Job Type: Regular

Time Type: Part time

Work Shift: Day (United States of America)

FLSA Status: Non-Exempt

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Contributes to the Hospital’s mission by providing administrative and secretarial support to a department and its leadership team. This position has the potential of impacting all of the Hospital’s goals by providing high quality administrative assistance to assist the department and leaders in operating efficiently.

Job Description:

QUALIFICATIONS

Education

Required:  High School Diploma or equivalent

Preferred:  One year of secretarial or other advance schooling

Experience

Required:

• 3 years of previous administrative support/secretarial experience
• Proficient computer skills using Microsoft Office

Other Skills/Knowledge:

Required:

• Analytical ability to gather and interpret data in situations where the information or problems are not overly difficult or complex.
• Excellent typing and editing skills
• Able to exchange factual information, schedule appointments, greet visitors, explain Hospital policies, and relay messages to appropriate personnel.
• Communicates effectively with tact and empathy while conveying the message clearly and concisely.
• Able to maintain HIPPA confidentiality and professionalism, representing the department and its leaders professionally within the Hospital and externally.
• For safety and quality reasons, must be able to read, write and communicate effectively in English with patients, visitors and fellow members of the hospital team.

Preferred:

• Able to produce signature-ready materials with minimal direction.

LICENSES, REGISTRATIONS, CERTIFICATIONS:  N/A

LIFE SUPPORT CERTIFICATION REQUIRED:  N/A

POPULATION SPECIFIC REQUIREMENTS:      N/A

OTHER JOB REQUIREMENTS:

On-call:  N/A

Schedule requirements:  Occasional schedule variations may be required to meet deadlines and complete special projects.

Travel requirements:   Based on department needs.

REPORTING RELATIONSHIPS:

• Reports to Director(s) or Associate Director(s)
• Not responsible for supervising the work of others.

JOB FUNCTIONS

Consistent with the WE CARE principles and inherent in a hospital environment, employees must be flexible in meeting patients’ and the Hospital’s needs. While the list below describes the primary functions of this job, all employees at Winchester Hospital need to recognize that an essential element of their job is the ability to respond to unanticipated and/or changing situations.  This may result in assuming responsibilities or tasks which are not on this list.

As part of the Winchester Hospital team, this position:

• Types correspondence, reports, charts, tables, contracts, manuscripts and records with some direction and guidance.  May be expected to take minutes or dictation.  Proofreads and edits materials for grammar, punctuation or spelling. 
• Posts information to records and logs.  Produces excel documents.  May maintain department score cards or reports.
• Maintains data in Excel spreadsheets and/or department specific databases. 
• Receives and screens visitors and telephone calls.
  • Notifies appropriate personnel or records messages.
  • Handles basic calls, answering policy or basic questions as appropriate.
  • Handles patient or other complaints, attempting to apply the RELATE method, diffusing the situation or collecting pertinent information to escalate the concern.
• Orders office supplies to maintain department inventory and for special projects.  Monitors budget to ensure that the department office supply expense is within budget.
• Makes routine travel arrangements as directed. 
• Prepares receipts and invoices for payment and obtains appropriate authorization.  Upon request, investigates invoice discrepancies.
• Opens, sorts, records and distributes mail.
• Maintains department calendar.  Schedules meetings and appointments.  Assists department and leadership in utilizing Microsoft calendar to optimize efficiency and clarify availability and schedule requirements.
• Research basic issues for department leadership or in service to the department.
• Prepares, records and distributes meeting agendas, reminders and minutes. 
• Maintains department files
• Provides administrative back-up to other administrative staff as necessary. 
• May function as the initial department contact for equipment problems.
• Performs other administrative and clerical duties for the leaders and department to ensure efficient department operations.
• Organizes workload to comply with deadlines and priorities established by leaders and/or department procedures.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more about this requirement.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled