STATE OF THE HEARTHOSPICE

POSITION DESCRIPTION

POSITION:PATIENT & FAMILY SERVICES ADMINISTRATIVE ASSISTANT

REPORTS TO:DIRECTOR OF PATIENT AND FAMILY SERVICES

Summary of Position: The Executive Assistant is directly responsible for providing administrative and secretarial support to the Director of Patient and Family Services and other departmental managers: Admissions, Social Services, Music and Ministry, Bereavement and Camp. Extensive knowledge of State of the Heart Hospice, policies and procedures is essential.

Position Specifications:

Education:High school diploma or associate’s in administrative services.

Experience:Experience and knowledge of Microsoft Office products.

Minimum of one year secretarial experience required.

Special Skills and Requirements

1.General secretarial skills with accuracy in typing, filing, and word processing.

2.Excellent communication, documentation, and organizational skills.

3.Able to follow instructions.

4.Able to work independently without supervision.

5. Shall have a valid driver’s license.

Working Conditions: Involves computer and telephone work, filing and general office duties. Travel to other sites as needed. Travel may be in inclement weather. Must be able to lift 10 lbs. of supplies/equipment. Requires approximately 6 1/2 hours of sitting, 1 1/2 hours of standing, twisting, turning, bending, lifting and walking.

Essential Functions:

  1. Answer front desk calls and bereavement inquires.
  1. Put bereavement phone calls and visits into Suncoast.
  1. Create and modify documents using Microsoft office and excel.
  1. Put funeral home arrangements on communication dashboard.
  1. Arrange ceramic heart delivery to funeral homes with volunteers.
  1. Refilling bereavement supplies and filling out bereavement supply forms.
  1. Send bereavement mailings and coordinate volunteers to help with this.
  1. Perform general clerical duties to include but limited to photo copying, faxing, mailing, and filing.
  1. Put together admissions binders and help with intake overflow.

Responsibilities of Position:

  1. Answer front desk calls and bereavement inquires.
  1. Put bereavement phone calls and visits into Suncoast.
  1. Create and modify documents using Microsoft office and excel.
  1. Put funeral home arrangements on communication dashboard.
  1. Arrange ceramic heart delivery to funeral homes with volunteers.
  1. Refilling bereavement supplies and filling out bereavement supply forms.
  1. Send bereavement mailings and coordinate volunteers to help with this.
  1. Perform general clerical duties to include but limited to photo copying, faxing, mailing, and filing.
  1. Put together admissions binders and help with intake overflow.

Personal Responsibility/Accountability:

  1. Committed to the mission and core values of State of the Heart Hospice.
  1. Attends team and mandatory meetings.
  1. Absences/tardies are within policy parameters.
  1. Is open to changes in work schedule, assignments, and location.
  1. Follows established policies and procedures.
  1. Completes and submits required documentation.
  1. Follows dress code, routinely wears name tag, and is professional in appearance.
  1. Maintains positive attitude.
  1. Sets priorities and works toward ways to improve processes, efficiency, and quality.
  1. Keeps supervisor or designee apprised of job duties and work assignments.
  1. Identifies own educational needs and takes active role in maintaining professional expertise through self-study and continuing education programs.
  1. Able and willing to follow directions.

______

SignatureDate

h:\human resource department\job descriptions\human resources department\executive.assistant.doc