Job Summary:
We are seeking a detail-oriented and trustworthy Administrative Assistant to join our team. The ideal candidate will play a vital role in ensuring the smooth operation of our office, with a primary focus on managing incoming and outgoing physical and electronic correspondence. This role demands a high level of discretion and integrity as it involves handling sensitive patient information.

Key Responsibilities:

• Mail Management: Oversee the distribution and dispatch of all physical mail. Ensure timely sorting, filing, and delivery of incoming mail and manage outgoing mail with attention to accuracy and confidentiality.
• Email Administration: Monitor and manage electronic correspondence, ensuring prompt and organized responses or forwarding to appropriate departments. Maintain email organization and archive essential communications.
• Patient Information Handling: Handle sensitive patient information with utmost confidentiality. Assist in the processing and filing of patient documents, ensuring compliance with privacy regulations and company policies.
• Document Control: Maintain and manage files, records, and other documents, ensuring they are updated, stored, and retrieved efficiently and securely.
• Support Services: Provide administrative support to various departments as needed, including data entry, document preparation, and other ad hoc tasks.
• Communication Liaison: Act as a communication bridge, ensuring clear and effective correspondence between departments and external stakeholders.
• Compliance and Confidentiality: Adhere to all company policies and legal regulations concerning patient confidentiality and data protection.

Qualifications:

• Proven experience as an administrative assistant or similar role.
• Proficiency in office software (e.g., MS Office) and experience with email management.
• Excellent organizational and time-management skills.
• Strong communication and interpersonal abilities.
• Experience in handling confidential information with discretion.
• Knowledge of healthcare privacy and compliance regulations (e.g., HIPAA) is preferred.

Education:

• High school diploma required; further education or certification in administrative support is a plus.