Secretary, Department - #257607

Responsibilities

Technical-Function knowledge and skills

• Schedules appointments, meetings, and travel arrangements.
• Screens incoming phone calls.
• Types correspondence and reports.
• Provides back-up to other office and administration personnel.
• Attends/records and distributes minutes as requested.
• Types department policies and procedures.
• Maintains accurate records and files.
• Assembles all paperwork required for reimbursement checks.
• Distributes material as requested.
• Completes all work in a timely and accurate fashion.
• Communicates problems/concerns to appropriate persons.
• Assists with studies, reports, and projects as requested.
• Reads and acts on official information (bulletins/memos/verbal messages).
• Maintains clerical and supplies.
• Provides back-up to other office personnel.
  
  

Schedule and coordinate daily transportation needs for patients.

• Gather daily transportation request via email, phone, or fax.
• Review daily calendar to determine availability of drivers.
• Generate transportation request tickets and distribute to drivers based on their schedule.
• Call various departments to confirm appointments.
• Communicate changes and/or cancellations to the assigned drivers.
• Reschedule changed appointments.
• Received and coordinate transportation for unscheduled patients.
• Ensure transportation vehicles are properly serviced and accurate records are maintained.
• Keep annual registration and insurance current.
• Ensure drivers keep on track with their daily assignments.
• Keep drivers apprised of hospital and/or department updates.
  
  

Judgment/Dependability

• Ability to perform assigned tasks with minimal supervision.
• Makes sound decisions within the range of expectation for the position.
• Reports to work on time and completes assignments in a timely fashion.
  
  

Self-Development

• Attends required in-service functions.
• Maintains current knowledge of trends in the field.
  
  

Professional Conduct

• Employee has the willingness and ability to perform additional duties and responsibilities in different areas of the department on an as-needed basis or as determined by management.
• Follows established hospital and department policies.
• No more than 2 written substantiated complaints representing a break of policy, procedure or professional behavior since last evaluation.
• Demonstrates the philosophy of team concept.
• Participates in group projects and staff meetings with suggestions that enhance the work environment and increase productivity.
• Communicates well with supervisor reporting problems with equipment, supplies, or procedures. Requests assistance as appropriate.
• Maintains confidentiality as related to job responsibilities.
• Exhibits willingness to resolve problems as they arise.
• Consistently projects positive professional image through appearance and behavior.
• Attends 75% of staff meetings or reads and initials minutes.
• Completes assigned work within shift.
  
  

Guest/Interdepartmental Relations

• As observed by representatives of management, all interactions are conducted in a professional manner.
• Verbal and written feedback from patients, family members/significant others, medical staff, visitors and co-workers indicates behavior conducive to positive guest relations.
• Consistently exhibits appropriate phone protocol (e.g., answers phones promptly, is courteous and helpful).
• Consistently contributes to the team effort (e.g., assists co-workers when need is observed or upon request, offers constructive suggestions rather than complaints).
• Consistently displays cheerful and positive attitude.
  
  

Prepares purchase order requisitions, files & matches invoices to requisitions for approval and forwarding to Accounting Department after approvals are secured. Activates the "IMM" system for accounting data management.

• Completes the purchases order/requisition/invoice process within 3 weeks of invoice receipt & forwards for departmental approval & on to accounting department for payment within 5 more days of 90% of the time.
  
  

Prepares the monthly PM work order process through the "Grand PM' computer system. Upon completion of he work order(s) the resulting data is entered back into the preventive maintenance system by category etc.

• Issues monthly PM list at least 2 days prior to beginning of the Pm(s) month. Computes data entry of completed PM9s) within 30 days of receipt.
  
  

Coordinates telephone requests to plant operation staff via 2-way radio system & coordinated telephone, key & security issues, departmental moves relocations for equipment, furniture, records etc.

• Coordinates all incoming requests so as to have the work complete within 10 days of request receipt.
  
  

Professional Growth and Development

• Completes annual safety updates within established time frames.
• Completes general and departmental orientation within established time frames.
• Attends 80% of in-service programs.
• Maintains licensure/certification as appropriate.
  
  

Performance Improvement

• Consistently strives to understand, anticipate and meet the needs, expectations and satisfaction levels of patients and other "customers".
• Errors, inefficiencies and inaccuracies are brought to management's attention with suggestions for improvement.
• Develops innovative solution to departmental problems.
• Identifies and implements methods of controlling costs or generating revenue while providing maximum value to both the patient/customer and the hospital.
• Maximizes efficiency in all departmental operations.
• Measures progress against quality goals.
  
  

Department-Specific Competencies

• Demonstrates ability to access and utilize all equipment and computer software necessary for the efficient operation of the administrative office.
• Demonstrates ability to locate files upon request.
• Demonstrates knowledge of disaster plan and the department's role in such plan.
• Demonstrates knowledge of hospital codes.
• Demonstrates proficiency at organizing, maintaining and revising Facility Director's schedules/calendars.
  
  

Qualifications

• Minimum Education: N/A
• Minimum Experience: N/A
• Required Certification/Registration: N/A