Medical Administrative Assistant

6 days ago


Ashford, Kent, United Kingdom The Hole in the Wall Gang Fund, Inc. Full time
Job Overview: The Hole in the Wall Gang Fund, Inc. is seeking a highly organized and detail-oriented Medical Administrative Assistant to join our team. This individual will be responsible for providing administrative support to the Infirmary operations, ensuring that medical professionals can focus on delivering high-quality care to our participants.

Responsibilities:
  • Serve as primary clerical support for infirmary operations, including answering phones, managing mail, shredding documents, and filing.
  • Act as primary liaison to Facilities and IT team, reporting concerns and overseeing inventory and distribution of facilities resources.
  • Ensure the Infirmary is clean, organized, and stocked with office and medical supplies across its functional spaces.
  • Maintain a clean and welcoming waiting area with games, toys, and activities for campers.
  • Maintain medical supplies, equipment, and formulary, including purchasing and inventory management.
  • Work with supply and biomedical support vendors for supply pickup and delivery.
  • Assist the Director of Nursing with volunteer registration forms, database record keeping, and orientation materials.
  • Troubleshoot database issues and work with administrators as needed.
  • Ensure medical volunteers are up to date on licensing requirements and certifications.
  • Configure and post medical staff and volunteer housing assignments.
  • Assemble and post weekly session schedules for infirmary shifts and staff time off.
  • Greet and check in Infirmary medical volunteers, providing necessary information and documents.
  • Assist with maintaining and updating staff and volunteer medical forms, database record keeping, and automation.
  • Support the enforcement of staff and volunteer medical requirements.
  • Collaborate on Infirmary projects and welcome camper walk-ins, bringing them to treatment rooms and notifying medical team members.
  • Assist with medical transport, copying charts, and notifying program teams.

Requirements:
  • A degree and/or coursework in a related field is desirable.
  • Experience managing constituent data, using paper and web-based forms in conjunction with a CRM database system.
  • Experience managing rosters, assigning housing, and coordinating the welcoming and care of constituents.
  • Experience working in a non-profit and/or medical setting is desirable.
  • The ability to multi-task, prioritize workdays/projects independently, and operate a computer for extended periods.
  • A familiarity with key software and database resources (e.g. Microsoft Office, Salesforce) and adaptable digital skills.
  • The ability to work in-person with some possibility of infrequent remote work.
  • Weekend work may be required.
  • A valid driver's license and driving record meeting HITWGC insurance carrier requirements.

What We Offer:

We provide a competitive salary range of $55,000 - $65,000 per year, depending on experience, a generous benefits package, and growth opportunities.

The Hole in the Wall Gang Fund, Inc. is an Equal Opportunity Employer, committed to a diverse workforce.



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