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.
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.
Administration Secretary Hospital Job Responsibilities
Hospital administrative secretaries have a variety of reasons for job hunting; some need an increase in salary and benefits, while others simply hope to strike a better balance between work and home. When you have a secretarial opening, appeal to jobseekers by designing the job responsibilities section of your administration secretary hospital job description to address their specific needs.
In addition, configure the posting so that the responsibilities are easy to identify and skim by presenting them in a bulleted layout. Jobseekers spend very little time reviewing ads; instead, they quickly glance over a job description, look for the responsibilities and requirements, and then move on if they’re either unsatisfied or unqualified. Catch the attention of the skilled administrative secretary you’re hoping to hire by packaging the administration secretary hospital job description in an attractive, easy-to-read format.
When you’re ready to draft the administration secretary hospital job responsibilities, the following examples may help:
- Assist top-level administrators in scheduling appointments, documenting meetings and maintaining files
- Screen incoming calls, route them appropriately and take messages as needed
- Provide secretarial support to all administrators, a duty that includes handling internal and external correspondence, proofreading documents and keeping office supplies well stocked
- Contribute to the hospital’s mission by being the face of the administrative department to the public and interacting respectfully with both colleagues and clients
Administration Secretary Hospital Job Specifications
When the overall layout of your administration secretary hospital job description is engaging, you can easily draw attention to the succinct list of job specifications that makes up your job qualifications and skills section. Keeping this portion concise allows administrative candidates to review the list briefly and then effectively determine if they fit the criteria. As previously mentioned, modern jobseekers often prefer a high-speed job hunt, so do whatever you can to make it easy for candidates to identify where your requirements meet their needs, and you’ll be well-positioned to land the ideal secretary for your hospital.
Beyond simply composing a clear job specifications list, you must also establish inarguable standards for the position. As you’re brainstorming with hospital management about departmental needs when it comes to hiring an administrative secretary, remember to discuss the essentials. What are those qualities that the right candidate cannot be without? The ability to maintain confidentiality, for example, is a critical characteristic for a secretary who assists top-level administrators. Be sure to incorporate all identified must-have attributes into the qualifications and skills section of your administration secretary hospital job description, along with your expectations and preferences regarding prior work experience and educational history.
Examples of administration secretary hospital job specifications follow: