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Job Information

Consulate Health Care Administrative Assistant in Newport News, Virginia

Job ID 107605
Position Location US-VA-Newport News
Care Center Newport News Nursing and Rehabilitation Center
Job Category Administration
Position Location : Street 12997 Nettles Drive
Position Location : Zip 23602-6913
Position Status PT < 20 HOURS WK

Job Overview

Purpose of Your Job Position

As an Administrative Assistant, you are entrusted with the responsibility of caring for our residents, families, co-workers, visitors and all others; as well as demonstrating in all interactions, the company’s five core values of Compassion, Honesty, Integrity, Respect and Passion. The primary purpose of your job position is to be responsible for performing a variety of clerical and administrative duties to assist the assigned supervisor; adhering to specific procedures and programs; coordinating work within the department as well as with other departments; complying with all operating policies and procedure; reporting pertinent information to the assigned supervisor; responding to inquiries or requests for information; interacting in a courteous, tactful, friendly and cooperative manner; handling issues, complaints, inquiries and questions; attending all mandatory inservice meetings and education programs. You are entrusted to provide innovative, responsible healthcare with the creation and implementation of new ideas and concepts that continually improve systems and processes to achieve superior results.

Job Functions

As Administrative Assistant, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties. Responsible for performing a variety of clerical and administrative duties to assist the assigned supervisor; adhering to specific procedures and programs; coordinating work within the department as well as with other departments; complying with all operating policies and procedures; reporting pertinent information to the assigned supervisor; responding to inquiries or requests for information; interacting in a courteous, tactful friendly and cooperative manner; handling issues, complaints, inquiries and questions; attending all mandatory inservice meetings and education programs. No supervisory function. This job description does not list all the duties of the job. You may be asked by supervisors or managers to perform other duties. You will be evaluated in part based upon your performance of the tasks listed in this job description. The employer has the right to revise this job description at any time, for any reason.

Duties and Responsibilities

  1. Reads correspondence and memos directed to administration, handling those of a routine nature either by writing or telephoning aresponse or redirecting matters to proper parties to expedite handling; prepares and develops confidential and routine correspondence, reports, forms, business documents, and special mailings.

  2. Prepares preliminary work on various projects.

  3. Performs various clerical duties, i.e., typing, filing, answering the telephone, scheduling appointments, etc.

  4. Prepares, receives and directs inter-office and U.S mail; prepares bulk mailings for distribution.

  5. Organizes, monitors, and maintains general administrative records and filing systems.

  6. Prepares and distributes various meeting/event calendars.

  7. Organizes, monitors and maintains physicians’ credentialing process according to agency policy.

  8. Maintains statistics and/or other reports, as directed.

  9. Provides customer service to resident/families as necessary.

  10. Coordinates room setups and refreshments for meetings and conferences.

  11. Handles special projects as directed, coordinating with the individuals essential to the assignment.

  12. Reviews/maintains time and attendance records for supervisor’s approval prior to submitting to the payroll department

  13. Enters missed punches for staff and agency employees. Reconciles hours daily.

  14. Adheres to specific procedures and programs.

  15. Ensures an atmosphere, which allows for the privacy, dignity and well being of all residents, patients, and clients in a safe, secure environment.

  16. Follows universal and, when appropriate, transmission-based precautions.

  17. Maintains awareness of individual responsibilities under the established Fire Safety/Disaster plan.

  18. Coordinates specific work tasks with other personnel within the department as well as with other units and department in order to ensure the smooth and efficient flow of information.

  19. Reports pertinent information to the immediate supervisor as requested, or according to an established schedule; compiles information as necessary or as directed and provides data to appropriate personnel.

  20. Responds to inquiries relating to his/her particular area, or to requests from customers, other personnel, etc., within given time frames and within established policy.

  21. Interacts with resident, residents’ families, volunteers, visitors and the general public as well as other employees and departments in a courteous, tactful, friendly, and cooperative manner.

  22. Handles issues, complaints, inquiries, and questions from residents and the general public.

  23. Attends all mandatory inservice education programs and required meetings.

  24. Performs tasks which are supportive in nature to the essential functions of the job, but which may be altered or redesigned depending upon individual circumstances.

  25. Embrace the company’s five core values of compassion, honesty, integrity, respect, and passion, and incorporate them into daily job function.

  26. Demonstrate respect and compassion in every interaction.

  27. Conduct oneself with the highest degree of honesty and integrity in every interaction.

  28. Demonstrate a passion for caring as evidenced by interaction with co-workers, residents, families, and visitors.

  29. Perform other duties as assigned.

Safety

Follow established safety regulations, to include fire protection/prevention, smoking regulations, infection control, etc.

Follow established ergonomics policies and procedures governing lifting techniques, repetitive tasks, and the use of safety equipment and supplies to prevent work-related injuries and illnesses.

Working Conditions

Works in office areas as well as throughout the facility.

Moves intermittently during working hours.

Is subject to frequent interruptions.

Works beyond normal working hours, weekends and holidays and on other shifts/positions as necessary.

Is subject to call back during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.).

Attends and participates in continuing educational programs.

Is subject to injury from falls, burns from equipment, odors, etc., throughout the workday, as well as to reactions from dust, disinfectants, tobacco smoke, and other air contaminants.

Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and AIDS and Hepatitis B viruses.

Communicates with nursing personnel, and other department personnel.

Is subject to hostile and emotionally upset residents, family members, personnel, visitors, etc.

Is involved with residents, family members, personnel, visitors, government agencies and personnel, etc., under all conditions and circumstances.

May be subject to the handling of and exposure to hazardous chemicals.

Education/Experience

High School Diploma or GED equivalent

Prefer two (2) year college degree or equivalent with an emphasis in a business curriculum.

Specific Requirements

Must be able to work independently

Must possess excellent interpersonal, coordinating, and organizational skills

Must have proficient analytical and report-writing skills.

Must have proficient typing/keyboarding skills, as well as proficient PC skill and sufficient knowledge to use PC software or other applicable software.

Must be able to manage multiple tasks at one time.

Must be able to read, write, speak, and understand the English language and possess good communication skills.

Must possess the ability to make independent decisions when circumstances warrant such action.

Must be a supportive team member, contribute to and be an example of teamwork and team concept.

Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel, and the general public.

Must possess leadership and supervisory ability and the willingness to work harmoniously with other personnel.

Must be willing to seek out new methods and principles and be willing to incorporate them into existing training practices.

Must possess the ability to plan and develop new programs.

Physical and Sensory Requirements

(With or Without the Aid of Mechanical Devices)

Must be able to move intermittently throughout the workday.

Must be able to speak and write the English language in an understandable manner.

Must be able to cope with the mental and emotional stress of the position.

Must be able to see and hear or use prosthetics that will enable these senses to function adequately to ensure that the requirements of this position can be fully met.

Must function independently and have flexibility, personal integrity, and the ability to work effectively with residents, personnel, and support agencies.

Must meet the general health requirements set forth by the policies of the company, which include a medical and physical examination.

Must be able to relate to and work with the ill, disabled, elderly, emotionally upset, and, at times, hostile people within the facility.

Must be able to push, pull, move, and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such weight a minimum distance of 50 feet.

May be necessary to assist in the evacuation of residents during emergency situations.

EEO/MFDV

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