Receptionist I

Role Summary

Receptionist I based in Madison, WI. You will provide professional front-desk reception for volunteers and visitors in a fast-paced clinical research environment and support study logistics, learning to read clinical research protocols as you grow in the role.

Responsibilities

• Ensure that all calls are answered following company guidelines, providing a professional and courteous telephone service and handling calls efficiently.
• Provide a professional reception service to all volunteers and visitors.
• Use the computerized security access system to update and monitor security access cards.
• Log in and issue visitor passes on arrival; inform the host of arrivals; log out visitors and return passes on departure.
• Book taxis for clients and visitors as appropriate.
• Prepare screening packs for volunteers for the following day.
• Photocopy volunteers' IDs and include them in screening packs.
• Ensure a photograph is in the pack; if not, take a photo, print it, and place it in the pack.
• Make up training folders for new starters as required.
• Prepare CVs for new starters, send reminders for renewals, and QC returned CVs before filing.
• Forward incoming faxes.
• Maintain Car Park Database.
• All other duties as needed or assigned.

Qualifications

• Required: Must have previous administrative experience as well as customer-, client-, or patient-facing experience.
• Required: 2–3 years of related experience.
• Required: Knowledge of MS Word and Excel.
• Required: Flexibility in working hours.
• Required: Ability to work in a fast-paced, protocol-driven environment with changing priorities and strong teamwork and technology skills.

Skills

• Front-desk and reception experience
• Professional communication and customer service orientation
• Strong organizational and multitasking abilities
• Proficiency in MS Word and Excel
• Ability to manage security/access procedures and handle sensitive materials

Additional Requirements

• Ability to work in an upright and/or stationary position for 6-8 hours per day.
• Repetitive hand movements for operating equipment and performing tasks.
• Occasional crouching, stooping, with frequent bending and twisting of upper body and neck.
• Ability to access and use a variety of computer software developed in-house and off-the-shelf.
• Light to moderate lifting and carrying of objects up to 15–20 lbs.
• Regular and consistent attendance.
• Varied hours may be required.