Position Summary: This is a per-diem (8) hours per week position. The Pioneer Valley Hospice and Palliative Care Administrative Assistant is a skilled member of the support services staff with primary responsibilities for word processing, data entry, filing, and telephone response. The Administrative Assistant provides support services for the Hospice Aide Scheduler and Volunteer Coordinator as needed. The Administrative Assistant is expected to facilitate the mission of the agency and to comply consistently with all Hospice of Franklin County policies and procedures, agency and professional standards of practice and ethics.
Location: Greenfield, MA
Pay rate: $21 per hour
Essential Job Functions
- Communicate effectively in writing, on the telephone and in person
- Sit or stand continuously for periods up to 2 hours
- Operate computer for continuous period up to one hour.
- Lift and carry items weighing up to 20 lbs.
- Complete written forms and reports
- Operate office equipment such as telephone switchboard, calculator, copier, printer, and facsimile machine.
Key Program Activities
- Operate main telephone switchboard and serve as receptionist; forward calls to on-call service at end of day.
- Maintains Interpreters Logs and files: process calls for interpreter services.
- Complete recurring and as assigned word processing projects, copying jobs, and telephone calls to Board members, committee members and others.
- Maintain and produce mailing lists and mailing labels as assigned and as requested
- Prepare and process paperwork and reports for Team Meetings, Staff Meetings, or other Hospice meetings.
- As assigned, prepare information and admission packets and blank medical record charts, complete scheduled chart inventory.
- File documents in open and closed medical records daily, per procedure as assigned.
- Send facsimiles and process incoming facsimiles.
- In absence of HA Scheduler, call HA’s, order DME.
- In absence of Volunteer Coordinator, book and/or cancel volunteers as the situation requires.
- Enter into clinical data system and produce reports as assigned.
- Prepare daily mail as needed.
- Update RN on-call calendar; Communicate schedule changes to Crocker Communications.
- Maintain adequate inventory and organization of medical supply closet.
- Other duties as assigned.
Interdisciplinary Team Responsibilities
- Complete preparations for IDT meetings
- Participate in agency Quality Improvement process.
- Demonstrate advocacy for those served by the Hospice of Franklin County.
- Maintain basic understanding of agency services, organization events, eligibility funding and mission.
Administrative Expectations
- Purchase and maintain adequate inventory of office supplies.
- Maintain sufficient postage in postage meter; process repair requests for postage meter, fax / copy machines and phones as needed.
- Maintain staff directory and emergency phone tree; redistribute to staff when directory is revised
- Coordinate the supply, distribution, and maintenance of clinical staff cell phones and pagers.
- Maintain knowledge and skill level adequate to provide back-up or assistance to other clerical staff when needed.
- Attend agency meetings (monthly staff, department meetings, in-services, etc.) and record minutes as assigned.
- Meet individual and program expectations and goals as identified through performance appraisals, the annual plan or by the supervisor.
- Demonstrate safe and effective management of agency resources and funds.
Qualifications
(Minimum qualifications will be considered required unless specifically stated otherwise)
Experience:
- Recent experience in word or data processing, preferably in a medical setting.
- Demonstrated word processing and data entry skills.
- Recent experience as a telephone/visitor receptionist or demonstrated ability to manage and route incoming telephone calls.
- Basic knowledge of medical terminology, medical records management and medical insurance highly desirable.
- Good basic skills in business correspondence composition, style, grammar, alphabetizing and spelling.
Education, Training, Licenses:
(Acquired through formal education, outside study, training on jobs of lesser degree, or by any combination of these. May be expressed in terms of formal educational equivalents):
- High school diploma or equivalent required
- Training in office skills, secretarial science, data/word processing.
Other Requirements:
- Demonstrates good written and oral communication skills and public relations skills.
- Demonstrates autonomy, organization, assertiveness, and flexibility and cooperation in performing job responsibilities.
- Demonstrates excellent observation, verbal and written communication skills.
- Must be able to read, write and speak the English language proficiently.
- Must have proficient computer skills.
- Handle multiple tasks and meet deadlines.
- Ability to plan, organize, develop, implement and interpret the programs, goals and objectives, policies and procedures that relate to the compliance function.
- Must possess the ability to make independent decisions when circumstances warrant such action.
- Must possess the ability to deal tactfully with personnel, patients/ family members, visitors, government agencies/personnel and the general public.
Working Relationships:
- Title of direct supervisor: Clinical Office Manager
- Additional supervision received from: Executive Director
- Key Contacts (external/ internal):
Clinical Director/ Educator, Referral/ Intake team; Interdisciplinary Team members; Human Resource Coordinator.
Working Conditions
- Uniform / Dress Requirements (Beyond those requirements outlined within Policy No. C:3-015.1): None
Work Environment:
- Working Conditions: Office environment. Subject to varying and unpredictable situations. Handles emergency or crisis situations.
- OSHA exposure category: Category III
- Category I ? Position includes tasks that involve exposure to blood, body fluids, tissues.
- Category II ?Position includes tasks that involve no exposure to blood, body fluids, tissues, but employment may require unplanned Category I tasks.
- Category III ? Position includes tasks that involve no exposure to blood, body fluids, tissues; would not be required to perform Category I tasks.
The above statements are intended to describe the general nature and level of work being performed by employees within this classification. They are not intended to be construed as an exhaustive list of all duties and responsibilities.
