Administrative Assistant - FT Days - Safety

DHR Health - US:TX:Edinburg - Days

Summary:

POSITION SUMMARY:

Provides secretarial and administrative support services to the Safety Department including, but not limited to typing/word processing, proofreading, preparing reports, processing correspondence, scheduling meetings, recording at meetings, receiving visitor, maintaining files and conducting special projects as assigned.

POSITION EDUCATION/ QUALIFICATIONS :

• High School Diploma/GED

• Hospital experience a must

• Some college preferred

• Course work should have included English and typing

• Should be able to type 50 words per minute with minimal errors

• Computer experience is required

• Secretarial experience is required

• Organizational skills are necessary

• Must be able to be sensitive to cultural and bilingual issues.

• Good written and verbal communication skills required.

• Ability to read, write and speak English

• Ability to communicate clearly and concisely with all levels of nursing, administration, and physicians

• Prefer hospital experience

JOB KNOWLEDGE/EXPERIENCE :

• One ( 1 ) year of administrative work experience

• High degree of competency/experience in general.

• Able to respond to staff needs by interpreting facial expressions and/or verbal communications.

• Requires good communication and organizational skills.

• Requires reasoning ability and good independent judgment. Requires working with frequent interruptions.

• Must project a professional image.

• Working knowledge of personal computer and software applications used in job.

• Must have proficient organizational skills and computer skills

• Must have excellent customer service skills.

• High degree of competency/experience in general.

• Requires good communication and organizational skills.

Responsibilities:

POSITION RESPONSIBILITES:

• Promotes the facility mission, vision and values by effectively communicating them to others. Considers mission, vision and values in developing services, standards and practice

• Performs typing for the administration (memos, correspondence, minutes).

• Demonstrates thorough knowledge of grammar, punctuation and composition.

• Prepares a variety of administrative reports, statements and rosters. Gathers data and other necessary information.

• Gather all information from the respective departments who report to the EOC Committee and compile the data into packets for each meeting as well as record the minutes for each EOC Committee Meeting

• Establishes, maintains and revises record keeping and filing systems, ensuring Confidentiality of information.

• Consistently is attentive to detail, record keeping and required paperwork inherent to the position.

• Distributes mail in a timely manner.

• Maintains per level office supplies.

• Keeps track and manages and edit payroll/times for Safety Tech employees

• Arranges meetings and conferences, schedules appointments and interviews as well as perform other duties related to maintaining administration schedules.

• Accepts and screens telephone calls and routes calls appropriately; promptly and graciously responds to calls and visitors and determines the urgency of the situation; suggest appropriate referrals or informs administration when the situation warrants immediate attention.

• Tactfully handles difficult situations; contacts are handled professionally and consistently with courtesy.

• Establishes good rapport and cooperative working relationships with hospital personnel.

• Performs wells under pressure.

• Helps conduct periodic audits, maintains records, and prepares reports concerning new or ongoing safety and health programs and program effectiveness.

• Prepare oral and written reports, including technical and presentation reports, table, charts, slides and computer-based presentations; assists in presentations for Safety Department

• Responsible for employee identification badge printing and programming process.

• Maintains facilities compliance documentation

• Utilizes the facilities work order system to schedule maintenance

• Coordinates maintenance and preventative maintenance activities with local vendors

Other information:

LINES OF REPSONSIBILITES :

(Chain-of-command)

1. (Director)

CUSTOMER SERVICE:

Provide excellent customer service to all DHR customers. All employees are required to attend the DHR C.A.R.E.S program which outlines the Customer Service Principals including: Commitment, Accountability, Respect, Excellence and Service.

AGE SPECIFIC :

Employees must be able to demonstrate the knowledge and skills necessary to provide care appropriate to the age of the patients served in his/her assigned unit. The individual must demonstrate knowledge of principles of growth and development over the life span and possess the ability to assess data reflective of the patient’s status and interpret the appropriate information needed to identify each patient’s requirement relative to his or her age.

AMERICANS WITH DISABILITIES ACT: (ADA) :

A. Essential Duties : Indicated by bold print within performance standards, preceding individual numbered criteria.

The following table provides physical requirements that will be associated with, but not limited to, this position:

B. Working Conditions : The individual spends over 95% of his/her time in an air-conditioned environment with varying exposures to noise. There is protection from weather conditions but not necessarily from temperature changes. The position does have low exposure to malodorous, infectious body fluids from patients and some minimal exposure to noxious smells from cleansing agents.

C. Occupational Exposure: This position has minimal to no exposure to blood, body fluids, or tissues and is an OSHA Category III (although situations can be imagined or hypothesized under which anyone, anywhere, might encounter potential exposure to body fluids). Person who performs these duties are not called upon as part of their employment to perform or assist in emergency medical care or first aid or to be potentially exposed in some other way.

D. Aptitudes : HIGH 1 2 3 4 5 6 LOW

Intelligence: General learning ability: The ability to “catch on” or understand instructions and underlying principles. Ability to reason and make judgments. 3

Verbal: Ability to understand meanings of words and ideas associated with them, and to use them effectively. To comprehend language, to understand relationships between words, and to understand meanings of whole sentences and paragraphs. To present information or ideas clearly. 3

Numerical: Ability to perform arithmetic operations quickly and accurately. 2

Spatial: Ability to comprehend forms in space and understands relationships of plane and solid objects. Frequently described as the ability to “visualize” objects or two or three dimensions, or to think visually of geometric forms. 2

Form Perception: Ability to perceive pertinent details and objects or in pictorial or graphic material to make visual comparisons and discriminations and see slight differences in shapes and shadings of figures and widths and lengths of lines. 3

Clerical Perception: Ability to receive pertinent details and verbal or tabular material. To observe differences in copy, to proofread words and numbers, and to avoid perceptual errors in arithmetic computation. 2

Motor Coordination: Ability to coordinate eyes and hands to fingers rapidly and accurately in making precise movements with speed. Ability to make a movement response accurately and quickly. 3

Finger Dexterity: Ability to move hands easily and skillfully. To work with fingers in placing and turning motions. 3

Manual Dexterity: Ability to move hands easily and skillfully. To work with hands in placing and turning motions. 3

Eye-Hand-Foot Coordination: Ability to move the hand and foot coordinately with each other in accordance with visual stimuli. 3

Color Discrimination: Ability to perceive and respond to similarities or differences in colors, shapes, or other values of the same or different color. To identify a particular color, or to recognize harmonious or contrasting color combinations, or to match color adequately. 3

I have read and reviewed my job description with my supervisor or designee and I understand the job I am expected to perform.

If applicable ____________ certification will be completed within _________ time frame of hire/transfer date.

Employee Signature: ________________________________ Date: ____________________

Transfer/Hire Date Effective: ________________________.