Dispatching, data entry, and access/key control are the core tasks of this role, which supports the Facilities Engineering/Planning Design and Construction and Security departments. The dispatcher ensures a safe and comfortable environment for patients and staff by responding to calls and performing clerical activities.
Responsibilities
Perform activities involved in the dispatching of personnel, assuring that the appropriate individual is dispatched to the problem location
Reconcile conflicting assignments and justify decisions made to ensure timely response to trouble calls and to facilitate efficient departmental operations
Answer trouble calls for assigned departments in a courteous and professional manner, identifying self and department at all times
Route all routine and/or emergency work requests to the appropriate department/individual for resolution immediately upon receipt of call
Dispatch personnel in response to telephone requests from internal customers using a two-way radio system
When appropriate, contact the originator of the call to confirm the status of work request prior to the end of each shift
Ensure that all unresolved work requests are forwarded to the next shift dispatcher and appropriate team’s “To Be Done” box to facilitate accurate follow up
Monitor building control systems (i.e., Simplex Fire, Translogic, generators, oxygen, medical gases, Siemens and Security), for facilities
When a situation arises, activate departmental response to alarm and/or trouble indications to facilitate timely responses to those alarms
Initiate the departmental response plan associated with all building monitoring systems in accordance with the departmental policy and procedure manual
Initiate Code Red, Code Green, Code Pink and Disaster Plan in accordance with specific instructions regarding Phase I, II, and III responding
Assist with departmental communication functions to ensure that accurate and timely communication is facilitated and that the department is presented in a positive manner
Interact with other hospital departments and intervene as a liaison for departments, assuring timely communications are facilitated and that the department is presented in a positive manner
Assist departmental personnel with required communications (relaying messages, etc.), assuring accurate routing of messages in accordance with the time frames set forth by the department
Complete the weekly staffing board in the control room at the end of the week for the following week, assuring that accurate information is utilized for the dispatching of personnel
Monitor critical building areas, i.e., entrances, exits, outside areas, corridors, and patient areas, via the Security Camera System
Utilize the system to identify security breaches or emergency situations
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When security breaches or questionable activity is observed, dispatch Security to the area and provide Security with as much visual information as possible
Record each occurrence of activity reported to Security on the dispatch log
Report on activity in specific areas via radio, as requested by Security in conjunction with emergency calls
Ensure that the Security Camera System is used for official purposes only by authorized staff
Report any unauthorized use to Supervision
Maintain and monitor the key control system to insure the integrity of the system and the timely access to rooms by authorized hospital personnel
Coordinate access control activities with other hospital departments and provide room access to authorized hospital personnel during all shifts
Maintain documentation of room access/key logs for temporary access granted to hospital personnel
Ensure adherence to the department policy and procedure for key control
Coordinate access and key control activities, assuring room access is available as needed for emergencies
Assist in arranging prior approval of department directors in accordance with the department policy and procedure, when appropriate
Perform data entry and clerical activities in affiliation with maintenance management software program, and other software systems to ensure that accurate information is provided to department personnel on a timely basis
Ensure that all work orders and time sheets to be entered and closed are complete as assigned, in order to provide accurate work order status information
Document, maintain and monitor all pertinent interdepartmental work related information concerning management and staff, and report or route that information in a timely manner to the departments as assigned by supervision
Update and monitor call log documentation to ensure adequate and precise information regarding trouble calls and action taken, and status of requests
Continually seek education and training opportunities to enhance job-related skills
Participate in ongoing education activities to develop, maintain, and enhance job skills and expertise
When required, help fill parts orders, inventory storeroom and house-wide equipment, and receive inventory into CMMS system
Help implement and maintain documentation methods and facilitate change in documentation methods as required to meet changing requirements
Actively participate in improvement and operational improvement programs in both departments to promote gains in efficiency and improvement in the work environment
Requirements
High School Diploma or equivalent
One (1) year prior experience in an office setting
Good written communication skills and telephone technique
Ability to effectively interact on a daily basis with individuals on all organizational levels
Important Details
Schedule: 40 hours weekly
About the Company
WH Wheeling Hospital Inc. operates the WH Security cost center.
