Site Secretary

Cornerstone Health Services, Inc.; Orlando (FL); On-site; USD 28,000 - 42,000; Full time

Job summary

Chapters Health System, Inc. is seeking a Site Secretary in Orlando, FL to manage administrative duties for the Regional Director and support as a Team Secretary as needed.

The role requires strong organizational and communication skills, attention to detail, and the ability to handle multiple priorities. Responsibilities include coordinating meetings, preparing agendas and minutes, maintaining equipment, and providing professional representation of the company to patients, staff, and external

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

Responsibilities

• 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.

Skills

Office administration

Word & Excel

Communication skills

Organizational skills

Multitasking

Attention to detail

Education

High school diploma or equivalent

Tools

Word

Excel

Job description

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!

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/.

Choices. Education. Guidance. As a progressive leader and premier health organization, Chapters Health System is dedicated to delivering innovative care throughout chronic illness progression and beyond. Since 1983 as a community-based, not-for-profit organization, Chapters Health has provided choices, education and guidance through its managed affiliates: Capital Caring Health, Chapters Health Foundation, Chapters Health Hospice, Chapters Health Pharmacy, Chapters Health Staffing, Cornerstone Hospice & Palliative Care, Good Shepherd Hospice, Hope Healthcare, Hospice of Okeechobee, HPH Hospice and LifePath Hospice. Chapters Health offers services throughout the Southeast and Mid-Atlantic regions of the country to improve the patient/family experience well in advance of end-of-life needs. Chapters Health and its affiliates are licensed in Alachua, Arlington, Bradford, Charlotte, Cherokee, Citrus, Cobb, Collier, Columbia, District of Columbia (all eight wards), Dixie, Fairfax, Fauquier, Fayette, Forsyth, Fulton, Gilchrist, Glades, Gwinnett, Hall, Hamilton, Hardee, Hendry, Hernando, Highlands, Hillsborough, Howard, Lafayette, Lake, Lee, Levy, Loudoun, Marion, Martin, Miami‑Dade, Monroe, Montgomery, Okeechobee, Orange, Osceola, Pasco, Pinellas, Polk, Prince George’s, Prince William, Putnam, St.Lucie, Sumter, Suwannee and Union counties.

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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/.

It is the policy of the Organization to provide equal employment opportunities to all employees and applicants for employment. The Organization(s) complies with all civil rights laws and other federal, state and local fair employment laws that prohibit any unlawful employment practices including harassment and discrimination based on race, color, religion, gender, national origin, age, physical or mental disability, marital status, pregnancy, genetic information, status as a covered veteran, sexual orientation, or any other characteristic protected by law. Employment decisions, including hiring and promoting, are based on merit, qualifications, abilities and business needs. This policy applies to all terms and conditions of employment in accordance with applicable federal, state and local laws.