ADMINISTRATIVE ASSISTANT - PROGRAMS

Description

Job Summary: This role supports the administrative and operational functions of a Basic Health Unit, focusing on patient care, data management, and team coordination within the SUS framework. Key Highlights: 1. Operation in Primary Health Care 2. Focus on humanized care and user engagement 3. Contribution to health service management and continuous improvement **Basic Health Unit (UBS)**: A Primary Health Care unit serving as the entry point for the Unified Health System (SUS), geographically located near users' residences. UBSs are responsible for basic health services, including prevention, health promotion, diagnosis, disease treatment, and rehabilitation. Main services provided include scheduled medical and nursing consultations, spontaneous demand care, dental treatment, inhalation therapy, vaccination, wound dressing, laboratory test collection, provision of basic supplies and medications (when necessary), and referral to higher-complexity health services. The team must be knowledgeable about the unit’s coverage area, its population, and their potentialities and vulnerabilities. **Responsibilities and Duties** * Participate in the territorialization and mapping process of the team’s operational area, identifying groups, families, and individuals exposed to risks, and continuously updating this information, prioritizing situations to be monitored in local planning; * Address users’ needs across all activities, providing humanized care and facilitating the establishment of user engagement; * Ensure high-quality registration of activities in the National Information Systems for Primary Health Care; * Perform other actions and activities defined according to local priorities; * Comply with institutional routines, norms, and regulations, as well as those established by the Municipal Health Secretariat; * Implement actions outlined by the Medical Records Committee; * Execute all administrative tasks requested by the Manager; * Inform users about services available at the Family Health Unit; * Monitor daily employee attendance, punctuality, medical certificates, banked hours, absences, and leaves at the Unit; * Efficiently perform human resources-related tasks, per guidance from the immediate supervisor; * Provide information to employees upon request, following institutional standards and guidance from the immediate supervisor; * Organize and maintain the entire process of sending and receiving Human Resources-related information, per institutional and local supervision requests; * Ensure archiving of all documents related to employees; * Maintain organized and readily accessible employee and third-party service provider schedules; * Request identification badges and Personal Protective Equipment (PPE); * Enter employee registration data into the specific form provided by local supervision; * Consult professional councils, per institutional standards; * Provide and receive maintenance- and service-related information, per guidance from the immediate supervisor; * Organize the process of registering and dispatching equipment for maintenance, per institutional standards; verify equipment received from maintenance jointly with technical staff; * Track warranty periods for equipment undergoing preventive or corrective maintenance; * Ensure timely updates of information, records, spreadsheets, and other documents provided by the institution and local supervision; * Provide productivity reports, per standardized formats; * Provide specific outpatient production reports, per local supervision’s information system; * Provide statistical data and information, per guidance from the immediate supervisor; keep all data and information on the notice board updated and organized; * Consolidate data regarding the number of laboratory tests performed; * Conduct inventory and record of fixed assets, per guidance from local supervision; * Control incoming and outgoing fixed assets; * Provide an itemized list of fixed assets per room; * Notify the institution and local supervision immediately in case of damage, loss, or theft of fixed assets; * Enter fixed asset information into local supervision’s information system; * Manage the dispatch process of non-functional items to local supervision; * Annually prepare a descriptive fixed asset control report and submit it to the institution and local supervision; * Manage the filing, retrieval, and delivery of medical records to Family Health Teams (ESF); * Personally deliver mailbags, per established schedule; * Attend meetings, as requested by the Manager; * Assist the Manager in resolving incidents and non-conformities; * Register users’ personal data and enter them into information systems; * Issue and/or retrieve Attendance Forms (F.A.) / Medical Records and direct them to clinical processes; * Receive test results and forward them for filing; * File medical records after consultation; schedule appointments per the Municipal Health Secretariat’s technical manual; * Issue SUS (Unified Health System) attendance cards; * Register all clinical and nursing staff in the SIGA (Integrated Health Management System); * Adhere to all principles and conduct criteria outlined in the Administrative Compliance Manual – Policies and Principles of Integrity of SPDM; * Carry out responsibilities assigned by the institution regarding personal data protection practices – LGPD; * Perform sector/departmental activities, following instructions from the immediate supervisor and institutional standards. **Requirements and Qualifications** * Completed High School Education * Minimum six (6) months of documented experience in administrative routines. **Additional Information** * Work Schedule: 40 hours per week or 12x36 shift pattern * Location: Vila Mariana/Ipiranga/Jabaquara **Benefits and Partnerships:** * Meal Allowance; * Food Allowance; * Medical Assistance (optional enrollment); * Dental Assistance (optional enrollment); * We offer partnerships with Wellhub (Gympass), SESC, Zenklub, colleges, universities, and pharmacies. **SPDM – São Paulo Association for Medicine Development** is a non-profit civil association of philanthropic nature, recognized as being of federal, state, and municipal public utility, respectively by Decrees No. 57.925, dated 03/04/1966; No. 40.103, dated 05/17/1962; and No. 8.911, dated 07/30/1970. The institution operates at federal, state, and municipal levels, harmoniously aligned with national health and education policies, and also functions as an accredited social organization in several states, managing health services and organizations through agreements and management contracts. The Association’s primary directive is integration into the health system, focused on disease treatment, prevention, and promotion of primary, secondary, and tertiary health care, strengthening ties with the local community and reaffirming its social commitment to serve all individuals without discrimination. With institutional growth, SPDM has expanded its scope of action through ongoing projects in Social Assistance and Education. This broad range of activities increasingly consolidates SPDM as a large-scale philanthropic institution seeking economic, social, and environmental sustainability. Its four superintendencies — Hospital São Paulo, Affiliated Institutions, **Integral Health Care Program (PAIS)**, and Education — are managed by highly qualified technical professionals with outstanding expertise. Thus, SPDM contributes effectively to the continuous improvement of services delivered by Brazil’s Unified Health System, primarily aiming to ensure universality and equitable access to health services essential for citizens’ human and social development. To achieve this, SPDM combines cutting-edge technology with high-quality medical care, supported by multidisciplinary teams comprising nurses, physical therapists, pharmacists, nutritionists, speech-language pathologists, biochemists, psychologists, technologists, social workers, dentists, among others. **The Integral Health Care Program (PAIS)** began operations in 2001 in the municipality of São Paulo and later expanded to other municipalities and states. Since its inception, **PAIS** has pursued, in partnership with public management, the growth and consolidation of health services offered to SUS users. The Program aims to drive improvements in population health indicators and quality of life, guided—among other principles—by comprehensiveness and equity, adopting a strategic vision for health service management defined through continuous improvement. ### **Inclusion** SPDM offers employment opportunities at its hospital units, including career development plans, for people with disabilities. To this end, it periodically publishes recruitment announcements targeting these professionals in major newspapers in São Paulo and in municipalities where its units are located. **Mission** To promote integrated health actions in partnership with public management, benefiting the population ethically and humanely, with technical excellence, social and environmental responsibility. **Vision** To be a reference in health service management across all levels of care, guaranteeing high-quality care to populations in partner municipalities and states. **Values** * Professionalism * Quality * Social Responsibility * Teamwork * Ethics