Skimping on a job description or not taking the time to write a good one can hurt your company and is disrespectful to the high-quality candidates you are trying to attract. Cutting corners in this area can actually result in more time spent finding the right candidate in the long run. When crafting an administration secretary hospital job description, it is important to take your time and follow established best practices. Doing this will help you bring in better talent in a shorter period of time. If you have no idea where to start, a job posting template can be very helpful. Keep reading for a solid administration secretary hospital job description sample. You can use this as a jumping-off point for your own description by amending this description to match the specifics of your position.
Administration Secretary Hospital Job Summary
As an administration secretary in a hospital, you will be tasked with providing support to higher-level hospital administrators. This can include a variety of different administrative tasks, ranging from scheduling appointments and meetings, creating reports, memos and any other types of documents, and acting as a face of the administration to members of the public who want to contact them. Your duties may vary from day-to-day depending on the needs of the hospital administration. Essentially, you will be the administration’s right hand when it comes to a variety of different tasks.
Administration Secretary Hospital Job Responsibilities
- Serve as the bridge between hospital administration members and the public
- Anticipate the needs of hospital administration and act accordingly
- Handle incoming phone calls, including screening calls, taking messages and keeping superiors aware of any important calls
- Positively represent administrators and the hospital as a whole over the phone, in writing and in person
- Schedule appointments for administrators and manage department calendars
- Coordinate travel plans for superiors
- Prepare any needed reports or documents for meetings
- Display exemplary customer service skills and help hospital patients, employees and visitors solve problems to the best of your ability
- Help prepare budgets and purchase orders
- Act in a manner that is consistent to the hospital’s goals and values
- Handle sensitive medical information with tact and common sense
- Contribute to the goal of maintain cross-departmental harmony by being a team player and working with multiple departments to further the goals of the hospital
Administration Secretary Hospital Job Requirements
- Prior administrative experience
- Exemplary writing skills and advanced telephone etiquette
- Ability to present a professional, poised face to the public
- Extreme attention to detail
- Ability to handle important data and maintain a high level of accuracy
- Very good organization and multi-tasking skills
- Ability to handle multiple competing projects under high pressure
- Reliability and dependability
Jones University Hospital has been providing quality medical care for nearly 50 years. We are known for our commitment to and focus on our patients and have been recognized as one of the top Midwest hospitals for both patients and employees. We empower all staff members, regardless of their seniority, and encourage them to proactively provide resolution to problems. Our diverse staff represents the core values of the company: showing compassion, providing quality healthcare for all demographics, and forming lasting relationships with all patients and visitors.
What to Include in Your Administration Secretary Hospital Job Description
When sitting down to write a job description, you may be hit with a wave of writer’s block. It can be difficult to know how to accurately describe a set of duties and responsibilities while also speaking in a way that makes candidates want to work for your company. Having an inaccurate or incomplete job description can result in a bad candidate matchup or even worse, a talented individual who discovers that the reality was not what they expected. No matter what else you put in a description, you should include these elements, which should help give a thorough picture of the company and position.
• Job Overview – The job overview is a very important part of your description because it is often the first thing that people read. This is your chance to draw in qualified candidates and stop them from moving on to the next posting. In the summary and in the title, be sure to use words and phrases that are niche enough to attract the right candidates, but not so obscure that no one will use them to search for positions.
• Requirements & Skills – This is the place to be clear about what type of candidate you are looking for. If an administration secretary absolutely must have a certain type of education or an experience, state that clearly. If there are other requirements that would be nice but are not mandatory, make sure your candidates can understand this so you don’t turn away anyone who might be perfect for the role.
• Job Duties – One of the best ways to create a responsibilities section is to format it using bullets. Bullets are easy to scan and helpful to the reader. When crafting your bulleted points, talk to people who understand the position, possibly the last person in the role, so you can make sure your job description actually lines up with the reality of the position.
• Company Description – More and more, company culture is an important factor in choosing a new job. Describe your company in a positive light and discuss the benefits of working there. One way to do this is to tell an engaging story that will align with job seekers’ personal and professional goals.
All of these elements will help make your administration secretary hospital job description better at attracting the right people.
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Writing Your Administration Secretary Hospital Job Description: Dos and Don’ts
Here are a few more quick tips to give you a competitive advantage in your job descriptions.
• Do make it obvious how candidates should contact you and make it easy to do so.
• Don’t forget to be clear about the specific location and whether you will consider remote candidates.
• Do include your design team in the process. An expertly formatted job posting will help you stand out.
• Don’t put in bland or unimportant details about the day-to-day work of the administration secretary job for a hospital.
• Do make sure a salary range is accurate if you choose to include one.
• Don’t make your description too short or too long.
All of these ideas will help you write the best possible administration secretary hospital job description.
Writing a Job Description Best Practices
- Using this administration secretary hospital job description sample as a template, you will surely be able to find the right person to join your organization. Here are a few more best practices to help guide the writing process.
- Do create a description title that accurately explains the position.
- Don’t use wishy-washy or imprecise language. Describe the opportunity, the duties and the skills needed clearly so that there is no ambiguity about the nature of the job.
- Do talk about the personality of your company. If a candidate feels an affinity for your organizational vision, there is a better chance that they will fit in at your company.
- Don’t forget to spell check and edit your description. Typos and misinformation are just as unprofessional in job description as they are in resumes and cover letters.
- Do tell candidates what you want them to do next. A good call to action will inspire people to take the next step and apply for your job.
- Don’t be generic and boring. Write the job description like a sales pitch. Make sure the candidate understands how working at your organization could help them advance their career.