The Receptionist / Office Assistant

Bedford Nursing and Rehabilitation Center; Bedford (NH); On-site; USD 37,000 - 54,000; Full time

Job summary

Bedford Nursing and Rehabilitation Center is seeking a Receptionist/Office Assistant to be the welcoming face at the front desk, handling calls, visitors, and light office tasks. You will support multiple departments and help maintain orderly records, scheduling, and communications in a HIPAA-compliant environment.

The role requires strong interpersonal skills, discretion, and the ability to manage multiple priorities with a professional demeanor.

Qualifications

• High school diploma or equivalent.
• Clerical experience preferred.
• HIM and/or accounting/bookkeeping experience preferred.
• CPR and first aid certification preferred.

Responsibilities

• Greet visitors, residents' families, and healthcare professionals in a warm, professional manner.
• Answer and direct phone calls, take accurate messages, and maintain effective communication across departments.
• Perform clerical duties including typing, filing, scheduling, and preparing forms.
• Maintain organized manual and electronic filing systems.
• Operate standard office equipment such as copiers, scanners, and computers.
• Manage calendars and schedule appointments for staff and residents.
• Sort and distribute incoming mail; process outgoing mail.
• Handle pickup and delivery of medical records throughout the facility.
• Upload and print medical records for resident appointments in compliance with HIPAA.
• Verify expense reports, reconcile financial records, and review purchase orders for discrepancies.
• Assist with reconciling monthly statements and transactions.
• Other duties as assigned.

Skills

Interpersonal skills

Communication

Confidentiality

Multitasking

Computer literacy

Education

High school diploma

Tools

Office equipment

Basic computer applications

Job description

The Receptionist / Office Assistant

serves as the first point of contact for visitors, clients, and staff, ensuring a welcoming and professional environment. This role supports the smooth operation of the office by managing front desk responsibilities, handling administrative tasks, and providing general support to various departments.

The Receptionist/Office Assistant will follow established Bedford Nursing and Rehab Center protocols and perform duties including, but not limited to:

• Greet visitors, residents' families, and healthcare professionals in a warm, professional manner.
• Answer and direct phone calls, take accurate messages, and maintain effective communication across departments.
• Perform clerical duties including typing, filing, scheduling, and preparing forms.
• Maintain organized manual and electronic filing systems.
• Operate standard office equipment such as copiers, scanners, and computers.
• Manage calendars and schedule appointments for staff and residents.
• Sort and distribute incoming mail; process outgoing mail.
• Handle pickup and delivery of medical records throughout the facility.
• Upload and print medical records for resident appointments in compliance with HIPAA.
• Verify expense reports, reconcile financial records, and review purchase orders for discrepancies.
• Assist with reconciling monthly statements and transactions.
• Other duties as assigned.

Skills and Traits:

• Strong interpersonal and communication skills.
• Ability to maintain confidentiality of sensitive information.
• Proficiency in basic computer applications and office equipment.
• Professional appearance and demeanor.
• Ability to work independently and manage multiple priorities.
• Patience, tact, and a positive attitude when working with residents, families, and staff.

Required Qualifications:

• High school diploma or equivalent required.
• Clerical experience preferred.
• HIM and/or accounting/bookkeeping experience preferred.
• CPR and first aid certification preferred.

Typical Physical Demands:

• Ability to stand, sit, bend, stoop, kneel, and move intermittently throughout the workday.
• May be subject to falls, odors, and exposure to infectious diseases or hazardous materials.
• Ability to assist in evacuation of residents during emergencies.
• Tolerance for long-term care environment (odors, noise, emotional situations).
• May be subject to hostile or emotional interactions.