JOB TITLE: Patient Care Volunteer Assistant

DEPARTMENT: Staff Education & Patient Care Volunteers

REPORTS TO: Patient Care Volunteer Manager

POSITION SUMMARY:

• Reporting to the Patient Care Volunteer Manager, the Patient Care Volunteer Assistant plays a vital administrative role in ensuring the continuity of service as it relates to the various components of the Patient Care Volunteer Program. This individual maintains all vital records and files for the Patient Care Volunteer Program. This person will assist in filling volunteer requests, working with staff and volunteers to meet the service needs of patients and families. This person will assist in day-to-day operations of the Bereavement and Community Outreach Center.

EDUCATION AND QUALIFICATIONS:

• High School Diploma required. Associate’s Degree preferred.• Minimum of 3 years experience in Administrative Assistant support role or related position.• Previous experience in healthcare and/or social services preferred.• Must possess a valid driver’s license and be able to travel within the community.

ESSENTIAL JOB RESPONSIBILITIES:• Serves as Bereavement and Community Outreach Center Receptionist by collecting mail, sorting inter-office mail, ordering building supplies, assisting with building maintenance, copy machine repair, and postage machine.• Assists Patient Care Volunteer Program with administrative tasks related to volunteer celebrations and community events.• Completes the timely collection, entry, storage, and retrieval of volunteer data including AHCA tracking report, time sheets, reporting forms, mileage reports, monthly, quarterly, and annual reports, competencies, and on-boarding documentation. • Reviews volunteer reporting forms and time sheets for accuracy.• Maintains patient care volunteer personnel files. Coordinates audit of existing volunteer files to ensure compliance with regulations.• Enters new volunteer credentials into Netsmart; audits and updates current volunteer credentials in Netsmart; runs reports of credential expiration dates; and secures updated documentation from volunteers with expired credentials to ensure continued compliance. Enters other computer data for Volunteer Program.• Coordinates assembly of admission packets and volunteer training packets.• Assists with providing direction and supervision to office volunteers.• Coordinates record retention efforts for Volunteer Program.• Assists with the coordination and planning of Pet Peace of Mind fundraising events and volunteer recruitment events.• Processes all volunteer and Pet Peace of Mind requests. Coordinates to ensure timely and appropriate services are provided to family/caregivers.• Facilitates assembly of volunteer mailings. • Performs department audits to ensure regulatory compliance. • Performs accurate, thorough, and timely documentation in EMR.• Handles all clerical components of the Patient Care Volunteer Program.• Orders supplies for the Patient Care Volunteer Program and Bereavement and Community Outreach Center.• Assists with managing the building needs of the Bereavement and Community Outreach Center.• Performs other duties as assigned.

SKILLS AND COMPETENCIES:

• Strong Microsoft Office computer skills required.• Experience with electronic medical record charting.• Must possess excellent attention to detail and organization.• Excellent communications skills including face to face, telephone, and written communication.• Strength in successfully interacting with patients, patient families, and agencies while presenting a positive and professional image.• Demonstrate confidentiality, sensitivity, and flexibility.• Ability to work with little supervision while demonstrating a high degree of discretion and independent judgment.

COMPANY STANDARDS:

• Demonstrates courtesy, respect, sound judgment, and professionalism.• Listens with patience and respect for the other person.• Takes responsibility for own actions and decisions.• Demonstrates honesty and integrity in all dealings.• Maintains a positive attitude and caring spirit.• Makes effective use of work time to accomplish tasks, keeping person business, breaks and socializing to a minimum.• Dependable, trustworthy, and demonstrates appropriate attendance pattern.• Demonstrates concern for the rights, opinions, privacy and confidentiality of others. • Willingly seeks new assignments, assumes additional duties when necessary, and takes independent action to identify problems. • Seeks management involvement when necessary.• Demonstrates prudent use of company resources.• Practices Gulfside’s Mission Statement, Vision Statement, and Core Philosophy in both words and actions.

PHYSICAL DEMAND:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.• While performing the duties of this job, the employee may be required to stand, walk, sit, use hands to finger, handle or feel objects/tools/controls, reach with hands/arms, climb stairs, balance, stoop, kneel, crouch or crawl, talk, hear, taste, or smell. This employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required for this position include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.