Administrative Associate (16-Hrs) Nights -Benefits Start On Day One!

Location: Winchester, MA
Job ID: 173350-1A
Date Posted: May 13, 2022
Category: Support

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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




Working under the direction of a nurse, this position contributes to the Hospital’s mission by providing both clinical and administrative assistance on the unit.  The clinical assistance involves performing basic procedures necessary to provide for the care, comfort and safety of patients.  The administrative support involves keeping the patient care team informed by maintaining accurate and timely electronic medical records and acting as the unit coordinator as it pertains to non-clinical issues. This dual role staff position will have an impact on quality of care and patient satisfaction by providing for their physical and emotional needs and on patient and family member satisfaction by fielding requests and information to the patient care team and family members, providing the administrative support to ensure expedient patient throughput and acting as a central resource of the patient medical record.






  • High School Diploma or G.E.D.
  • Must have/be one of the following:
  • Certified Nursing Assistant
  • Nursing student with completion of one medical-surgical clinical rotation
  • Three months clinical care experience   


Preferred:  At least one year of previous work experience in an administrative support role.


Other Skills/Knowledge:


  • For safety and quality reasons, must be able to read, write and communicate effectively in English with patients, visitors and fellow members of the hospital team
  • Basic computer knowledge.
  • Excellent communication and customer service skills.



Preferred: Certified Nursing Assistant



Basic Life Support



The population specific requirements differ based on the patients cared for on the unit:   





Adolescent (age 13 to 18)










Intensive Care Unit









Schedule requirements:  Based on department needs.  Holiday rotation is required.

Travel requirements:   Based on department needs.  May be asked to cover other units to meet business and patient needs.




Consistent with the PROMISE principles and inherent in a hospital environment, employees must be flexible in meeting patients’ and the Hospital’s needs. While the list below describes the primary functions of this job, all employees at Winchester Hospital need to recognize that an essential element of their job is the ability to respond to unanticipated and/or changing situations.  This may result in assuming responsibilities or tasks which are not on this list.


As part of the Patient Care Services team, this position serves the dual role throughout the shift:


Clinical Associate

  • Provides quality and safe patient care under the direction of a nurse, utilizing compassion, empathy, and respect to collaborate with a multi-disciplinary team to achieve expected outcomes.
  • Welcomes and orients patients, family members and significant others to the environment.
  • Contributes to meeting the patient’s physical, emotional, cultural, and spiritual needs.
  • Observes patients and reports findings and/or concerns to nurse in a timely manner.
  • Demonstrates purposeful rounding and promptly responds to call lights to ensure patient safety and satisfaction.
  • Performs required tasks including but not limited to:
    • Assisting with activities of daily living
    • Repositioning and ambulating patients
    • Making  an occupied and unoccupied bed
    • Assisting in transporting patients, beds, supplies and equipment
    • Collecting, labeling and transporting specimens
    • Retrieving and signing out blood products
    • Accurately performs point of care testing
    • Obtains vital signs and weights
    • Maintains accurate intake and output measurements
    • Removes Foley catheters and saline locks
    • EKGs
    • Maintains a clean and safe work environment to enhance patient satisfaction and a culture of safety.
    • Sets up/breaks down rooms, ensuring expedient turnaround time. 
    • Assists in post-mortem care in a respectful manner
    • Documents accurately, legibly and timely
    • Assists with procedures
  • Appropriately follows the chain of command and adheres to hospital policies and procedures.
  • Informs patients and family members throughout the patients’ experience.
  • Communicates effectively with the healthcare team utilizing established handoff procedures.  Gives and accepts respectful feedback to enhance teamwork.
  • Minimizes preventable harm events and consistently executes the infection control protocols.  Incorporates the Culture of Safety tools in daily practice, adhering to quality and safety guidelines and communicating near-miss or potential risks.
  • Coordinates work schedule with departmental supervisor to provide coverage and maintain safe staffing levels.
  • Maintains a clean and safe work environment to enhance patient satisfaction and a culture of safety.
  • Maintains appropriate supplies at the bedside and on the unit, addressing inventory issues in a timely manner.
  • Responds to equipment issues in a timely manner to ensure availability of equipment and to maximize its useful life.
  • Functions effectively in patient crisis situations and utilizes emergency resources. 
  • Assists in preparation of patient for transport to appropriate level of care.
  • Maximizes patient throughput to minimize wait time.
  • Adheres to the Magnet standards of professional development and clinical practice.


Administrative Associate

  • Provides the administrative support for the unit and staff so the patient care team can concentrate on providing superior patient care.
  • Answers the phone for the unit, answering questions, directing calls to other team members and/or taking messages and expediently passing on information.
  • Greets patients, visitors, volunteers, clergy and interdisciplinary staff members.  Answers questions, signs forms and/or directs the individual or question as appropriate to ensure efficient unit flow and patient/family member satisfaction.
  • Processes physician and other orders utilizing the electronic medical record and manual orders.  Monitors orders throughout shift and notifies nursing staff promptly of stat and other pertinent issues.  Questions unclear orders and seeks clarification from the nursing and medical staff.
  • Receives admittance information.  Communicates expediently to the nursing staff to start the patient placement process and ensures the room is available for the patient.  Assembles a medical chart for the patient.
  • Maintains accurate and complete medical charts for the patients, including the forms necessary for daily use.  Copies and faxes paperwork as necessary to expedite the patient care process among the hospital departments and outside sources if appropriate.
  • Pages and contacts physicians for consults.  Schedules tests and other diagnostic services with other hospital departments and off-site providers.  Arranges ambulances and transport services.  Follows through on orders for medical equipment and other non-medication needs.
  • Prepares the patient record for discharge.  Reviews the medical record and advises the nursing staff if forms are needed prior to discharge.  Disassembles medical chart according to Health Information Management Department standards.
  • Prioritizes functions based on emergency situations.
  • Completes administrative/secretarial tasks in support of the nurse manager and the department, which may include but is not limited to data entry, simple letter typing, simple spreadsheet creation, other typing needs, minute taking, and sorting and triaging mail.
  • May follow up with staff on green sheets and other schedule issues, at the request of the Manager.
  • At the request of the Manager, may call-in staff during staffing shortages.
  • Answers the door bell and monitors people entering and leaving the unit.  Contacts security and unit leadership about concerns and follows proper safety protocols.
  • Files and ensures the unit has an adequate supply of various required forms.
  • Maintain an adequate inventory of non-medical supplies for the unit.  Oversees the office equipment and addresses equipment problems timely to maximize the unit’s efficiency.





Part Time 


About Us

Beth Israel Lahey Health is dedicated to improving health and wellness and making a difference in the lives of our patients, their families and all members of the communities we serve.  Formed in March 2019, Beth Israel Lahey Health is a patient-centered, integrated care delivery system providing a continuum of services spanning academic, tertiary and community hospitals, dedicated orthopedic and psychiatric hospitals, primary and specialty care, community acute care, ambulatory care, behavioral services and home health.  Beth Israel Lahey Health Performance Network is a unified joint contracting and population health management organization, jointly governed by participating physicians and hospitals.

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