Assistant Administrative Officer/Medical Records Specialist

Position Summary:

The Confidential Secretary provides essential high-level administrative and clerical support to the Nurse Manager through a variety of tasks related to organization communication and documentation spanning a wide range of developing initiatives at Eleanor Slater Hospital. This position requires a highly organized confident and self-directed individual capable of managing multiple priorities independently while maintaining a high standard of accuracy professionalism and discretion. The ideal candidate is resourceful a good problem solver and organized with the ability to work independently. The successful candidate will also be a forward-thinking communicator comfortable using modern tools to enhance staff engagement and promote the needs of the nursing department through professional branding and marketing efforts.

Responsibilities:

• High level computer competency with motivation to learn new programs.

• Strong attention to detail and accuracy in all aspects of work.

• Ability to work independently and make sound judgments within scope of responsibility.

• Requires high level discretion when handling sensitive information.

• Helps ensure compliance with legal and regulatory confidentiality requirements.

• Professional demeanor with the ability to manage competing priorities efficiently.

• Screens calls visitors and information requests with an understanding of what can and cannot be shared.

• Respond to inquiries while exercising judgment in prioritizing sensitive issues; relay messages promptly.

• Advanced proficiency in development of internal communications staff announcements and professional presentations using platforms such as Microsoft Office and Canva.

• Design visually engaging materials for job fairs recruitment events bulletin boards and hospital communications.

• Assist in developing and implementing strategies to enhance staff engagement through newsletters recognition boards flyers and digital communications.

• Manage promotional content for the nursing department in coordination with hospital guidelines to support recruitment and awareness.

• Monitor unit shared drives and calendars to ensure accuracy and up-to-date information.

• Track and assist with performance evaluations time and attendance monitoring and employee compliance reports for Nurse Manager.

• Must become familiar with organizational policies especially around privacy (e.g. HIPAA in healthcare labor relations in government etc.).

• Helps ensure compliance with legal and regulatory confidentiality requirements.

• Credentialing and onboarding contract and state employees.

• Manage and maintain the Nurse Managers schedule.

• Facilitate timely communication between the Nurse Manager and interdisciplinary team members hospital leadership and external contacts.

• Prepare correspondence reports and other documents as needed.

• Prepare agendas and attend meetings to record minutes.

• Compile transcribe and distribute minutes of confidential meetings.

• Maintain confidentiality of all organizational information in accordance with HIPAA.

• Maintains confidential files and secure storage systems involving records related to grievances investigations or strategic planning.

• Greet and assist patients visitors and staff in courteous and professional manner.

• Serve as a resource for unit staff regarding administrative procedures and documentation processes as the department evolves from paper to electronic record keeping.

• Maintain a proactive and solutions-oriented approach to problem-solving within the scope of responsibility.

• Collect organize prepare and process timesheets and payroll information.

• Do related work as required.
  
  

Required Experience and Skills:

• High level proficiency with Microsoft Office (PowerPoint Word Outlook Excel)

• Previous experience with electronic medical records is a plus.

• Experience with job fair planning or healthcare recruitment.

• Strong interpersonal and communication skills

• Strong organizational skills and attention to detail

• Ability to maintain confidentiality of records and information requiring high level of discretion.