Office Support Assistant

Description

OFFICE SUPPORT ASSISTANT

JOB SUMMARY:

Responsible for greeting community members, confirming appointments, and providing information about the Rural Health Connections department's services. This role involves a mix of administrative tasks, light housekeeping, and follow-up care to ensure a welcoming and supportive environment. The ideal candidate will demonstrate empathy, strong communication skills, and the ability to work effectively with diverse populations.  This position is also responsible for performing registration follow-ups, and auditing the hospital census, 

ESSENTIAL FUNCTIONS:

1. Performs administration duties for the Rural Health Connections department
   1. Greet and welcome current and potential community members in a warm, friendly, and professional manner, ensuring they feel comfortable and supported upon arrival.
   2. Demonstrate empathy and compassion when interacting with individuals seeking assistance, actively listening to their needs, and providing appropriate guidance or referral to Rural Health Connections Workers.
   3. Foster a welcoming and inclusive environment that respects the diverse backgrounds and experiences of all community members.
   4. Clearly and accurately explain the role and services of the Rural Health Connections department to community members, helping them understand the available resources and support.
   5. Confirm appointments with community members prior to their scheduled time to ensure timely and efficient service.
   6. Conduct follow-up calls to check in on individuals who are no longer receiving active services, ensuring continued support and addressing any ongoing needs.
   7. Regularly check the Rural Health Connections department mailbox at the hospital to retrieve important correspondence and ensure timely communication.
   8. Perform light housekeeping duties to maintain a clean and welcoming environment in the Rural Health Connections office and common areas.
      1. Emptying trash bins: Regularly emptying trash and recycling bins to maintain cleanliness and prevent odors.
      2. Wiping down surfaces: Cleaning and disinfecting high-touch surfaces such as doorknobs, light switches, & phones.
      3. Vacuuming carpets and rugs: Regularly vacuuming to maintain a clean appearance and reduce dust and allergens.
      4. Restocking supplies: Replenishing office supplies, such as paper towels, tissues, and hand sanitizers in common areas or bathrooms.
2. Audit and make corrections to the Hospital Census
   1. Pull the midnight Census and verify the room charges are correct for each patient. 

ADDITIONAL RESPONSIBILITIES:

1. Managing Office Supplies: Monitor and maintain inventory levels of office supplies and request replenishments as needed.
2. Providing Administrative Support: Assist the Rural Health Connections team with various administrative tasks, such as scheduling meetings, preparing documents, or handling correspondence.
3. Communicating with External Partners: Maintain positive relationships with community partners and stakeholders.
4. Monitoring Office Environment: Ensure that the office environment is safe, welcoming, and conducive to both staff and visitors, promptly reporting any maintenance or safety concerns.
5. Performs work of equal skill, effort, and responsibility as directed.
6. May perform work of a higher level in preparation for increased responsibility.

KNOWLEDGE, SKILLS, AND ABILITIES:

1. Customer Service Skills: Ability to provide exceptional service to community members and maintain a positive and welcoming demeanor.
2. Understanding of Community Health Programs: Knowledge of the role and functions of Rural Health Connections Workers and the services provided by the department.
3. Basic Computer Skills: Proficiency in using standard office software, such as Microsoft Office Suite (Word, Excel, Outlook) and electronic health records (EHR) systems.
4. Team Collaboration: Ability to work effectively as part of a team, supporting colleagues and contributing to a positive work environment.
5. Initiative: Ability to take initiative and work independently, seeking out tasks and responsibilities without needing direct supervision.
6. Empathy and Compassion: Excellent interpersonal skills, with a strong ability to empathize with and support individuals from diverse backgrounds.
7. Privacy and Confidentiality: Knowledge of regulations and practices related to maintaining the confidentiality and privacy of patient and client information, such as HIPAA.
8. Knowledge of medical terminology preferred.

EDUCATION AND EXPERIENCE:

1. Customer Service Experience: At least 1-2 years of experience in a customer service or front-facing role, such as a receptionist, customer service representative, or office assistant, is required.
2. Experience in Healthcare or Community Services (Preferred): Experience working in a healthcare setting, community organization, or social services environment is preferred.
3. Empathy and Compassion: Proven ability to interact empathetically and compassionately with individuals in need of support.
4. Administrative Experience: Prior experience with administrative tasks, such as scheduling, data entry, and basic office duties, is beneficial.

This job description is not intended as an all-inclusive list of responsibilities that may be assigned and is subject to change based on the needs of the organization.

Qualifications