Job Title: Administrative Assistant
Department: Bereavement
Reports to: Director of the Center for Grief Education and Support
Next Review Date: 03/2016
Job Description Details
Statement of Position/Position Summary
This position provides secretarial/administrative assistant expertise, exercising initiative and proficient organizational skills, to perform a wide variety of secretarial duties in support of the bereavement office staff. This position will anticipate and carry out independent actions necessary to provide competent and professional administrative support to meet the needs of patients, family members, family support systems, co-workers, vendors and others. Will provide training, coordination and oversight of volunteer staff and their work within the bereavement office.
Qualifications and Education requirements
  • High school graduate or equivalent.
  • Administrative/Secretarial degree or diploma.
  • Two plus years of progressively responsible secretarial experience or equivalent combination of education and experience.
  • Computer proficiency and a working knowledge of Microsoft programs required.
  • Knowledge of principles and practices of basic office management and organization.
  • Must able to work independently and have strong written and verbal communication skills.
  • Belief in the hospice concept.
Position Role and Responsibilities
  • Receive and channel incoming and outgoing communication in an efficient and professional manner.
  • Perform administrative support duties to include, but not limited to: composition and typing of general correspondence, record keeping, photocopying, collating, faxing, bereavement mailings and program packets and handouts, filing, and all other general office duties.
  • Enter data into computer via use of word processing, database, spreadsheet, and various other computer applications.
  • Transcribe and prepare meeting minutes.
  • Train, coordinate and oversee the work assignments of bereavement office volunteers.
  • Maintain accurate hard copy and electronic files.
  • Monitor inventory of office supplies and materials and submit orders for purchasing in a timely manner.
  • Assess and assist bereavement office in creating and/or revising procedures and operating practices.
  • Coordinate special events for Bereavement (MOH)
  • Maintain the dignity of the dying patient.
  • Support the patients and family's unique spiritual and cultural beliefs.
  • Consult and collaborate with the interdisciplinary team and others involved in the patients care.
Agency Expectations
  • Adhere to all Seasons Hospice policies and procedures.
  • Maintain absolute confidentiality of all information pertaining to patients, families, and staff and adhere to all HIPAA rules.
  • Display a positive and professional image and attitude in all relationships with patients, families, peers and in the community.
  • Serve as an ambassador for Seasons Hospice at all times.
  • Provide verbal and written performance evaluations for assigned staff members, including peer and self evaluation.
  • Demonstrate ongoing responsibility for self education.
  • Assume responsibility for the promotion of the hospice concept in the community and with other agencies and professionals.
  • Participate in the Quality Assessment Performance Improvement Program (QAPI), as requested.
  • Maintains patient and personal safety regarding occupational health and safety.
  • Participate in safety program, as requested:
    • Participate in employee job safety analysis to eliminate hazards and prevent accidents.
    • Cooperate to investigate employee injuries.
    • Promote and support safety awareness and implement safety operations.
    • Encourage staff to make suggestions on safety practices.
  • Participate in orientation of new employees.
  • Participate in volunteer orientations, training and education as requested.
  • Participate in orientation and supervision for students seeking experience in hospice care. Attend regularly scheduled department meetings and agency meetings.
  • Perform other related duties as assigned.
ADA Requirements (essential functions)
Physical Requirements
Sitting 5 - 8 hours/day
Standing 0.5 - 1 hours/day
Walking 1 - 2 hours/day
Reaching 0.5 hours/day – 8 ft., higher or lower
Use of telephone 2 - 3 hours/day
Working under pressure 3 – 4 hours/day
Working rapidly for long periods 4 - 5 hours/day
Use of keyboard/computer, printer, fax, copier 4 – 5 hours/day
Position requires close work; finger dexterity; adequate hearing and vision (with or without correction).
May occasionally work longer than 8 hours/day.
Cognitive or Mental Requirements
The following cognitive or mental requirements are necessary on a daily basis:
  • Critical thinking
  • Reading
  • Writing
  • Mathematics
  • Drawing conclusions from written or computer generated materials
  • Analyzing data or report information
  • Creating methodologies for accomplishing a goal
  • Conducting research
  • Implementing recommendations by coordinating persons and/or other resources
  • Developing plans, procedures, goals, strategies, or processes
  • Directing activities of others to accomplish a goal
  • Clear verbal articulation
Working Environment
  • Indoors, at a desk or in a vehicle for majority of the day
  • Travel required; will require transportation to get to various work sites
This job description is only a summary and is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by the employee. This document is subject to change at any time.
Created by: Michelle Donahue – Director of Human Resources Date: February 2015
Approved by: Beverly Haynes – Executive Director Date: February 2015