Department Assistant

Genesis HealthCare System; Genesis (TN); On-site; USD 17,000 - 22,000; Part time

Job summary

Genesis HealthCare System is seeking a part-time receptionist in the Hearing department. The role supports front-desk operations, handles multi-line phone calls, routes information, and maintains files with accuracy.

The ideal candidate has a high school diploma, at least two years of clerical experience, and strong communication skills. Proficiency in Word/Excel and willingness to learn department software are required to ensure smooth daily operations.

Qualifications

• High school diploma or equivalent required.
• Two years in a clerical support role or two-year associate degree in secretarial/related field preferred.
• Strong written and verbal communication and telephone etiquette.
• Proficiency with basic computer programs including Word and Excel.
• Ability to learn department-specific software and systems.
• Ability to manage multiple tasks and meet deadlines.
• Self-directed yet collaborative with team members.

Responsibilities

• Maintain department files and correspondence.
• Screen telephone calls and route to appropriate personnel.
• Prepare and distribute memoranda, letters, and reports with high accuracy.
• Order supplies and manage office inventory.
• Assist with payroll/timesheets and staffing schedules.
• Provide excellent customer service to patients and staff.
• Collaborate with Administrative Assistant and other staff.
• Support cross-training to improve operations.

Skills

Interpersonal communication

Telephone etiquette

Word processing

Excel

Clerical support

Multitasking

Teamwork

Education

High school diploma or equivalent

Associates degree in secretarial/related field

Tools

Lotus Notes

Microsoft Word

Microsoft Excel

Job description

GENESIS HEALTHCARE SYSTEM

In order to fill our Mission of serving our community by helping each person achieve optimal health and well-being by providing compassionate, exceptional, and affordable healthcare services, all employees of Genesis HealthCare System must be committed to living the Genesis Mission and Genesis values of Compassion, Excellence, Integrity, Team, and Innovation. All employees must regard themselves as an ‘owner’ of Genesis and keep our patients at the center of everything we do - always.

Position Details:

Work Shift:

Day Shift (United States of America)

Scheduled Weekly Hours:

20

Department:

Hearing

Overview of Position:

Responsible for all correspondence, maintaining of files, acts as a receptionist, screens telephone calls, opens and routes mail to appropriate personnel within department and compiles departmental monthly reports. Performs routine business transactions for all staff within the department.

ESSENTIAL DUTIES

• 1. Responsible for various staff communications that are sent by Lotus Notes and housewide policy and procedure manuals.
• 2. Aids in ensuring that information is communicated clearly, timely and accurately to promote customer’s understanding and/or keep department personnel apprised.
• 3. Assists with customer service issues by collecting applicable information and directing concerns appropriately.
• 4. Orders supplies, manages inventory, maintains, office equipment and submits work orders when necessary.
• 5. Prepares and distributes memoranda, correspondence, agendas, letters and reports with a 98% error free result.
• 6. Works collaboratively with Administrative Assistant and other support staff and functions effectively within a team.
• 7. Manages staffing issues/tracking of staff and daily schedule and also manages payroll/timesheets.
• 8. Assists in the resolution of routine inquiries, assists with educational arrangements, or other related activities.
• 9. Demonstrates a willingness and interest to cross train in other areas to enhance operational effectiveness and efficiency.
• 10. May complete various reports and assist with gathering of information for audit related requests.
• 11. Performs other duties as assigned.

QUALIFICATIONS

• 1. High school graduate or equivalent.
• 2. Two years experience in a clerical support position or two years associate degree in a secretarial or related field.
• 3. Demonstrates solid interpersonal communication skills to include: written, verbal and telephone etiquette.
• 4. Demonstrates technical skills to complete assignments, experience with word and excel required and other office equipment.
• 5. Demonstrates ability to learn department specific computer programs.
• 6. Demonstrate ability to complete projects within a productive timeframe.
• 7. Ability to be self directed, yet work well with others.
• 8. Demonstrates ability to problem-solve organize/prioritize, function with minimal supervision and manage multiple tasks.
• 9. Is flexible in handling changes in work priorities and handles multiple tasks simultaneously.

PATIENT CENTERED CARE & BEHAVIORAL EXPECTATIONS

1. Living the Genesis Mission, Vision and Values:

• Performs work in a manner that is quality focused.
• Treats patients, co-workers, visitors and volunteers with courtesy, compassion, empathy and respect.
• Results oriented and focused on achievement of objectives.
• Acknowledges and responds to the diversity of people and the situation.
• Encourages peers (others) to be owners of change.
• Always makes the effort to anticipate and exceed customer needs and expectations.
• Possesses the ability to engage others with patience and understanding.
• Acts in a manner that creates positive first and lasting impressions.
• Demonstrates the ability to own issues until they are resolved.

2. Patient Centered Care (patients/families, physicians, co-workers, all other internal/external customers)

• Introduces self and role…connects with everyone.
• Communicates effectively (i.e. advising others of actions, pertinent information, time durations, etc.) and asks for feedback.
• Asks for and anticipates needs and concerns of others.
• Maintains a positive work environment for staff and a healing environment for patients (i.e. safe, clean, quiet, etc.)
• Maintains the dignity and privacy of each person; manages confidential/sensitive information appropriately.
• Responds to requests in an appropriate and timely manner.
• Exits patient/customer encounters courteously, asking if there are additional needs that can be addressed.

3. Promotes Patient and Employee Safety

• Demonstrates safe Patient Handling (i.e. transfers, transport, care administration, nutrition, medication, etc.)
• Demonstrates safe Materials Handling (i.e. appropriate use and disposal of chemicals, infectious wastes, etc.)
• Demonstrates appropriate knowledge of Infectious Disease precautions and use of proper protective equipment
• Demonstrates Slips/Trips and Falls Awareness.
• Actively contributes to maintaining a safe, clean and quiet environment.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 1. Regularly required to stand, walk, talk, hear, use hands to finger, handle, or feel, reach with the hands and arms, and taste or smell.
• 2. The employee is occasionally required to move the neck.
• 3. The employee is occasionally required to climb, balance, stoop, kneel, crouch or crawl.
• 4. Regularly lift or move up to 10 pounds; frequently lift or move up to 25 pounds; and occasionally lift or move up to 50 pounds.
• 5. Special vision abilities required by this job include close vision, depth perception, and the ability to adjust focus.

Thank you for your interest in employment at Genesis. Genesis is committed to being an equal opportunity employer. Selection of applicants for employment is based only on qualifications and the requirements of a specific job.