What are the responsibilities and job description for the Administrative Assistant position at WES Health System?
The Philadelphia Model: Addressing serious mental illness (SMI) in long-term care (LTC) will provide highly
structured therapeutic residential behavioral healthcare and treatment for frail adults who are eligible for
skilled nursing level of care who also have serious mental illness and who have reached maximum benefit
from the mental health resources available elsewhere in the community or hospital. The program philosophy
is to create a welcoming, safe, and supportive environment where frail older adults with SMI that may include
other complex behavioral health needs and/or prior criminal history – and need long-term skilled nursing
services – can receive the care and services needed to address their holistic needs free of stigma. A multidisciplinary team will provide both long-term care and behavioral health services in this integrated program.
All team members will adhere to the WES CARE philosophy of diversity, equity and inclusion and adhere
to the mission to promote total wellness and provide high-quality residential health services to culturally diverse populations through a combination of compassion, innovative thinking, nimble and adaptive strategy, and engagement with clients, staff, and provider partners.
GENERAL OVERVIEW OF KEY ROLES & RESPONSIBILITIES:
The Administrative Assistant is responsible for ensuring all aspects of administrative support are provided to the Program Director and multi-disciplinary team. The Administrative Assistant is an individual who demonstrates a commitment in the performance of secretarial, clerical, and administrative support services for assigned professionals and departments. Will have the authority and accountability for performing high quality, general and complex tasks to ensure positive workflow. The incumbent will be expected to interact with internal and external contacts collegially to meet departmental and institutional needs.
ESSENTIAL & CORE FUNCTIONS:
1. Comply with all program requirements of The Philadelphia Model and perform all duties and responsibilities at the designated program location(s)
2. Responsible for performing all duties in a cost-efficient manner by judicious use of supplies and safeguarding of equipment.
3. Assists assigned departments in achieving their mission by taking ownership and managing all administrative and clerical functions.
4. Professionally and courteously receive residents & visitors.
5. Coordinate calendars; arrange and schedule meetings, trainings, conferences, interviews, and appointments.
6. Prepare correspondence; reports; statements; spreadsheets; presentations and rosters.
7. Take dictation and meeting minutes.
8. Maintain filing systems (computer & paper) in an organized manner, ensuring ease in retrieval of information.
9. Answer, screen, and route incoming telephone calls.
10. Answer inquiries concerning activities and operations of assigned area.
11. Maintain adequate supply inventory.
12. Sort, review, and distribute mail appropriately.
13. Anticipate department needs and implement plans for effective completion of assigned responsibilities.
14. Represent assigned areas and overall facility in a positive, professional manner.
Other duties as assigned.
EDUCATION & EXPERIENCE:
High school diploma or equivalent required. Associate degree or college credits preferred. 1-3 years performing administrative /secretarial duties and customer service experience required. Previous experience in a healthcare environment preferred. Bilingual capabilities a plus.
- Health Care Plan (Medical, Dental & Vision)
- Retirement Plan (401k, IRA)
- Life Insurance (Basic, Voluntary & AD&D)
- Paid Time Off (Vacation, Sick & Public Holidays)
- Family Leave (Maternity, Paternity)
- Short Term & Long Term Disability
