Job Description

Job Description
Location: Southwest General Hospital

Posted Date: 2/3/2021

Under the direction of the Director of Case Management the Administrative Assistant performs administrative support services for the Department of Case Management. A. ADMINISTRATIVE COMPETENCIES:1. Attentive to detail and required paperwork inherent to the position, including minutes at which the Director of Case Management presides. 2. Maintains strict confidentiality of sensitive material or information related to Case Management issues. 3. Coordinates work to achieve maximum productivity and efficiency. 4. Understands the organizational and political structure of the Hospital and applies the same in screening of correspondence and calls. 5. Handles contacts with Third Party Payors & other Health Care Agencies tactfully and professionally. B. TECHNICAL COMPETENCIES:1. Demonstrates thorough knowledge of grammar, punctuation, and composition in the preparation of correspondence and reports. 2. Proofs all correspondence for accuracy before distribution. 3. Answers telephone promptly and courteously. 4. Demonstrates good judgment in screening and/or routing calls; takes accurate telephone messages. 5. Schedules appointments to ensure adequate time based on the nature of the meeting; appropriate information is provided pertaining to the meeting. 6. Sorts and distributes mail in a timely manner with good judgment used in reviewing incoming mail. 7. Promptly processes outgoing memoranda and mail. 8. Designs and maintains filing and record-keeping system to allow for easy retrieval of information. 9. Types correspondence, forms, reports, etc., as needed for Case Management.a. Assists in correspondence with all departments and outside entities. 10. Collects and organizes daily reports for Case Management staff. 11. Sends notices of scheduled and called Case Management meetings or other meetings to appropriate individuals. 12. Strives to meet deadlines in completing special projects as assigned. 13. Demonstrates knowledge and skills necessary to provide basic customer service relative to pediatric and elderly development by identifying their requirements relative to age-specific needs. C. INTERACTIVE COMPETENCIES:1. Maintains current knowledge of Hospital and Departmental operational standards to facilitate communication with personnel as needed. 2. Organizes work duties to allow for periods of peak activity and reduced work load for maximum utilization of time. 3. Utilizes communication skills maximally in working with a variety of individuals. 4. Exercises sound judgment in dealing with all levels of Departmental staff, other Hospital staff, and other individuals having interactions with Case Management. 5. Recognizes errors made in own work or work of others and takes appropriate measures. 6. Participates in relevant in service programs and other self-directed learning activities which promote growth in position responsibilities. D. CUSTOMER SERVICE:1. Service.a. Consistently provides outstanding service to all patients, physicians, fellow employees, and guests as appropriate to position.b. Displays initiative to see processes through to completion and offers assistance without being asked.c. Consistently responds to requests in a timely manner. 2. Teamwork.a. Actively participates in department committees and group meetings with a focus on providing input to improve the quality of services.b. Consistently demonstrates behavior which reflects that working as a team is more important than self-interest.c. Demonstrates interpersonal competencies such as problem-solving, negotiation, and conflict management. 3. Attention to Behavior.a. Consistently maintains professional level of conduct.b. Facilitates communication with patients, physicians, guests, and co-workers as appropriate to position.c. Consistently demonstrates courteous and positive behaviors, i.e., smile, pleasant tone, good eye contact.d. Protects confidentiality of patients/ co-workers, respecting their dignity, privacy, and differences.e. Shows respect for hospital property and the property of others.EDUCATION AND EXPERIENCE REQUIREMENTS: A. High school graduate or equivalency with college preparation related to office or health care organization preferred. B. Proficiency in using word processing and computer systems with typing skills of 70 wpm preferred. C. Previous secretarial experience in hospital or selected health care enterprise preferred.