Administrator

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Job description

We are looking for a responsible Administrator to organize our company's day-to-day operations. Your job will be to provide clerical support to our managers and employees and coordinate all daily administrative activities. The Administrator should be highly organized and able to multitask with ease. The Administrator's main tasks include managing office equipment, booking meetings and events, arranging travel and distributing mail. Our ideal candidate has experience as an Office Administrator, Secretary or relevant administrative role. You should be familiar with office software (e.g. MS Office), including word processors, spreadsheets and presentations. Ultimately, a successful Administrator should be able to ensure our office procedures run smoothly.

Responsibilities

• Book meetings and schedule events
• Oversees all business-related activities of the Agency
• Assures phones are answered in a professional and courteous manner
• Enters all intake information for professional and paraprofessional cases
• Assures intake form is appropriate and completed for admission approval.
• Verifies that appropriate personnel are assigned to cases.
• Ensures replacement workers are assigned in a timely fashion.
• Communicates with patients/families on health-related issues and problems.
• Takes telephone referral information if no nursing staff available and passes referral on to nurse as soon as possible.
• Distributes paychecks to staff.
• Handles all matters related to coordinating personnel and the patients they serve, with the exception of issues that require clinical judgment.
• Assists in maintenance of adequate staffing patterns and time-off records for staff.
• Coordinates the scheduling of staff.
• Maintains case management notes related to situations that arise with staff.
• Reviews case management notes that document communication that relates to patients care and how each situation was handled.
• Communicates on a routine basis with contract agencies to maintain smooth relations.
• Supervises coordinating staff in regard to punctuality, reliability, assignments and related matters.
• Prepares written performance evaluations of coordinating staff. Recommends wage adjustments for business staff.
• Oversees the business staff. This includes counseling and making recommendations regarding suggested discipline or corrective action or continued employment status where performance problems exist.
• Coordinates and ensures that the coordinator negotiate proper pay rates
• Maintain internal databases
• Submit expense reports
• Keep employee records (physical and digital)
• Maintain a filing system for data on customers and external partners
• Distribute incoming and outgoing mail
• Prepare regular reports and presentations
• Make travel arrangements
• Handle queries from managers and employees
• Update office policies and ensure compliance with them

Skills

• Proven experience as an Administrator, Administrative Assistant or relevant role
• Familiarity with office equipment, including printers and fax machines
• Knowledge of office policies and procedures
• Experience with office management tools (MS Office software, in particular)
• Excellent organizational and time-management skills
• Strong written and oral communication skills
• Problem-solving attitude with an eye for detail
• High school diploma; additional qualifications as an Office Administrator or Secretary are a plus.

Job Type: Part-time

Pay: $18.00 - $25.00 per hour

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Administration: 1 year (Preferred)

Work Location: One location