ST. CHARLES HEALTH SYSTEM
JOB DESCRIPTION
TITLE: Receptionist
REPORTS TO POSITION: Manager of Administrative Operations
DEPARTMENT: Administration
DATE LAST REVIEWED: December 4, 2025
OUR VISION: Creating America’s healthiest community, together
OUR MISSION: In the spirit of love and compassion, better health, better care, better value
OUR VALUES: Accountability, Caring and Teamwork
DEPARTMENT SUMMARY: The Front Office Receptionist will be responsible for the overall front office administrative functions within assigned department(s).
POSITION OVERVIEW: The Receptionist at St. Charles Health System serves as the first point of contact for visitors, providing administrative support and exceptional customer service to all St. Charles Health System caregivers, providers, and visitors in person and via telephone. This role ensures smooth day-to-day operations of the front desk and assists with various office tasks to maintain an organized and welcoming environment for the Administrative Office Suite.
This position does not directly manage any other caregivers.
ESSENTIAL FUNCTIONS AND DUTIES:
Provides reception support by greeting, assisting, answering questions, and directing visitors when they enter the Administrative Suite utilizing appropriate customer service skills.
Processes incoming mail for the Administrative Office Suite and distributes appropriately.
Assists with administrative tasks such as data entry, filing, document preparation, drafts reports, letters, minutes, and other materials.
Schedule and confirm appointments, meetings, and conference room bookings.
Provides technical, audio visual, desktop publishing (Outlook, Excel, Word, Publisher, Visio, and Power Point) expertise in program applications and technologies for caregivers.
Provides support to achieve and maintain compliance with all local, state, and national health care guidelines, rules, and regulations (Joint Commission, Medicare/CMS, Health Division, ISO, etc.).
Coordinates office supplies inventory and ordering. Responsible for stocking supplies, managing office equipment, coordinating service and maintenance, as necessary.
Role models, leads, and influences the organizational design and effectiveness of the “One St. Charles” operational model to promote interdisciplinary collaboration and shared accountability while continually improving the experience of patients, physicians, providers, and caregivers.
Supports the vision, mission, and values of the organization in all respects.
Supports Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.
Provides and maintains a safe environment for caregivers, patients, and guests.
Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies, and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.
Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient, and accurate.
May perform additional duties of similar complexity within the organization, as required or assigned.
EDUCATION:
Required: High school or GED.
Preferred: Bachelor’s degree.
LICENSURE/CERTIFICATION/REGISTRATION:
Required: N/A
Preferred: N/A
EXPERIENCE:
Required: Minimum two (2) years’ administrative or office experience.
Preferred: Three (3) years’ experience in a Receptionist/Administrative Assistant level role, including proficiency at handling multiple tasks. Previous hospital or healthcare experience. Knowledge of medical terminology.
PERSONAL PROTECTIVE EQUIPMENT
Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.
ADDITIONAL POSITION INFORMATION:
General:
Must have excellent oral and written communication skills and ability to interact with a diverse population and professionally represent St. Charles Health System.
Must have strong teamwork and collaborative skills.
Must be able to efficiently handle telephone calls and meeting & resource coordination.
Must have excellent organizational skills and attention to detail.
Must have intermediate to advanced proficiency in Microsoft applications, database management, and document preparation. Must be able to learn various new computer programs in a timely manner as required.
Must be personable, professional, and maintain a positive attitude.
Must be able to work in a fast-paced environment with frequent interruptions while maintaining the highest level of confidentiality.
Must be able to multi-task and work independently with little or no supervision and make sound decisions.
PHYSICAL REQUIREMENTS:
Continually (75% or more): Use of clear and audible speaking voice and the ability to hear normal speech level.
Frequently (50%): Sitting, standing, walking, lifting 1-10 pounds, keyboard operation.
Occasionally (25%): Bending, climbing stairs, reaching overhead, carrying/pushing or pulling 1-10 pounds, grasping/squeezing.
Rarely (10%): Stooping/kneeling/crouching, lifting, carrying, pushing or pulling 11-25 pounds, operation of a motor vehicle.
Never (0%): Climbing ladder/step-stool, lifting/carrying/pushing or pulling 25-50 pounds, ability to hear whispered speech level.
Exposure to Elemental Factors
Never (0%): Heat, cold, wet/slippery area, noise, dust, vibration, chemical solution, uneven surface.
Blood-Borne Pathogen (BBP) Exposure Category
No Risk for Exposure to BBP
Schedule Weekly Hours:
20Caregiver Type:
RegularShift:
First Shift (United States of America)Is Exempt Position?
NoJob Family:
RECEPTIONISTScheduled Days of the Week:
Monday-FridayShift Start & End Time:
9:00 am - 2:00 pm