Site Secretary

It’s inspiring to work with a company where people truly BELIEVE in what they’re doing

When you become part of the Chapters Health Team, you’ll realize it’s more than a job. It’s a mission. We’re committed to providing outstanding patient care and a high level of customer service in our communities every day. Our employees make all the difference in our success

Role:

The Site Secretary is responsible for all administrative/secretarial duties for the Regional Director or assigned director. Effectively communicates with staff and external agencies. In addition to performing Site Secretary duties and responsibilities, may provide concurrent support as a Team Secretary.

Qualifications:

· High school diploma; Associate’s degree or an equivalent combination of work experience and education

· Minimum of three (3) years of general office experience

· Well-developed organizational and computer skills; work experience with Word and Excel

· Well-developed communication (written and verbal) and employee relations skills

· Highly organized; attention to detail with high degree of accuracy

· Able to effectively manage a number of tasks simultaneously

· Ability to handle stress of multiple priorities

Competencies:

· Satisfactorily complete competency requirements for the position.

Responsibilities of all employees:

· Represent the Company professionally at all times through care delivered and/or services provided to all clients.

· Comply with all State, federal and local government regulations, maintaining a strong position against fraud and abuse.

· Comply with Company policies, procedures and standard practices.

· Observe the Company's health, safety and security practices.

· Maintain the confidentiality of patients, families, colleagues and other sensitive situations within the Company.

· Use resources in a fiscally responsible manner.

· Promote the Company through participation in community and professional organizations.

· Participate proactively in improving performance at the organizational, departmental and individual levels.

· Improve own professional knowledge and skill level.

· Advance electronic media skills.

· Support Company research and educational activities.

· Share expertise with co-workers both formally and informally.

· Participate in Quality Assessment and Performance Improvement activities as appropriate for the position.

Job Responsibilities:

· Anticipates the needs of and provide administrative support for the business and office functions of the Regional Director, Executive Director, or other assigned manager.

· Handles customer services to patient/family, staff, and all other internal/external customers. Ensures concerns/needs are resolved and handled in a timely and effective manner.

· Coordinates, schedules and sets up for meetings; prepares agendas; handles and distributes meeting minutes/packets. Oversees room set up; maintains equipment inventories and oversees sign-out.

· Prepares and processes spreadsheets and graphics to compile and tabulate data using multiple software programs. Assists with the preparation of forms, reports, correspondence and presentations.

· Prepares and coordinates the on-call schedule for assigned discipline; and coordinates site receptionist coverage.

· Oversees the Team Secretaries located in the site office, including weekly on-call schedule and receptionist coverage. Provides support as a Team Secretary, when needed.

· Oversees services at site facilities; maintains equipment (copiers, fax machines, printers, phones, fire extinguishers, etc.) and orders/restocks supplies (kitchen, office, medical, etc.). Oversees and maintains responsibility for check out/check in of keys, fobs, and parking passes. Coordinates facility functions/issues in collaboration with Facilities Manager.

· Oversees biohazard manifest logbook. Maintains biohazard waste supplies and serve as contact person for contracted labs.

· Creates and maintains landlord and vendor relationship (i.e., plumbers, electrical, A/C, coffee) with Facilities’ approval.

· Creates and updates communication boards.

· Performs other duties as assigned.

This position requires consent to drug and/or alcohol testing after a conditional offer of employment is made, as well as on-going compliance with the Drug-Free Workplace Policy.

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