WHAT DOES AN ADMINISTRATIVE SECRETARY DO?
Published: Nov 13, 2024 - The Administrative Secretary maintained a range of technical and non-technical documents, including letters, memos, and hospital communications, ensuring clarity and accuracy. Utilized word processing and spreadsheet software for file creation, editing, and material consistency. Coordinated meetings, prepared rooms, and facilitated vendor service calls while managing electronic and manual filing systems for efficient data retrieval.
A Review of Professional Skills and Functions for Administrative Secretary
1. Administrative Secretary Duties
- Patient Safety Support: Contributes to patient safety by supporting the System-wide programs and policies addressing a safe environment for patients and the reporting of safety concerns to the appropriate individuals.
- Confidentiality Management: Assisting in handling matters of a sensitive/confidential nature.
- Correspondence Composition: Composing correspondence and other materials related to the assigned area.
- Document Typing: Typing routine and complex correspondence.
- Discretionary Decision-Making: Exercising discretionary decision-making ability in responding to telephone and written inquiries, screening calls and visitors, and relaying messages.
- Schedule Management: Managing each Administrator's and Director's appointment and activity schedule by efficiently scheduling meetings, appointments, and luncheons with various administrators, organizations, and other members of the hospital community.
- Travel and Reservation Coordination: Making travel arrangements and arranging and confirming hotel reservations.
- File and Record Maintenance: Setting up and maintaining a variety of files and records, often confidential in nature, and performing photocopying.
- Inventory and Expense Management: Maintaining inventory of supplies, submitting purchase orders, processing invoices, and tracking expenses of the area.
- Mail Management: Receiving, sorting, opening, screening, and distributing mail.
- Timesheet Maintenance: Maintaining time sheets for the area.
- Administrative Support: Performs administrative duties in support of the assigned administrators/directors.
- Report Review: Reviewing reports, journals, and other materials of particular significance to designated clinical/administrative specialty.
- Project Coordination: Participating in or coordinating special projects and studies, performing supplementary research, preparing reports, and providing recommendations.
2. Administrative Secretary Details
- Correspondence Preparation: Types and prepares correspondence, memos, reports, etc.
- Data Entry: Inputs case information on computer terminal.
- Appointment Scheduling: Assists in setting up and confirming appointments between the Judge(s) or Paralegal(s) and petitioners, respondents, and witnesses as directed.
- Mail Management: Opens, sorts, and distributes mail.
- Telephone Inquiry Handling: Handles telephone inquiries from petitioners, respondents, and submitting parish ministers regarding the status of cases.
- Legal Consent Management: When required, obtains special consent before the Tribunal assumes legal competence.
- Testimony Request Management: Sends request for testimony from respondent and witnesses and tracks the deadlines for second request letters, if needed.
- File Maintenance: Maintains files, including set-up, updates, and organization.
- Clerical Support: Provides backup support to other clerical employees.
- Document Proofreading: Proofread correspondence and other documents for accuracy.
- Visitor Management: Receives and directs visitors.
3. Administrative Secretary
- Phone Handling: Answer phone calls and take messages.
- Scheduling: Schedule appointments, meetings, and reservations.
- Contact Management: File and update contact information of employees, customers, suppliers, and external partners.
- Document Organization: Organizing documents and files including printing, scanning, and filing.
- Invoice Processing: Receive invoices and review for accuracy.
- Delivery Management: Courier and receive deliveries.
- Office Supplies Management: Maintain and order office facilities and supplies.
- Attendance Tracking: Keep records of employee attendance/vacation.
- Work Permit Coordination: Handle foreign staff work permit/residence permit.
- Travel Coordination: Coordinate staff travel arrangements including transportation and accommodations.
- Project Assistance: Assisting executives with project tasks.
- Secretarial Support: Reporting to management and performing secretarial duties.
4. Administrative Secretary
- Clerical Support: Provides clerical support to the offices of the Facilities Management Director and Hospital's Fiscal Supervisor, while additionally providing backup clerical support to the offices of the CEO, COO, CNO, and CMO.
- Document Proofreading: Creates and proofreads forms, lists, documents, correspondence, reports, meeting minutes, and other typed materials for proper grammar, punctuation, spelling, format, accuracy, and completeness according to agency format.
- Report Generation: Generates reports from the Capital Asset Management Information System (CAMIS) to assist the FMM and Maintenance Supervisor.
- RFP Coordination: Coordinates Request for Purchase (RFP) processes including research, creation, and tracking authorization process.
- Data Logging: Maintains accurate RFP log-in Access and creates weekly progress reports.
- Project Management: Organizes and maintains project files, coordinates the scheduling of projects, and tracks all RFP's and supplies needed to maintain progress with job scheduling.
- Spreadsheet Management: Maintains internal spreadsheets related to Facilities Management and Maintenance purchasing.
- Meeting Documentation: Records minutes at meetings and maintains related records for the Director of Facilities.
- Scheduling: Schedules meetings and appointments by reserving facilities, checking the availability of meeting rooms involved, and notifying the appropriate individuals of date, time, and location.
- Switchboard Operation: Provides switchboard coverage as needed and performs related duties as assigned, such as placing telephone calls, operating standard or specialized office equipment, etc.
5. Administrative Secretary
- Document Management: Maintain a variety of technical and non-technical documents such as letters, memos, notices, hospital-wide signage, email distribution/telephone contact lists, and vacation calendars.
- Software Utilization: Utilize various computerized word processing and spreadsheet software packages to create files and edit materials for stylistic consistency and grammar.
- Communication Distribution: Distribute materials using a variety of methods, including fax, email, courier, and mail.
- Meeting Coordination: Arrange meetings as directed, including booking meeting rooms and telehealth, submit catering requests, set up rooms in preparation for meetings, and take minutes.
- Reporting: Print and maintain standard summary reports for distribution to program areas.
- Vendor Management: Facilitate regular service calls from vendors pertaining to printers, vending machines, confidential shredding, and other related services.
- Data Entry: Process completed questionnaires or forms by entering data into appropriate databases or spreadsheets, reviewing entries, verifying data, and retrieving data.
- Filing System Management: Set up and maintain electronic and manual filing systems and computerized databases.
- Petty Cash Management: Maintain a small petty cash float per established guidelines by receiving and ensuring the accuracy of expense authorization forms, providing petty cash expenditure reports drawn from the financial reporting system or other hospital databases.
- Facilities Coordination: Submit requests as directed to facilities and other maintenance teams to assist with repairs/updates, ensuring timely resolution of issues.
- Event Planning and Support: Arrange meetings as directed, including booking meeting rooms and telehealth, submit catering requests, set up rooms in preparation for meetings, and take minutes to ensure smooth and efficient meeting execution.