Administrative Assistant


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Job Number 53853
Posted 4/5/2018
Account Inland Hospital
Department Nursing Administration And Patient Care Services
Location Inland Hospital, ME 04901
Schedule Regular Part-time
Shift Day
Hours 07:30 - 16:00
Job Details SUMMARY OF MAJOR FUNCTION

The administrative assistant in Nursing Administration provides assistance in the VP of Nursing/Patient Care Services as directed.

ESSENTIAL FUNCTIONS AND WORK ROLE RESPONSIBILITIES

1. Establishes, maintains, and revises record keeping and filing systems. Classifies, sorts and files correspondence, records and other documents in administration offices. Maintains security of confidential information.

2. Arranges meetings and other conferences, schedules interviews and appointments and performs other duties to ensure efficiency in the Patient Care Services offices.

3. Assists with teleconferencing activities for the Hospital.

4. Assists with conference room reservations for the Hospital.

5. Acts as front desk back up for the Executive Assistant to the President when needed.

6. Assists with the organization and maintenance of policies and procedures in the Patient Care Services offices; uploads policies to Policy Portal.

7. Performs general secretarial functions as needed and helps to greet and route visitors.

8. Routinely works with top-level management, members of the Board of Trustees and Medical Staff.

9. May be asked to attend meetings and transcribe minutes as appropriate.

10. Maintain a safe environment which includes knowing and understanding hospital and departmental policies and procedures.

11. Report and directly address identified environmental hazards when appropriate.

12. Actively works towards improving patient satisfaction including:

    1. Works with survey vendor.
    2. Meets with patients to hear service concerns/grievances.


13. Works with PCS leaders in preparing letters to patients as well as loading information into event reporting tracking system.

14. Report and directly address violations of patient safety policy and/or protocol when involved or observed.

15. Services as Hospital resource for business pagers.

16. Performs other duties as assigned by the VP of Nursing/PCS.

17. Complies with Inland Hospital Hand Hygiene Standards.

18. Adheres to Inland Hospital Standards of Behavior.

PHYSICAL ENVIRONMENT



Subject too many interruptions, multiple priorities, changes in priorities; stressful atmosphere.





PHYSICAL CRITERIA/EFFORT

Work involves sitting most of the time. No extra or unusual physical effort is required. Ability to concentrate, organize, attend to detail and self-motive are all required.



OCCUPATIONAL RISKS



· Little to none

PROBABILITY AND CONSEQUENCES OF ERRORS

Poor performance will be addressed according to established progressive disciplinary policies and procedures of Inland Hospital and Maine State Law. Confidentiality relating to knowledge of Hospital, Medical Staff and Corporate information and documents is paramount and adherence to confidentiality is critical to protect the Hospital, Corporation, and their constituencies from loss and embarrassment.

NUMBERS SUPERVISED

This is a non-supervisory position

MINIMUM REQUIREMENTS FOR THE JOB



Must have excellent telephone skills and must be able to deal effectively with the public and fellow employees while maintaining confidentiality at all times.

EDUCATION

High school graduate required with some college preferred.



EXPERIENCE



Three to five years secretarial experience preferred.



SPECIAL KNOWLEDGE REQUIRED



Must be able to type 50+ wpm, have a working knowledge of word processing systems including MS Word/Excel/Access and Outlook.

Equal Opportunity Employment
We are an equal opportunity, affirmative action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, disability status, gender, sexual orientation, ancestry, protected veteran status, national origin, genetic information or any other legally protected status.
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