Secretary, Department Jobs

Responsibilities

PERFORMANCE STANDARD

Technical‑Function knowledge and skills.

• Schedules appointments, meetings, and travel arrangements.
• Provides back‑up to other office personnel.
• Attends/records and distributes minutes as requested.
• Provides back‑up to other office and administration personnel.
• Maintains clerical and supplies.
• Types correspondence and reports.
• Maintains accurate records and files.
• Communicates problems/concerns to appropriate persons.
• Distributes material as requested. j) Completes all work in a timely and accurate fashion.
• Types department policies and procedures.
• Assembles all paperwork required for reimbursement checks.
• Reads and acts on official information (bulletins/memos/verbal messages).
• Assists with studies, reports, and projects as requested.
• Screens incoming phone calls.

Schedule and coordinate daily transportation needs for patients.

• Communicate changes and/or cancellations to the assigned drivers.
• Review daily calendar to determine availability of drivers.
• Generate transportation request tickets and distribute to drivers based on their schedule.
• Keep annual registration and insurance current.
• Keep drivers apprised of hospital and/or department updates.
• Ensure drivers keep on track with their daily assignments.
• Reschedule changed appointments.
• Gather daily transportation request via email, phone, or fax.
• Ensure transportation vehicles are properly serviced and accurate records are maintained.
• Received and coordinate transportation for unscheduled patients.
• Call various departments to confirm appointments.

Judgment/Dependability

• Makes sound decisions within the range of expectation for the position.
• Ability to perform assigned tasks with minimal supervision.
• Reports to work on time and completes assignments in a timely fashion.

Self Development

• Maintains current knowledge of trends in the field.
• Attends required in-service functions.

Professional Conduct

• Maintains confidentiality as related to job responsibilities.
• Demonstrates the philosophy of team concept.
• Employee has the willingness and ability to perform additional duties and responsibilities in different areas of the department on an as-needed basis or as determined by management.
• Follows established hospital and department policies.
• No more than 2 written substantiated complaints representing a breach of policy, procedure or professional behavior since last evaluation.
• Completes assigned work within shift.
• Attends 75% of staff meetings or reads and initials minutes.
• Exhibits willingness to resolve problems as they arise.
• Communicates well with supervisor reporting problems with equipment, supplies, or procedures. Requests assistance as appropriate.
• Participates in group projects and staff meetings with suggestions that enhance the work environment and increase productivity.
• Consistently projects positive professional image through appearance and behavior.

Guest/Interdepartmental Relations

• As observed by representatives of management, all interactions are conducted in a professional manner.
• Consistently contributes to the team effort (e.g., assists co-workers when need is observed or upon request, offers constructive suggestions rather than complaints).
• Consistently displays cheerful and positive attitude.
• Verbal and written feedback from patients, family members/significant others, medical staff, visitors and co-workers indicates behavior conducive to positive guest relations.
• Consistently exhibits appropriate phone protocol (e.g., answers phones promptly, is courteous and helpful).

Prepares purchase order requisitions, files & matches invoices to requisitions for approval and forwarding to Accounting Department after approvals are secured. Activates the “IMM” system for accounting data management.

Completes the purchases order/requisition/invoice process within 3 weeks of invoice receipt & forwards for departmental approval & on to accounting department for payment within 5 more days 90% of the time.

Prepares the monthly PM work order process through the “Grand PM” computer system. Upon completion of the work order(s) the resulting data is entered back into the preventive maintenance system by category etc.

Issues monthly PM list at least 2 days prior to beginning of the Pm(s) month. Computes data entry of completed PM(s) within 30 days of receipt.

Coordinates telephone requests to plant operation staff via 2-way radio system & co-ordinates telephone, key & security issues, departmental moves relocations for equipment, furniture, records etc.

Coordinates all incoming requests so as to have the work complete within 10 days of request receipt.

Professional Growth and Development

• Completes general and departmental orientation within established time frames.
• Maintains licensure/certification as appropriate.
• Completes annual safety updates within established time frames.
• Attends 80% of in-service programs.

Performance Improvement

Consistently strives to understand, anticipate and meet the needs, expectations and satisfaction levels of patients and other "customers". Errors, inefficiencies and inaccuracies are brought to management's attention with suggestions for improvement. Develops innovative solutions to departmental problems. Identifies and implements methods of controlling costs or generating revenue while providing maximum value to both the patient/customer and the hospital. Maximizes efficiency in all departmental operations. Measures progress against quality goals.

Qualifications

• Minimum Education
• Minimum Experience
• Required Certification/Registration