Admin Secretary

The Administrative Secretary provides clerical and secretarial support to assigned area(s) and acts as a resource for area operations. This role is accountable to set the tone for a positive and caring experience with internal and external customers.

40 hours per week casual until November.  Could transition to full time in November or December.  

• Displays expertise and is the resources expert in how to use the phone system.
• Promptly and professionally answers, screens, and responds to telephone calls, greets and directs visitors, demonstrating excellent customer service.
• Determines most efficient and effective way to meet caller needs
• Promptly check and respond to voicemail. Takes and routes concise message and responds as requested.
• Reviews and routes inter-departmental and postal service mail
• Provides secretarial support including word processing; composing and proof reading correspondence, reports or informational packets; presentation and report development; copies, scans, faxes, collates and distributes as required.
• Accurately completes word processing including, but not limited to the creation and proofing of letters, agendas and mailing labels.
• Gathers information and prepares summaries as requested. May enter data into databases, spreadsheets or EMR system. Manages related work and data flow as needed
• Orders office supplies and maintains equipment.
• Locates and orders repair and/or service requests.
• Prepares invoices for payment.
• Provides Outlook calendar management and email communications.
• Distributes meeting announcement/agendas and materials as needed.
• Schedules room, AV, and catering arrangements.
• Makes travel arrangements.

Organization Expectations, as applicable:

• Demonstrates ability to provide care or service adjusting approaches to reflect developmental level and cultural differences of population served
• Partners with patient care giver in care/decision making.
• Communicates in a respective manner.
• Ensures a safe, secure environment.
• Individualizes plan of care to meet patient needs.
• Modifies clinical interventions based on population served.
• Provides patient education based on as assessment of learning needs of patient/care giver.
• Fulfills all organizational requirements
• Completes all required learning relevant to the role
• Complies with all relevant laws, regulation and policies

Required

Experience

6 months office and clerical experience

Preferred

Education

· Vocational/Technical Training or related Associate Degree

Experience

· 1-2 years office and clerical experience

Additional Requirements (must be obtained or completed within a period of time):

· Requires excellent organizational skills, attention to detail, written and verbal communication skills with ability to write and edit professional communications.

· Must have ability to use independent judgement to perform a wide variety of tasks in a professional manner.

· Transplant Position: Requires courses or workshops in word processing, outlook and spreadsheets including 6 months experience with EPIC.