Department Office Assistant - Hospice, Full Time

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Job description

POSITION SUMMARY:

To be fully engaged in providing Quality/No Harm, Customer Service and Stewardship by providing a variety of administrative support to the manager and staff and deliver excellent customer service to internal and external customers. Perform a variety of daily tasks to ensure the department operates effectively and efficiently. May be asked to coordinate projects or participate on a team or committee as needed to support department and/or the organization's goals and initiatives.

PRIMARY ACCOUNTABILITIES:

Quality/No Harm:

* Perform a variety of administrative duties either independently or as back up to others, using applicable office equipment

* Follow department processes and procedures for efficient operation and compliance for department.

* Prepare internal and external correspondence, including delivery method for timely receipt or distribution.

* Prepare and complete data input, maintaining logs, spreadsheets, reports and other documents,

* Maintain confidentiality using Health First policies and guidelines

* Maintain supply inventory lists; notifying Manager when supplies need to be ordered; verify receipt of supplies and store appropriately.

* May coordinate with others (internal and external) to assist Manager for accomplishing projects and activities.

* May assist with creating and maintaining files, completing reports, paperwork, logs, as needed.

* Assist with maintaining a clean work area.

* Support commitment to continuous quality Improvement and organizational operational effectiveness by identifying way to eliminate low value tasks and procedures; maintain policy, procedures and safety manuals.

Stewardship:

* Order and maintain adequate office supplies. May maintain documentation of service on equipment and reports all malfunctions of equipment to the appropriate individual.

* Assist in other areas of the department and facility

* Participate in activities as a Health First representative when needed.

* Remain flexible and adaptable to changes in workflow, processes, etc.

* Accept additional responsibilities to assist with workload or to facilitate departmental goals/initiatives (i.e., voluntarily work additional hours, assist management with necessary workflow and/process changes, data collection endeavors, etc.); and perform other duties as needed

* Plan, organize and perform daily work in a productive manner.

Customer Experience:

* Provide general office and reception duties. Greet and assist customers in a timely and courteous manner with a willing and helpful attitude. Answer telephones promptly, courteously and with discretion; respond to phone messages with same approach.

* Set up appointments or meetings as needed, understanding purpose and need

* Assist in setting and preparing department staff meetings, including set up, notifying, distributing materials needed and follow up.

* Maintain department or area calendar of events, postings on department board, and distribution of department information.

* Provide support for designated special events as dictated by department.

* Follow Health First's and department policies and procedures

QUALIFICATIONS REQUIRED:

* Minimum 1 year experience in administrative or clerical role

* Time Management

* Use MS Office, including Outlook, Word and other appropriate software needed by department.

* Organizational and communication skills

* Collaboration and teamwork

PHYSICAL DEMANDS:

* Sit or stand for long periods; occasional bend, stoop

* Meet additional demands and lifting requirements as defined by the department

MENTAL DEMANDS:

* Noise level varies daily

* Maintain composure in a stressful environment, while performing multiple tasks and priorities