Admin. Assistant, Hospice (FT, Days)

Under the administrative supervision of the Clinical Director of Allied Services Hospice, the Administrative Assistant is responsible for completion of duties, which support the work of the Clinical Director and Intake Coordinator and the activities and details essential to the efficient operation of the Hospice and Palliative Division.

Assigned duties are implemented in a manner appropriate to the age-specific needs of the individuals served.

Type of supervision exercised: None. Jobs reporting to this position: None.

EDUCATION & WORK EXPERIENCE:

High school diploma required.

Commercial school graduate with courses in typing, bookkeeping and English or Associate Degree in Secretarial Science, Business, Administration or related area preferred.

Minimum of three (3) years related work experience required.

SPECIAL EMPLOYMENT REQUIREMENTS:

Good organizational skills. Good verbal and written communication skills and interpersonal skills required for effective interaction with staff, consumers, management, external agencies, etc.

Must be able to demonstrate proficient personal computer skills using Microsoft Office Programs.

Must demonstrate significant degree of independent judgement in performance of assigned duties.

Must have ability to originate correspondence and business reports and manage a variety of projects simultaneously.

Must demonstrate a clear understanding of the goals of In-Home Services.

Valid PA driver’s license and available transportation for travel between In-Home facilities as required.

PHYSICAL DEMANDS:

Sedentary work: duties require exerting up to 10 lbs. of force occasionally (approximately 10-33% of shift) and/or a negligible amount of force frequently to lift, carry, push and pull articles such as files.

Visual/hearing ability sufficient to comprehend written/verbal communication.

Manual dexterity sufficient to perform duties such as typing and computer work.

Position involves bending, reaching, stooping and lifting (occasionally in strained positions) throughout the shift.

Must be able to transport self throughout facility.

Must be able to travel as required to outlying offices.

ACCIDENT OR HEALTH HAZARDS:

No unusual accident or health hazards inherent in position.

WORKING CONDITIONS:

Works in a well-lit office environment.

CHARACTERISTIC DUTIES & RESPONSIBILITIES OF JOB:

E = Essential Element NE = Nonessential Element

• 20% Assures efficient operation of day-to-day office support activities including adequate telephone coverage and equipment/facility maintenance of the Hospice and Palliative Divisions. Plans and implements office practice and procedures in order to improve the day-to-day operation of the In-Home Division. (E)
• 15% Enters referrals, contacts DME providers, verifies insurance. Provides accurate information regarding all program’s services in response to telephone inquiries, and disseminates information to appropriate staff. (E)
• 15% Prepares, types and maintains control over incoming and outgoing correspondence. Performs all secretarial duties and related clerical activities as required by the office of the Assistant Vice-President. (E)
• 15% Completes daily morning report and sends out to staff. Completes On Call log and sends out to staff. (E)
• 15% Develops and maintains accurate record keeping and filing systems in accordance with program requirements. Reviews closed charts for completeness and prepares for scanning. May scan charts and pertinent documents into the patient charts. (E)
• 15% Maintains logs for following regulatory issues. May have to travel to a patients home to obtain signature for regulatory paperwork. Maintains adequate forms for all programs. (E)
• 5% Performs other duties as assigned. (E)

ORGANIZATIONAL RESPONSIBILITIES:

· Employee demonstrates “team player” behavior (offers help and support, welcomes changes). Consistently strives to maintain a harmonious relationship and positive attitude within Allied Services.

· Demonstrates responsibility through responsiveness to others and follows up on matters requiring additional attention. Contacts appropriate personnel as required.

· Addresses patients, visitors, and co-workers in a pleasant and respectful manner. Displays courtesy. Provides direction to patients, families, and visitors, as necessary. Employee shows respect for, and empathizes with, all customers and protects customer confidentiality.

· Consistently on time and ready to work at start of shift. Does not abuse or take advantage of sick time or personal days. Always provides proper notification to supervisor and advance notice of absence or tardiness.

· Demonstrates ability to make logical decisions and seek assistance if necessary.

· Utilizes time in an efficient manner, completing duties timely and safely. Demonstrates a willingness to help when needed for additional tasks.

· Employee makes a great first impression by, making people feel welcome and using good telephone skills.

· Employee listens, anticipates and resolves customer issues.

· Employee takes pride in, stays informed of and involved in, the Allied Health Care System.

· Employee uses appropriate verbal and non-verbal communication with all customers.

· Maintains a professional appearance at all times. Observes dress code and wears identification badge while working. Demonstrates a concern for cleanliness of self and work area.

· Demonstrates initiative for personal growth by attending mandatory in-services and/or continuing education classes.

· Provides knowledge of mission statement. Demonstrates knowledge of Code of Ethics.

· Ensures all levels of confidentiality are maintained.

· Reviews Human Resources and Departmental Policy and Procedure Manual.

· Resolves conflict constructively.

· Possesses the understanding of Corporate Compliance and Code of Conduct policies/procedures.

· Successfully completes annual safety training and is competent in safety policies/procedures.

· Participates in job-related risk reduction strategies and general safety processes. Monitors environment for potential risks to patient, visitor and staff safety. Assists in reporting, investigating and documenting variances. Supports divisional safety plan.

· Employee is aware of his/her positions’ impact and importance in meeting organizational goals and objectives.