Executive Assistant to the CEO and Board

Job Description

Job Description

Description :

Job Title : Administrative Secretary

Department : Administration

PART I : POSITION OVERVIEW

Position Summary :

Provide administrative support for Hospital Administration. Is self-directed with a high level of accountability and works with minimal supervision. Function as a resource for employees and clients. Work in stressful conditions and manage stress well. Must have excellent time management, organizational skills and be able to handle multiple projects. Must present a professional attitude, attire and demeanor. Must have excellent communication skills relating in person or on telephone.

Type meeting minutes, assemble materials for reports, schedule appointments and meetings, maintain correspondence files, send meeting reminders. Other duties as assigned.

Education / Experience :

High School graduate or equivalent preferred.

Required Credentials (Licensure, Certification, or Registration) :

None required.

Employment Variables :

Normal working hours are eight-hour days, Monday-Friday, 8am – 5pm. Occasionally may need to work beyond normal working hours, weekends and / or holidays. Initial Tuberculosis (TB) test and drug screening is required by Winner Regional Health. Rubella titer will also be drawn upon hire and immunization is required if no past exposure or indication of immunization.

Required to wear name tag provided by WRH and to follow the dress code of WRH.

Job Knowledge and Skills :

Knowledge of the laws, regulations and guidelines concerning personnel administration in a healthcare facility preferred. Ability to read, write, speak and understand the English language. Excellent oral and written communication skills. Ability to meet the public and employees in a professional manner and display a professional image in dealing with them. Ability to act as a liaison between employees and management. Knowledge of computer and general office equipment.

Direct Supervisor :

PART II : Code of Conducts

Honesty

We will do the right thing at all times, even if it is difficult, maintaining strong, ethical practices. We protect the confidentiality of others, including patients, staff and the facility as a whole. We will take responsibility for our actions.

Expertise

We will demonstrate superior judgment, training and skill, at all times, demonstrating professionalism while doing so. We will perform all aspects of our job to the best of our ability, utilizing all resources and tools available.

Approachability

We will be non-judgmental, friendly, and open and willing to listen to everyone; we come into contact with while performing our duties. We are humble and learn from others.

Respect

We will be understanding and sensitive to others’ feelings; caring and responding in a manner that sets them at ease, keeping the situation in perspective without minimizing others’ feelings or reactions. We will listen to others with full attention in a sincere, civil fashion, being careful not to be judgmental of the speaker. We maintain composure when facing conflict and avoid jumping to conclusions and defaming another’s name.

Teamwork

We willingly work together with a common approach, trusting and supporting members of our organization, using our skills and resources, sharing information to achieve a common aim.

PART III : ESSENTIAL FUNCTIONS

Essential functions are critical or fundamental to the performance of the job. They are the major functions for which the person in the job is held accountable. Following are the essential functions of the job, along with the corresponding performance standards.

Support for Admin

• Updates staff Contact directory
• Uploads documents to internal website and / or Sharepoint
• Orders flowers for employees who lose immediate family member
• Orders flowers for family of residents who pass away
• Order office supplies and code same
• Code invoices for some administration
• Creates, prints labels for various forms for departments

Record Meeting Minutes

Schedule

Patient Satisfaction Surveys

Strategic Focus

PART IV : COMPLIANCE

Compliance

PART V : PHYSICAL AND MENTAL REQUIREMENTS

General Activity

In a regular workday, employee may :

Sit 1-2 Hours at a time; up to 5-6 Hours during the day

Stand 1-8 Hours at a time; up to 1-8 Hours during the day

Walk .5 Hours at a time; up to 2 Hours during the day

Motion

Employee is required : (In terms of a regular workday, "Occasionally" equals 1% to 33%, "Frequently" 34% to 66%, "Continuously", greater than 67%.)

Bend / Stoop - Frequently

Kneel, Duration 30 sec - Occasionally

Squat - Occasionally

Balance - Occasionally

Crawl, Distance - Not at all

Twist - Occasionally

Climb, Height - Not at all

Keyboarding / Mousing - Frequently

Reach above shoulder level - Occasionally

Physical Demand

Employee’s job requires he / she carry and lift loads from the floor, from 12 inches from the floor, to shoulder height and overhead. Employee’s job requires a pushing / pulling force to move a load (not the weight of the load).

Physical Demand Classification :

Sedentary

Carrying / lifting weight and pushing / pulling force :

Occasionally 20lbs

Frequently Negligible

Constantly Negligible

Sensory Requirements :

Speech

Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.

Ability to exchange information with others on the phone. Extensive interactions with customers, co-workers, directors, board members, physicians and all levels of staff either in person or via telephone.

Vision (VDT)

Are there specific vision requirements for the job?

Must be able to edit and proof work and to discern small print and a variety of handwriting. Must be able to operate office equipment and efficiently use computer.

Hearing

Ability to receive detailed information through oral communications, and to make fine discriminations in sound; i.e., listen for details while taking minutes, using a telephone, receiving instructions.

Must be able to discern correct interpretation of spoken words.

Environmental Factors

Yes / No

Explanation (if Yes)

Working on unprotected heights

Being around moving machinery

Exposure to marked changes in temperature and humidity

Office temperature

Driving automotive equipment

Wearing personal protective equipment

Exposure to atmospheric conditions (i.e. fumes, dust, odors, mists, gases, or poor ventilation)

Exposure to extreme noise or vibration

Exposure to blood, body fluids and waste

Repetitive motion

Typing, Computing

Exposure to other hazards (i.e. mechanical, electrical, burns, or explosives)

Emotional / Psychological Factors

Yes / No

Explanation (if Yes)

Stress : Exposed to stressful situations

On occasion when information is needed and not available. Dealing with patient, families, physicians and others may be very stressful. Working with a variety of co-workers at one time. High accountability. Must be able to establish priorities. Works in an environment of frequent interruptions. May be monitored for productivity and quality.

Concentration : Must be able to concentrate on work tasks amidst distractions.

Work must be done accurately. Constant interruptions taking place in a multi-function office.

Must exert self-control.

Must be able to display control and confidence even under stress or amidst distractions. Just keep smiling!

PART VI : JOB RELATIONSHIPS

Supervises

No supervisory responsibilities

Supervisory responsibility

Direct Reports : Indirect Reports :

Age of Patient Populations Served

Neonates : 1-30 days

Infant : 30 days - 1 yr

Children : 1- 12 yrs

Adolescents : 13- 18 yrs

Adults : 19- 70 yrs

Geriatrics : 70 yrs

Not applicable

Internal Contacts

Patients

Providers : (i.e. Physicians, Therapists, Social Workers)

Staff : (i.e. clinical and administrative support staff)

Volunteers

Others : Patients

Families / Significant Others

Providers

Vendors

Community and Health Agencies

Regulatory agencies

Other : Job Applicants

Requirements :