POSITION SUMMARY:
This position supports a diverse range of activities within the Spiritual Care Department. It provides front-line service to patients and their families, and ensures that all administrative support activities for the Spiritual Care staff are coordinated with efficiency, professionalism and confidentiality. Duties are handled in accordance with the mission statement of St. Joseph's Healthcare.
QUALIFICATIONS:
1. Completion of a 2-year post-secondary program in medical office administration required.
2. 2-years' experience coordinating and supporting activities in a multidisciplinary patient care environment.
3. Certificates of completion for ongoing computer training.
4. Intermediate skill level in Sharepoint, MSWord, MSExcel, MSPowerPoint, MSPublisher, Visio, Adobe Acrobat Reader + Writer and Basware.
5. Proficiency in specialized computer applications: HBO, Internet searches and database applications.
6. Advanced typing speed of 55 w.p.m.
7. Clerical testing may be required as part of the selection process.
8. Ability to adapt to a changing environment and remain flexible while taking on new functions.
9. Ability to communicate in a sensitive and non-judgmental manner with ethnicity issues and clients of different faiths, spiritual traditions and practices.
10. Maintain confidentiality.
11. Excellent organizational and problem-solving skills, with ability to set own priorities and work with minimal supervision.
RESPONSIBILITIES:
1. Provides administrative support to the Manager, teaching supervisors, chaplains, residents, fellows and students including typing correspondence/documents, scheduling appointments, arranging meetings, travel arrangements, scanning, faxing, photocopying, distributing mail, filing, as well as notifying of their mandatory requirements of CPI, Fit Testing and HIT compliance, etc.
2. Triages phone calls and unscheduled visits from patients and families, ensuring appropriate and safe action according to the urgency of the situation, and initiating referrals as required.
3. Maintain Spiritual Care Sharepoint sites both under MyCollaboration and MyStJoes as well as collaborate with Public Affairs to maintain website to current standard.
4. Provides support for various financial and budget responsibilities i.e., donations, accounts payable, parking passes, vouchers, purchase requisitions, expense claims, requests for payment, etc.
5. Assists in the development, coordination, and implementation of volunteer appreciation events, special services/events, presentations and spiritual care activities. This includes providing administrative support for the quarterly Adult Memorial Service (sending and tracking invitations and setting up at the event).
6. Participates in the orientation of new staff members and the coordination and scheduling of Eucharistic Minister volunteers.
7. Updates staff schedules, arranges replacements, records staff attendance as per established guidelines and completes staff payroll sheets and overtime submissions for the Manager's approval.
8. Supports the activities of assigned committees or general meetings, by arranging booking schedules and/or attending meetings, taking and transcribing minutes and distributing notices/agendas and minutes accordingly.
9. Organizes departmental activities by monitoring Manager's calendar, responding to e-mails and scheduling appointments.
10. Maintains departmental statistics, generating and distributing summary reports as required.
11. Ensures all departmental supplies, environmental services and building services are requisitioned in a timely manner as well as monthly safety inspections.
12. Prepares and/or maintains departmental records as well as guidelines and protocol documents.
13. Maintains effective communication throughout the organization and with community and regional contacts.
14. Contributes to continuous quality improvement initiatives on a regular basis.
15. Performs other duties as assigned.
WAGE RATE:
Hourly: $28.87....$30.14....$31.37
(plus 14% in lieu of benefits)
St. Joe’s fosters an environment where we celebrate diversity, where teams reflect the diversity of the community in which we serve, enhancing the connection to patients, clients, community, and each other.
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