Department Secretary - Operating Room

Overview

Under the supervision of the Nurse Manager preforms and coordinates a variety of clerical support services for the efficient operation of the department.  Performs and provides secretarial and operational support services such as maintaining files, preparing correspondence, coordinating meetings and events and preparing reports.

Responsibilities

Performs a wide variety of typing assignments, which are often confidential in nature, including various special projects

Accepts and screens telephone calls; routes calls appropriately.

Types memos/letters.

Assists with the preparation of various monthly, quarterly and annual reports.

Records in-services and obtains education reports as needed for Nursing Managers.

Assists with the establishment of due dates and tracking deadlines for projects, reports, etc..

Compiles and produces various reports and graphs including budget reports, PI reports, etc.

Organizes and prepares packets for department meetings

Schedules meetings using Outlook

Coordinates meetings by booking meeting rooms, preparation of agenda, preparation of packets; preparation of meeting notices to be sent to attendees, coordination of catering services; coordination of availability and set-up of special equipment, recording of minutes, development and maintenance of filing system.

Assists with the organization, planning, set-up and execution of special events throughout the year

Maintains appointments daily

Coordinates interviews

Coordinates travel arrangements; reconciliation of travel expense reports

DCH Standards:

• Maintains performance, patient and employee satisfaction and financial standards as outlined in the performance evaluation.
• Performs compliance requirements as outlined in the Employee Handbook
• Must adhere to the DCH Behavioral Standards including creating positive relationships with patients/families, coworkers, colleagues and with self.
• Requires use of electronic mail, time and attendance software, learning management software and intranet.
• Must adhere to all DCH Health System policies and procedures.
• All other duties as assigned.

Qualifications

High School diploma or equivalent.  At least one year of general clerical experience preferred. Office Applications Certificate preferred. Typing 30 wpm minimum.  Working knowledge of computers and various types of software including spreadsheets, word processing, and databases (Microsoft Office Word, Outlook and Excel basic skills) required. Must be organized and able to establish priorities.  Must be able to communicate effectively (both orally and in writing) with patients, physicians, co-workers and administrators; ability to meet the public with tact, courtesy and efficiency.  Must have excellent interpersonal skills.  Knowledge of medical terminology preferred.  Must be able to read, write legibly, speak and comprehend English. 

WORK CONTEXT

• Must be able to work independently
• Must be able to prioritize and organize work to reach established goals
• Communicate with different personalities and engage in face to face discussion
• Dealing with unpleasant or verbally aggressive personalities
• Must be able to deal with conflict
• Must be able to communicate clearly and accurately
• Must be able to receive delegation
• Must be able to work in groups
• Must be able to perform structured and unstructured work
• Must be meet time pressure and time lines
• Must be able to perform in exact and accurate manner
• Must be able to use electronic mail, telephone and texting
• Must be able to use computers, job-related software and internet applications
• Must be able to use office equipment proficiently

PHYSICAL FACTORS

• Light work. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.

• Must be able to tolerate prolonged periods of standing and sitting
• Must be able to reach reasonable distances in any direction
• Must be able to stand, walk, kneel, bend, sit, stoop and lift
• Must be able to run in an emergency
• Must be able to move fingers in a coordinated manner and must be able to feel and perceive temperature, texture, shape and size with fingertips
• Must be able to quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns
• Must be able to perform the duties with or without reasonable accommodation
• Hearing and vision must be normal or corrected to within normal range

• Able to perform duties with or without reasonable accommodations

• Physical presence onsite is essential