Unit Secretary - Admit/Discharge Unit

Position Summary:
To facilitate the activities of a nursing unit through the effective performance of receptionist, transcriptionist, and clerical processes. The position manages information and connects, physicians, staff, and visitors with appropriate resources.

Qualifications:
EXPERIENCE REQUIREMENTS
1-3 years of experience in an office environment with well-developed, accurate typing skills, experience with Microsoft Word functions, familiarity with other data processing systems, good organizational skills and use of initiative preferred.1-3 years of experience working despite considerable interruptions and the ability to relate to others at a professional level, with tact, diplomacy, and judgement preferred.
SKILLS AND KNOWLEDGE
Writes, reads, comprehends and speaks fluent English.Basic computer knowledge using word processing, spreadsheet, email, and web browser.

Essential Functions:

• Provides secretarial support to the Nurse Managers and ancillary team members.� Provides secretarial support in a timely and efficient manner� Completes payroll for team members in an accurate and timely manner� Creates letters, reports, minutes, memos, forms, flow charts, etc.� Ensures professional looking, accurate and grammatically correct finished documents.� Maintains accurate weekly attendance record.� Maintains accurate absent/tardy records.� Organizes/completes assignments independently, efficiently and in a timely manner.� Attends meetings as needed.� Takes thorough, concise, accurate notes in meetings with a timely turn around time.� Transcribes minutes, places in proper format for dissemination.� Information/documents are filed appropriately for easy retrieval.� Maintains manuals� Types job descriptions.� Schedules meetings.� Is the liaison person between nursing and ancillary departments. Does tasks such as ensure maintenance requests have been completed, assists in finding lost belongings and other duties as requested.� Schedules and maintains calendar of appointments, meetings.� Communicates effectively with other secretarial support team members regularly.� Maintains confidentiality
• Acts as a receptionist for the unit promoting positive relationships with those interacting with the nursing unit.* Greets visitors, physicians, patients, and staff in a friendly receptive manner* Promptly and courteously acknowledges individuals at the desk* Displays warmth, concern and respect for those needing assistance* Answers telephone timely, professionally, identifying unit, name, and title* Establishes positive working relationships with other hospital personnel* Knowledgeable and respectful of the roles other ancillary department personnel have in delivering patient care* Communicates with others and is professional and respectful* Prioritizes and accurately channels incoming and outgoing information* Maintains flexibility and is able to adapt to rapidly changing environment and work volume. i.e. Code Blue, UAT, staffing needs.
• Prioritizes and completes assignments independently and in a timely manner.� Establishes priorities to ensure timely completion of reports and miscellaneous projects.� Anticipates workload.� Flexibility allowed to accommodate changing priorities. � Work is completed accurately, timely. Rework is minimal.� Routinely generates reports and distribute appropriately.� Develops processes that improve workflow and effective communication.� Proactively anticipates needs, both defined and undefined.
• Maintains skills and current knowledge of secretarial processes and equipment to meet the needs of the position.� Must be self-motivated toward continued professional growth and development.� Continually strives to maintain expertise in clerical processes and equipment to enable enhancement with assignments.� Able to troubleshoot smaller problems with office machines before repair service is required.� Requires minimal direction on routine and non-routine tasks.� Stays abreast of changes/innovation in software or functions of the systems, using them to the highest advantage.� Develops new skills that will improve the quality and efficiency of job duties.� Efficiently conducts internet searches as directed.� Approaches problems with systematic and critical thinking, considers issues from all angles and offers suggestions/solutions that assist with projects.� Monitors and ensures an adequate supply of forms and office supplies.
• Works closely with Nurse Manager in managing and maintain operations of the staffing team members.� Assists the Nurse Manager with office processes related to evaluations, schedule, and audits� Tracks staffing data based on Nurse Manager request.