Admin Assistant/Safety Officer

Job Description

Job Description

Overview

The Administrative Assistant/Safety Officer provides administrative support and is responsible and accountable for providing leadership, oversight, and direction for emergency and safety management

Responsibilities

· Provides general clerical and administrative support for executive leadership team, plus processes specific contracts for review and approval.

· Coordinates Haven’s Emergency Management preparation for and response to storms and disasters. Oversees and coordinates general Safety related activities with appropriate departments and committees.

· Assesses Haven’s general safety and emergency management internal issues and advises the VP of Operations of assessments and proposed responses to safety and emergency management issues.

· Manages the safety and emergency management functions of instruction and guidance regarding state, federal, and accreditation rules and standards for emergency and risk management policies, programs, drills, audits, and training. Ensures required updates for Safety and Emergency Management policies and procedures, the required annual update of the Life Safety Management Plan, and the annual update and submission of the Comprehensive Emergency Management Plan (CEMP) to the state’s Department of Health (DOH).

· Manages Safety and Emergency Management preparations:

· Reviews contracts/agreements and equity of terms for Haven’s protection as part of the routing and signature process.

· Oversees annual CEMP which includes data and personnel updates, state, and federal Emergency Management regulations for hospices; ensures timely annual submission of CEMP to the Department of Health (state) and provides any required follow-up for CEMP’s approval by DOH; coordinates required record-keeping related to CEMP.

· Coordinates hurricane preparedness audits of required supplies, equipment, and notification plans.

· Oversees implementation of emergency and disaster responses.

· Oversees annual information updates, and the twice-daily operations required reports to the Agency of Health Care Administration through its online Health Facility Reporting System (HFRS) for each of Haven’s five Care Centers during active storms and disasters.

· Develops and implements Emergency Management drills and in-services annually.

· Provides support and guidance for policies and procedures that relate to the development of activities associated with crisis management, and internal incident response.

· Updates Risk and Emergency Management information on Haven’s intranet.

· Provides support for the development and maintenance of the Haven insurance database and maintenance of applicable documentation and files.

· Notifies appropriate departments’ leadership of informational resources for product and food recalls pertaining to:

· Food and Dietary Supplement recalls for Haven’s Care Centers,

· DME recalls for Haven’s DME Division,

· FDA drug recalls/alerts for Haven’s Hospice and Palliative Care physician services,

· Resale product recalls specific to thrift store sales (Attics).

· Maintains information and databases for Safety and Emergency Management including fire drills, outside loss prevention inspections, maintenance contracts work, etc.

· Ensures timely updates and presentations to Haven’s Governing Bodies of Haven’s Risk Management and Emergency Management policies, and monitoring regulatory changes needed for such updates.

· Assists and Coordinates as assigned in support of VP of Operations.

· May assist as a resource for internal regulatory inquiries including:

· Regulatory research related to policies and operations, as assigned by the VP of Operations.

· Assists with monitoring for regulatory changes/updates.

· Coordinates Haven’s Response to inquiries from state and federal regulatory agencies.

· Develops and reviews Department processes/procedures.

· Assists in the identification, analysis, and resolution of issues.

· Maintains Haven’s licenses and permits database. Provides support for timely filing for all renewals.

· Coordinates Haven’s Policy and Procedure review process. Provides oversight, and follow-up with Leadership to ensure the timely review of Policies and Procedures for their respective departments. Oversees Policies and Procedures document updates once approved to ensure associates have access to the most current version through Haven’s intranet.

· Prepares Policy and Procedure packets for review and approval of the Governing Bodies.

· Serves as a companywide resource on policies, contract issues, provisions, communications, and workflow.

· Assists and Coordinates as assigned in support of Vice Presidents and Manager of Executive Services:

· Plans for and attends required meetings, drafting agendas and processing meeting minutes in an accurate and timely manner as needed.

· Effectively utilizes project management tools and skills to drive on task, on time and on budget completion of assigned projects, with the goal of improving organizational outcomes and quality patient care.

· Facilitates and edits document preparation to ensure accuracy and quality.

· Assists with schedules and set up for meetings. Develops in cooperation with appropriate staff, agenda and planning for meetings as requested.

· Assists with all required clerical functions, to include filing, faxing and copying.

· Assists with organization and ordering of refreshments/food for meetings, special events and various staff entertainment functions.

· Exhibits critical thinking abilities and applies them for continuous improvement of services and Haven. Demonstrates ability to think creatively, identify and make recommendations.

· Consistently demonstrates initiative and skills in planning and organizing work. Demonstrates ability to prioritize workload and ensures that all projects are completed by deadlines.

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

Qualifications

· Associates of Arts (AA) degree.

· Minimum of five (5) years of experience in the healthcare industry.

· Two (2) years of hospice experience preferred.

· Two (2) years of experience with risk management or emergency management preferred.