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Administrative Secretary

Job ID 85331 Full / Part Time: Full-Time
Location: Westfield, Massachusetts
Regular/Temporary: Regular

Baystate Noble Hospital is a 97-bed acute care community hospital providing a broad range of services to the Greater Westfield community. We offer direct access to world-class technology, diagnostics, and specialists as a proud member of Baystate Health. Together, we passionately work to ensure that our patients have access to exceptional health care, close to home. An ideal combination of “high tech” and “high touch,” a staff of highly trained and compassionate nurses and medical support personnel complements an outstanding medical staff.

Is accountable for the provision of effective administrative and secretarial support systems which enhance the productivity and efficiency of the Director of Patient Care Services and Nursing Leadership Group.  As part of the Administrative Support Team, provides support for President and Chief Operating Officer as needed. Acts as a support to Management with various projects as assigned including preparation of financial budgets,  policies and forms. Updates online policies in the BNH Clinical Operations, Nursing Policy & Practice, and Infection Control Manuals. Coordinates executive calendars, generates reports and correspondence as requested, prepares meeting materials, agenda, and minutes, as well as attends various hospital committee meetings as Recorder. Processes incoming mail including e-mail and voice mail, maintains executive files, prepares purchase requisitions, check requests, maintenance requests, orders supplies, manages incoming phone calls as well as the reception function and performs routine tasks, e.g. photocopying, faxing, laminating.  Monitors and approves payroll for Nursing Managers. Prioritizes workload and reviews assignments with Director/ Managers as necessary. Observes all health and safety requirements.

Acts as Receptionist by receiving visitors, patients and co-workers. Takes/ relays messages to facilitate required communications. Screens visitors and promptly notifies appropriate personnel when required. Screens incoming calls and routes to appropriate personnel or takes message in accordance with established hospital procedures. Responds to moderately complex or confidential material from all employees or external sources. Communicates sensitive information to Senior Managers or external sources. Handles customer complaints by attentively listening, asks appropriate questions to clarify the problem, and refers to the appropriate Manager/Quality in a timely fashion. Demonstrates ability to step outside of routine job tasks to meet customer’s need(s).

Supports other Hospital Managers: Manager, Food Services: Types weekly conference rooms schedule and distributes. Chair, Safety Committee: Types Environment of Care policies and distributes for approval. Obtains signatures and posts updates online and in manuals. Social Workers: Types Rays of Hope Grants for Cancer/ Bereavement/ Caregivers Support Groups. Registers Social Worker for educational program, submits check requests, orders office supplies, booklets etc. Prints Health Care Proxy forms and various notices/ letters as requested. Surgical Services: Types dept. forms/policies, aftercare patient instructions, Surgeon preference cards. Case Management: Registers for educational programs, submits check requests, orders supplies. Types/ mails Patient Satisfaction Surveys to patients, Rehabs, Nursing Homes, and VNAs. Senior Management: emails daily hospital census.

Hospital and Nursing Manuals: Is responsible for the following manuals: BNH Clinical Operations, Nursing Policy & Practice, Emergency Services, Surgical Services, Infection Control and Administrative On Call Manuals. Types policies and forms for Committee approval and signature. Updates manuals and online policies. Maintains Master Table of Contents for policies included in above manuals and distributes updates periodically.

Provides typing and clerical services to process written communications. Composes and types correspondence with knowledge of grammer and punctuation. Prepares confidential correspondence in accordance with established department and hospital policies. Types various reports as directed. Develops forms, tables, and charts in accordance with established department format. Types job descriptions for Nursing Services. Maintains pending/ tickler file effectively.

Budgets: Assists Director of Patient Care and Nurse Managers with preparation of annual departmental budgets and submits proposals online. Monitors/ reconciles budgets for Cost Centers 600, 603, 741 and prepares BPC reports for Director of Patient Care and Chief Financial Officer on monthly basis. Prints all nursing department budget reports monthly for Director's review. Works with Director to verify PCard charges and submits invoices for payment. Monitors travel expenses for Director and prepares report/check request for reimbursement.

PRC (Patient Satisfaction Surveys for Nursing Departments): Verifies invoices and initiates check requests. Compiles annual cost report.

Processes mail and handles routine correspondence/ duties. Reads mail and distributes to appropriate areas. Attaches relevant items or information for Manager's review. Drafts response for Director's review/approval. Copies and laminates forms/ information as directed. Sends thank you notes, plants/flowers, cards as appropriate.

Uses equipment/ computer applications, spreadsheets, databases and/or software packages to prepare reports, track data, and/or maintain database. Enters data on spreadsheet/ software according to prescribed procedure with accuracy. Develops more complex calculations, verifies calculations. Assists in preparing more complex administrative reports, special reports/analysis as directed. Decides on report design and presentation of material.

Maintains department recordkeeping and filing systems; classifies, sorts, and files correspondence, articles, records, and other documents. Oversees department recordkeeping and filing systems by developing and implementing efficient coding systems. Ensures efficiency of system, updates/ purges files on Word Processor and other systems on regular basis. Maintains folder for Nurse Managers, Social Workers and Case Managers of current RN license, and certifications e.g. ACLS and CPR.

Nursing Department Activities: Works with Director and Nurse Managers to prepare for Nurses Week activities. Composes invitations, notices, programs, certificates and congratulatory and thank you letters. Order refreshments to plan for Ice Cream Social, Nurses Day Program, and Nurses Appreciation Breakfast.

Positive Image: Represents BH in positive manner by maintaining a calm and confident demeanor. Maintains professional manner at all times while interacting with all employees and visitors. Is truthful, courteous and fosters trust. Takes pride in appearance. Exemplifies Baystate Health Service Excellence principles.

High School Diploma/GED Required

3-5 years Administrative Assistant experience

Excellent interpersonal skills in dealing with employees, peers, medical staff, and outside agencies. Knowledge of office procedures; well developed PC skills including Word Processing and Excel as well as accounting skills. Advanced organizational skills and is self directed.  Ability to make sound judgments. Maintains confidentiality of all information. Knowledge of accreditation and regulatory standards. Demonstrated promotion of Baystate Best Service Principles and Behaviors.

Hours/Schedule:  Full-time 40 hours, 8:30am-5:00pm

Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.

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