broad knowledge of operational procedures and tools obtained through extensive work experience and may require vocational or technical education. Works under limited supervision for routine situations, provides assistance and training to lower level employees, and problems typically are not routine and require analysis to understand.

Job Overview

This position ensures continuous, efficient, and smooth operation of the department by performing advanced secretarial duties for an executive. Involves being a clerk, receptionist, typist and cognizant of customer service and time. Accomplishes these tasks, in part, by assisting callers, taking messages, managing the department's calendar, placing purchasing orders and maintaining an up- to-date filing system. Handles matters of a routine nature to conserve supervisor's time. This position may supervise or oversee the work of others.

Job Description

Minimum Qualifications:

• 1. High School diploma or equivalent.


• 2. Five (5) years of related experience.

Preferred Qualifications:

• 1. Seven (7) years of related experience in healthcare.

Duties and Responsibilities:

The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.

• 1. Oversees the administration of the Executive's office; sets priorities; enforces regulations; monitors procedures and recommends changes as appropriate.


• 2. Performs complex and confidential secretarial duties relating to personnel issues; maintains confidential and sensitive information.


• 3. Assists in the scheduling and planning of the annual budget process; tracks financial reporting requirements and budget calendars.


• 4. Monitors progress of projects or grants; ensures deadlines are met; reviews completed tasks; ensures changes are made as appropriate; ensures spending is within budget.


• 5. Types correspondence, reports, memoranda, special projects, technical papers, and related material for department staff as requested. Takes and transcribes dictation of a highly confidential nature.


• 6. Schedules and coordinates meetings and facilities, which may include travel and lodging arrangements.


• 7. Receives, handles, and transfers phone calls and messages within the department promptly and courteously.


• 8. Greets visitors in a friendly, professional manner and direct to appropriate person/place.


• 9. Collects and gathers information needed for conferences, meetings and reports.


• 10. Processes all incoming mail, open and date stamp, organize the schedule of Administrative Manager for action, follow-up, file for review.


• 11. Makes travel arrangements utilizing the hospital travel agent. Arranges flights, hotels and conferences as requested. Maintains appropriate documentation in accordance with established hospital policy and submits expenses for reimbursement.


• 12. Maintains office files through development of an organized and efficient filing system. Ensures that filing is maintained on a daily basis. Filing will also include maintaining a directory on the hospital network to minimize the need for paper filing.


• 13. Processes hospital forms including, but not limited to: employee action form, purchase requisition, request for payment, and petty cash. Ensures that appropriate documentation is attached to each form.


• 14. May act as a lead for other clerical personnel.


• 15. Maintains and orders office supplies as necessary.


• 16. Communicates equipment problems beyond the scope of departmental repair to Medical Engineering personnel.


• 17. Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.


• 18. Maintains collaborative, team relationships with peers and colleagues in order to effectively contribute to the working groups achievement of goals, and to help foster a positive work environment.


• 19. Monitors the unit cost