Status:  Full Time

Shift:     M-F 8:00-4:30

Exempt: No 

Summary:

The Post-Operative (Post-Op) Secretary manages the daily organizational needs of the Post-Op Director and assists as necessary with support to the SICU, GSU, and ONU Managers. The Post-Op Secretary works with all managers and clerical staff to promote cohesion between the different settings associated with Post-Op services; manages all communication of information; promotes a positive team atmosphere; supports the organizational philosophy, goals, and initiatives.

Other information:

1.Previous Experience:

Two years experience as a professional assistant preferred.

Healthcare experience preferred.

2.Specialized or Technical Education Required:

College degree preferred.

Proficient in computer usage, particularly, Microsoft Word, Excel and PowerPoint.

Proficient in written communication including grammar, punctuation, formatting and spelling with the necessary skills to effectively prepare administrative reports and outgoing correspondence in a professional manner.

Possess excellent interpersonal skills, ability to deal effectively with all levels of patients, visitors, management, medical staff, and hospital employees.

High level of organization with the ability to organize other people and processes.

Attention to details with a minimum of errors in completed work.

3.Manual or Physical Skill Required:

Computer operation

4.Physical Effort Required:

Sitting for long periods, walking, bending, standing, and pulling.

Strength: Sedentary
Push: Occasionally
Pull: Occasionally
Carry: Occasionally
Lift: Occasionally
Sit: Constantly
Stand: Occasionally
Walk: Occasionally

Responsibilities:

DESCRIPTION OF DUTIES:

1.Trends and files information on new hires, terminations, and transfers for all areas of Post Op Services.

2.Rounds daily on post-op units to gather staffing sheets for recording.

3.Deal discretely with large amounts of sensitive, confidential information related to patients, staff, and hospital affairs.

4.Assist Managers and Director to ensure that time sensitive deadlines are met and that the office processes are followed according to policy.

5.Prepares and distributes correspondence including policies/procedures, memos, letters, meeting minutes and notices to appropriate parties.

6.Coordinate and maintain appointment calendar for the Post-Op Director. Will assist in same for Managers when necessary.

7.Prepare travel requests and arrange travel as necessary for Post-Op Director, Managers, and staff. Submits return paperwork for reimbursement repayment as needed.

8.Maintain time off requests for Surgical Services Management, ensuring appropriate management on site/in town. Ensures PTO, EIT, etc., entered and paid appropriately.

9..Designated time keeper for all areas; oversees payroll preparation for all assigned areas; monitor employee attendance, tardiness, clocking requests etc. and reports any noted trends to department leaders.

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10.Receives in-depth education for new programs and projects in order to assist and educate the Post-Operative Director, Coordinators, staff members and new hires as needed.

11.Assist with preparation and compilation of annual and quarterly QI reports for Post-Op Director.

12.Assist with preparation and management of policies, procedures, standards for the areas under the Post-Op Director.

13.Assist Post-Op Director in maintaining safety, infection and environmental controls. Use AYS software as needed.

14.Orders office supplies for Director, Coordinators and Post-Operative Units as needed.

15.Process and distribute mail sometimes requiring hand delivery.

16.Process Special Order Request forms as needed for the department.

17.Trains subordinate clerical employees or others designated by the Director.

18.Prepare check requests.Send for administrative approval and monitor return of reimbursement.

19.Distribute employee evaluations to proper Manager and monitors for deadlines.

20.Organize agenda materials and secure location for meetings facilitated by Post-Op Director and Managers. Attend meeting as requested, prepare and distribute minutes.

21.Prepare and distribute Press Ganey material to appropriate staff as needed.

22.Attend mandatory meetings and other meetings as identified to support professional growth and specific needs of Surgical Services.

23.Maintain confidentiality of correspondence and reports.

24.Assist with payroll processing as needed, including (but not limited to) charge backs, payroll corrections, and scheduling corrections. Distribute payroll checks when ready from Finance.

25.Uses surgery specific software to manage assigned duties and assist Post-Op Director and Managers – AYS, API, Quantros, Press Ganey, Power Bi, and Microsoft Office.

26.Maintenance of nurse call system badges, ensuring accurate distribution to employees and regular battery changes. Maintains employee badge loss records. Runs reports from nurse call system as needed

27.Interact professionally with departments throughout the organization.

28.Perform other duties as directed by the Post-Op Director.

29.Follow North Oaks Health System’s Compliance Programs and Federal and State Regulatory guidelines.