General Summary/Overview Statement
Under the general supervision of the Lead Secretary, acts as receptionist and solicits information for tracking of written work requests. Provides occasional back up to the Emergency Service Line of the Work Control Center. Provides secretarial support which includes composing and typing correspondence, maintaining departmental records, preparing weekly payroll data, scheduling appointments, and performing general office duties.
Principal Duties and Responsibilities
Accepts general telephone calls during normal business hours and telephone work requests. Determine the nature of the call and dispatch the appropriate mechanic/trade using various communication methods. Must be able to perform a full range of radio and telephone operations, which may occur simultaneously. Ensure that all calls are transferred to the next shift or to the appropriate supervisor if the situation warrants it.
Types memos, reports, check requests, and correspondence for the Director of Engineering, Assistant Directors and all Supervisory Staff. Operate a variety of communication equipment including radio consoles, telephones and computer system with the ability to prioritize incoming calls.
Performs all necessary office functions including reception, Work Control Dispatch, filing, photocopying, scheduling, message relaying, office supply inventory, conference room scheduling. Enter, update and retrieve information from our computerized maintenance system. .
4.Enters all data for work orders. Feedback PM's , Facility shutdown requests, work order requests and daily requests that are received thru our Dispatch line.
Tracking of work order requests for clients and supervisors. Inputs data for Engineering Department recovery work and budget monitoring. Be able to convey concise information in an effective manner with a pleasant attitude at all times.
6.Trains and supervises temporary office help.
7.All other duties and responsibilities as assigned.
High School education with additional training in secretarial or business skills or equivalent experience; general knowledge of standard office equipment and basic computer skills including knowledge of MS Office, Power Point, Access and Excel spreadsheets.
Skills and Abilities Required
1.Must have interpersonal skills sufficient to interact with all levels of hospital staff and to diplomatically and efficiently gather and relay information.
2.Must have knowledge of the technical areas within the department in order to accurately assess and relay routine emergency service information, in order to sufficiently provide back-up support for the Work Control Center.
3.Must have the ability to work independently on assigned tasks. Management staff are referred to for exceptions or clarification of established policies and procedures.
Failure to perform could significantly disrupt the operation of the hospital and/or result in unnecessary costs.
Must display exceptional patience to deal with impatient and at times unknowledgeable telephone demands for service.
1.Generally pleasant working environment with little or no distractions or unpleasant elements.
2.Duties involve little or no exertion of manual effort.
3.Significant portions of daily assignments may involve application of manual skills requiring motor coordination in combination with finger dexterity, for example, using typewriters, calculators, computers and copying machines.
Brigham And Women's Hospital