On-Call Administrative Assistant

The On-Call Administrative Assistant at Givens Estates in Asheville, NC plays a vital role by providing administrative support for various departments. Responsibilities include answering phones, directing calls, greeting guests and residents, assisting with document maintenance, and performing general clerical tasks. You will also be responsible for maintaining the resident database and HIPAA privacy information, as well as managing conference room reservations and guest room bookings.

For the On-Call Administrative Assistant role at Givens Estates, a minimum of a high school education, or GED equivalent, is required. While a college degree is preferred, it is not mandatory. Proficiency in Microsoft Office, including Word, Excel, and Outlook, is essential, along with a demonstrated ability to work effectively in a fast-paced, team-oriented environment.

At Givens Estates, we pride ourselves on being a supportive employer. As an On-Call Administrative Assistant, you will receive educational assistance and professional development opportunities to help further your career. In addition, you'll be part of a compassionate team dedicated to empowering older adults, which fosters an enriching work environment.

The On-Call Administrative Assistant position at Givens Estates offers a competitive compensation of $19.00 per hour, along with access to various benefits. This small but significant role allows you to earn while making a meaningful impact in your community.

The work culture at Givens Estates is warm, welcoming, and driven by a strong sense of purpose. As an On-Call Administrative Assistant, you will be part of a team that prioritizes diversity, belonging, and respect. Your contributions will not only enhance the daily experiences of our residents but also foster a positive and collaborative atmosphere among all employees.

An effective way to answer this question is to tie your personal values to the mission of Givens Estates. You could highlight your passion for supporting older adults and your desire to contribute to a community that prioritizes respect and dignity for its residents. Sharing specific examples of your past experience working in a similar role can strengthen your response.

Discuss your organizational skills and ability to prioritize tasks. Provide examples where you successfully managed multiple responsibilities simultaneously. You could mention tools or techniques you utilize to keep track of your tasks, such as to-do lists or digital calendars, to maintain efficiency.

When answering this question, focus on any previous roles where you interacted with seniors, whether through volunteer work, caregiving, or administrative positions. Discuss what you learned about their needs and how that experience equipped you with skills to serve them effectively in the On-Call Administrative Assistant position.

Using the STAR method (Situation, Task, Action, Result), narrate a specific instance where you went above and beyond for a customer or client. Emphasize your communication skills, empathy, and ability to resolve issues, demonstrating that you understand the importance of customer service in the role of an On-Call Administrative Assistant.

Highlight your attention to detail and your systematic approach to data entry and record-keeping. Discuss any experience you have with databases and how you verify information to ensure accuracy, such as double-checking entries and using validation techniques.

Mention relevant software such as Microsoft Office (Word, Excel, Outlook), but also consider highlighting tools for communication (like Slack or Microsoft Teams), scheduling (Google Calendar), and any database management software you're familiar with. Highlight your willingness to learn new tools as necessary.

Show your ability to remain calm and empathetic in challenging situations. Illustrate your approach: listen actively to their concerns, address issues respectfully, and seek solutions that align with Givens Estates’ values of dignity and respect for residents.

Discuss how this role requires collaboration across various departments to effectively support residents. Emphasize the importance of communication, cooperation, and having a shared mission, such as enhancing the quality of life for older adults.

You should explain your personal organization methods, such as using planners or digital management tools to schedule tasks. Emphasize the importance of setting priorities and keeping track of deadlines to ensure all responsibilities are met efficiently.

This question allows you to showcase your understanding of HIPAA regulations and confidentiality best practices. Describe a specific scenario where you ensured sensitive information was handled appropriately, outlining the steps you took to protect resident or client privacy.