Administrative Secretary II

Location: Winchester, MA
Job ID: 166193-1A
Date Posted: Feb 26, 2021
Category: Specialist

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Job Description

Welcome To

Welcome to Winchester Hospital, part of Beth Israel Lahey Health. Winchester Hospital was the first hospital in Massachusetts to earn Magnet recognition, the American Nurses Association’s highest honor for nursing excellence, three times. It has since received the recognition a fourth time. As the northwest suburban Boston area’s leading provider of comprehensive health care services, the 229-bed facility provides care in general, bariatric and vascular surgery, orthopedics, pediatrics, cardiology, pulmonary medicine, oncology, gastroenterology, rehabilitation, radiation oncology, pain management, obstetrics/gynecology and a Level IIB Special Care Nursery.

 

About the Job

GENERAL SUMMARY:  According to established policies and procedures, performs general secretarial duties including typing routine correspondence and forms.  Serves as receptionist, maintains files, distributes mail.  Work is planned and frequently checked by superiors.  Uses discretion and judgement when screening visitors and telephone calls, making necessary grammatical or spelling changes in correspondence, and organizing own work load to meet established priorities.

 

PRINCIPAL FUNCTIONS:

 

  1. Exemplifies Winchester Hospital’s values and Service Excellence standards. Commits to making every encounter with our patients, patients’ family, co-workers, physicians and other customers the best that it can be.    

 

  1. Complies with all Winchester Hospital policies and the Code of Business Conduct.  Takes responsibility for own safety as well as the safety of patients, patients’ family, co-workers, physicians and other customers.

 

  1. Types memos, correspondence, reports, and various forms usually from rough draft or machine dictation, and makes changes grammar, punctuation or spelling as needed.  Organizes work load to comply with deadlines and priorities established by superiors.

 

  1. Maintains departmental record keeping and filing systems including records related to personnel, payroll, attendance, work and purchase orders, and so forth.

 

  1. Receives and screens visitors and telephone calls, and notifies appropriate personnel or records messages.  Responds to general inquiries concerning department/unit activities and operations by relating or referring to established policies and procedures.

 

  1. Maintains department calendar.  Schedules meetings and appointments.  Makes routine travel or conference arrangements, as necessary.

 

  1. Opens, sorts, records, and distributes mail.

 

  1. Orders forms and supplies for the department.  Monitors budget to insure that the department is on budget for the fiscal year.

 

  1. Posts information to records and logs, maintains established files, and prepares various reports for approval by superiors.

 

  1. Participates in the following:

  1. Mandatory training requirements as per hospital policy

  2. Continuing education/inservices to enhance knowledge

  3. Staff meetings

  4. Performance improvement initiatives

  5. Orientation of new staff, students, and/or volunteers

 

KNOWLEDGE, SKILLS, AND ABILITIES:

 

  1. Work requires a high school level of educational development. 

  2. At least one year of secretarial school preferred.

  3. Knowledge of Microsoft Office, Meditech, Microsoft Access is required.

  4. Requires the analytical ability to gather and interpret data.

  5. 5.   Ability to exchange information on factual matters, schedule appointments, greet visitors, explain Hospital policies, and/or relay messages to appropriate personnel.  This type of interaction requires courtesy and tact when dealing with patients, visitors, and/or Hospital employees.

 

LICENSE, CERTIFICATION REQUIRED:  None Required

 

LIFE SUPPORT CERTIFICATION REQUIRED:  None Required

 

AGE SPECIFIC REQUIREMENTS:  Not Applicable

 

PHYSICAL, MENTAL, AND VISUAL REQUIREMENTS:

 

  1. Ability to use a computer.

  2. Ability to communicate in writing and orally.

3.   Ability to proofread documents and check for accuracy.

 

REPORTING RELATIONSHIPS:

 

  1. Reports to the Departmental Director.

  2. Not responsible for supervising the work of others.

 

Shift

Per diem

About Us

Beth Israel Lahey Health is an integrated system providing patients with better care wherever they are. Care informed by world-class research and education. We are doctors and nurses, technicians and social workers, innovators and educators, and so many others. All with a shared vision for what healthcare can and should be. We are committed to attracting, developing and retaining top talent. We strive to create a diverse and inclusive workplace that reflects the communities in which we work and serve. With a team approach to care, we encourage learning and growth at all levels and offer competitive salaries and benefits.

Equal Opportunity Employer/Minorities/Females/Disabled/Veterans.