Job description

[novapsyche]

So I asked my boss today if she would give me a sheet like the one I typed up last week for a different position. Because I've been at this job for a month, and I would really benefit from having something concrete that tells me what I need to be doing.


Office Coordinator/Scheduler

Responsible to:

Director [of company]
Director of Clinical Services
Clinical Supervisor

Description:

Coordinates all office functions, maintains client record information and employee files, answers telephones, greets guests, and assists the Director [of company], the Director of Clinical Services and the Clinical Supervisor. The Office Coordinator/Scheduler is also responsible for other general office, secretarial and clerical duties as needed.

Maintains and verifies accurate employee time sheets and produces monthly billing reports and accounting summaries for payment to [company].

Job Duties/Knowledge

• Schedules appointments for office staff


• Coordinates field staff scheduling with clients and ensures that all clients receive services as requested. Maintains an accurate calendar of services scheduled and delivered.


• Verifies employee timesheets against schedule


• Receives reports and other communications from staff and communicates concerns to the Director(s) and Supervisor as needed


• Documents incidents of error involving scheduling problems with staff


• Coordinates other information including, but not limited to, updating correspondence and mailing client satisfaction surveys


• Distributes applications to job applicants and forwards information gathered to the Director(s) and Clinical Supervisor


• Performs interviewing process for job applicants


• Assists in the orientation of new field staff


• Maintains client files. Ensures/performs timely and accurate filing


• Performs clerical review of active client and personnel records and closes out discharged records


• Builds new admission client records and personnel files as necessary


• Answers telephone and gives information to callers or routes calls to appropriate staff. Documents messages accurately in writing or in-house network


• Performs word processing, filing service and assistance with special projects to other office staff as needed


• Maintains inventory of office supplies. Orders and obtains office supplies; keeps supply area clean and orderly


• Sends mail and disseminates mail and agency information as necessary

Job Performance

Demonstrates initiative and skill in planning and organizing work

• Demonstrates a desire to set and meet objectives and to find increasingly efficient ways to perform tasks


• Completes work with accuracy and within agency time frames


• Requires minimal supervision and is self-directed

Mission/Agency Standards

Demonstrates organizational awareness and commitment

• Understands and appropriately applies the chain of command in relation to job position and supervision.


• Knows and understands the agency mission in relation to own job position.

Observes confidentiality policy at all times

• Protects and honors client and co-worker confidentiality.


• Respects clients' and co-workers' right to privacy.

Observes attendance and attire policies

• Meets attendance and punctuality expectations


• Demonstrates cooperation with scheduling requests to meet agency needs


• Consistently adheres to agency dress code

Complies with all other related policies, procedures and requests

• Recommends and/or supports changes to policies and procedures


• Demonstrates knowledge of policies and procedures applicable to own job position


• Adheres to policies and procedures. Honors requests of management for interim rules.

Conserves agency resources

• Maintains agency property, supplies and equipment in a manner that demonstrates ownership and accountability.


• Maintains the work area to reduce the likelihood of safety hazards and to enhance its general appearance.

Communication Skills

Demonstrates interpersonal understanding and utilizes effective communication skills

• Considers effect of words and actions on others


• Utilizes listening skills and indicates understanding and promotes accurate interpretation of others' concerns, motivations and feelings


• Recognizes the influence of beliefs and cultures on behaviors and accepts strengths and limitations in others


• Works toward resolution of interpersonal conflicts as they arise


• Recognizes when others are in need of information, assistance or direction and consistently offers and provides help.


• Attends and participates positively in meetings


• Regularly reads and appropriately applies information to practice


• Uses words that express respect, patience and understanding in interactions with others


• Acknowledges others verbally and non-verbally (eye contact, expression, tone of voice) promptly and courteously


• Follows appropriate telephone etiquette. Speaks slowly and clearly when answering telephone and when conversing on telephone.

Exhibits behaviors of cooperation

• Develops cooperation and collaborative work efforts that generally benefit all involved parties.


• Demonstrates the initiative to meet the needs of the agency by assisting co-workers when work load permits

Personal/Professional Development

Continuing education and personal/professional development responsibilities

• Maintains personal health status requirements in relation to job position


• Maintains current personnel file information and provides information to agency in timely manner


• Sets own development challenges and volunteers to learn


• Assists with orientation of new personnel


• Adheres to agency infection control and safety policies, including education, reporting, and practice implementation specific to job description


• Attends agency-provided in-service programs to fulfill requirements of position and agency policies

Exhibits adaptability, self-control and maturity in work and behavior

• Maintains stable performance and emotions when faced with opposition, pressure and/or stressful conditions


• Recognizes codependency issues in care-giving roles and exercises caution in relationships to maintain objectivity


• Develops work relationships that honor and respect others' strengths and abilities

Problem Solving

Maintains critical thinking abilities and applies them for continuous improvement of services and the agency

• Uses own knowledge and experience base and other resources as necessary to make logical decisions and solve problems.


• Continuously analyzes work processes and makes suggestions for improvement.

Qualifications

• Computer and word processing skills required


• High school diploma and previous clerical and receptionist skills required


• Excellent written and oral communication skills


• Is flexible and cooperative in fulfilling role obligation


• Works in a team responsibly and independently


• Previous supervisory and/or scheduling skills preferred

Degree of Disruption to Routine and Overtime

Must be able to adapt to office disruptions. Overtime limited.

Safety Hazards in Job

Long periods of sitting. May be subject to eye and hand strain from computer work.