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.

Compensation Pay Range

$20.26 - $30.16

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.

All Chapters Health System employees performing services for Florida affiliates are submitted through the Florida Care Provider Background Screening Clearinghouse to verify eligibility after a conditional offer of employment is made as well as ongoing eligibility. For more information, please visit https://info.flclearinghouse.com/ .