What are the responsibilities and job description for the Administrative Assistant Full-Time position at Brightwell Behavioral Health?
Administrative Assistant
Reports to: CEO/Administrator
Department: Administrative
Classification: Non-Exempt
Classification: Non-Exempt
Date: April 8, 2024
Principle Functions:
The Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks. Following established policies and procedures, relays incoming and outgoing telephone calls and operates public address or paging system as requested. Greets visitors and patients and gives directions as needed. Identifies and responds to “code” situations. Provides routine approved patient information to callers and refers other inquiries to supervisor. Gathers registration information and registers all patients coming into the hospital, both inpatient and outpatient. Receives and enters demographic, insurance, contact and follow up information into assigned computer system.
Duties/Responsibilities:
- Answers and transfers phone calls promptly, screening when necessary.
- Welcomes and directs visitors and clients to the appropriate areas.
- Provides approved hospital and patient status information, as well as directory assistance for outside callers.
- Attends and participates in facility in-services and educational programs as required.
- Maintains filing systems as assigned.
- Maintains a variety of records including names and locations of physicians on call, patient information (such as admission, transfer, discharge and condition data), changes in directory numbers, telephone repairs performed and the like.
- Adheres to disaster, emergency, safety and fire policies and procedures in response to alarms, notices, codes, STAT calls and so forth by notifying appropriate hospital or outside agency personnel and specifying areas involved.
- Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
- Notifies appropriate department directors for supplies as needed.
- Assists in typing and filing as requested.
- Cooperates and maintains good rapport with staff, managers, visitors and community members.
- Maintains a professional approach with confidentiality. Assures protection and privacy of health information as attained through written, electronic or oral disclosures.
- Is prompt and efficient with minimal absences.
- Seeks guidance and remains knowledgeable of, and complies with, all applicable federal and state laws, as well as hospital policies that apply to assigned duties.
- Complies with hospital expectations regarding ethical behavior and standards of conduct.
- Complies with federal and hospital requirements in the areas of protected health information and patient privacy.
- Responds to and resolves administrative inquiries and questions.
- Coordinates and schedules travel, meetings, and appointments for Administrator, managers or supervisors.
- Prepares agendas and schedules for meetings.
- Records and distributes minutes or other records for meetings.
- Maintains office supplies and coordinates maintenance of office equipment.
- Assists accounting department with accounts payable process as needed.
- Assist in limited HR duties
- Performs other related duties as assigned.
Required Skills/Abilities:
- Excellent verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Proficient in Microsoft Office Suite or related software.
- Excellent organizational skills and attention to detail.
- Basic understanding of clerical procedures and systems such as recordkeeping and filing.
- Ability to work independently.
Requirements:
Education: High School graduate or equivalent required; associates degree preferred.
Experience: Three to five years of experience in an administrative role.
Skills: Successful completion of BLS/CPR and SAFE training.
Physical: Prolonged periods of sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds at times.
