Activities Assistant - Embassy of Lyndhurst

EMBASSY HEALTHCARE

JOB DESCRIPTION

POSITION TITLE:  Activity DirectorEFFECTIVE DATE:

DEPARTMENT:  ActivitiesSHIFT:  

REPORTS TO:  Activities Director STATUS:  Salary/Hourly

DEPARTMENT HEAD APPROVAL_______________________________DATE_________

HUMAN RESOURCE APPROVAL________________________________DATE_________

DELEGATION OF AUTHORITY:

As Activity Director, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.

ESSENTIAL JOB FUNCTIONS STATEMENT:

Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.

SAFETY FACTORS:

Risk Potential to Blood/Body Fluids:

Category I:  Tasks in this category involve exposure to blood, body fluids, or tissues, and require the use of personal protective equipment.

*Category II:  Tasks in this category involve no exposure to blood, body fluids, and/or tissues, but employment may require performing unplanned category I tasks.

Category III:  these tasks require no exposure to blood, body fluids, and/or tissues, and category I tasks are not a condition of employment.

ESSENTIAL JOB FUNCTIONS & RESPONSIBILITIES

Primary Functions 

• Plan, develop, organize, implement, evaluate, direct and actively participate in the activity programs of this facility.

• Assist in the development, administering, and coordinating of department policies and procedures.

• Keep abreast of current federal and state regulations, as well as professional standards, and make recommendations on changes in policies and procedures to the Administrator.

• Review department policies and procedures, at least annually, and participate in making recommended changes (e.g., ADA, ergonomics, air quality, etc.).

• Develop and implement policies and procedures for the identification of medically related activity needs of the resident.

• Participate in community planning related to the interests of the facility and the services and needs of the resident and family.

• Participate in discharge planning, development and implementation of activity care plans and resident assessments.

• Interview resident/families as necessary and in a private setting.

• Perform administrative requirements, such as completing necessary forms, reports, etc., and submitting such to the Administrator as required.

• Involve residents and families in planning facility activity programs.

• Refer resident/families to appropriate social service personnel when the facility does not provide the services or needs of the resident.

• Provide consultation to members of our staff, community agencies, etc., in efforts to solve the needs and problems of the resident through the development of activity programs.

• Assist in the review and updating of departmental job descriptions at least annually.

• Assume the authority, responsibility, and accountability of directing the activity department.

• Maintain a productive working relationship with the medical profession and other health related facilities and organizations.

• Review and evaluate the department's work force and make recommendations to the Administrator.

• Coordinate activities with other departments as necessary.

• Work with the facility's consultants as necessary and implement recommended changes as required.

• Delegate authority, responsibility, and accountability to other responsible department personnel.

• Make written and oral reports/recommendations to the Administrator concerning the operation of the activity department.

• Assist in standardizing the methods in which work will be accomplished.

• Interpret the department's policies and procedures to employees, residents, visitors, government agencies, etc.

• Keep abreast of economic conditions/situations and recommend to the Administrator adjustments in activity programs that assure the continued ability to provide daily activities.

• Review and develop a plan of correction for activity deficiencies noted during survey inspections and provide a written copy of such report to the Administrator.

• Assist the Infection Control Coordinator in identifying, evaluating, and classifying routine and job related activity functions to ensure that tasks involving potential exposure to blood/body fluids are properly identified and recorded.

• Review departmental complaints and grievances from personnel and make written reports to the Administrator of action(s) taken. Follow facility's established procedures.

• Assist the Quality Assessment & Assurance Committee in developing and implementing appropriate plans of action to correct identified deficiencies.

• Develop, implement, and maintain an ongoing quality assurance program for the activity department.

• Participate in facility surveys (inspections) made by authorized government agencies.

• Interview residents or family members to obtain activity information.

• Ensure that all charted activity progress notes are informative and descriptive of the services provided and of the resident's response to the service.

• Maintain a reference library of written material, laws, etc., necessary for complying with current standards and regulations and that will provide assistance in maintaining a quality activity program.

• Involve the resident/family in planning objectives and goals for the resident.

• Meet with administration, medical and nursing staff, as well as other related departments in planning activity programs.

• Arrange transportation for field trips when necessary.

• Others as deemed necessary and appropriate, or as may be directed by the Administrator.

Committee Functions

• Serve on, participate in, and attend various committees of the facility, (i.e., Infection Control, Policy Advisory, Pharmaceutical, Budget, Quality Assessment and Assurance, etc.,) as required, and as appointed by the Administrator.

• Provide written and/or oral reports of the programs and activities as required, or as may be directed by such committee(s).

• Participate in regularly scheduled reviews of resident discharge plans.

• Evaluate and implement recommendations from established committees as they may pertain to activity services.

• Meet with activity personnel, on a regularly scheduled basis, and solicit advice from inter-department supervisors concerning the operation of the department, assist in identifying and correcting problem areas, and/or the improvement of services.

• Attend department head meetings, etc., as scheduled or as may be called.

• Schedule and announce departmental meeting times, dates, place, etc.

Personnel Functions

• Assist in the recruitment, interviewing, and selection of personnel for the activity department.

• Determine departmental staffing requirements necessary to meet the activity department's needs, and assign a sufficient number of activity personnel for each tour of duty.

• Recommend to the Administrator the number and level of activity personnel to be employed.

• Schedule department work hours (including vacation and holiday schedules), personnel, work assignments, etc., to expedite work.

• Delegate administrative authority, responsibility, and accountability to other activity personnel as deemed necessary to perform their assigned duties and responsibilities.

• Counsel/discipline activity personnel as requested or as necessary.

• Terminate employment of personnel when necessary, documenting and coordinating such actions with the Personnel Director and/or Administrator.

• Assist in standardizing the methods in which activity programs will be performed and/or administered.

• Review and check competence of activity personnel and make necessary adjustments/corrections as required or that may become necessary.

• Maintain an excellent working relationship with other department supervisors and coordinate the activity program to assure that daily activities can be performed without interruption.

• Assure that appropriate identification documents are presented prior to employment and that such records are maintained in the employee's personnel record.

• Make daily rounds to assure that activity personnel are performing required duties, and to assure that appropriate activity programs are being rendered to meet the needs of the resident.

• Conduct departmental performance evaluations in accordance with the facility's policies and procedures.

• Report occupational exposures to blood, body fluids, infectious materials, and hazardous chemicals in accordance with the facility's policies and procedures governing accidents and incidents.

• Create and maintain an atmosphere of warmth, personal interest and positive emphasis, as well as a calm environment throughout the facility.

Staff Development

• Develop and participate in the planning, conducting, and scheduling of timely in-service training classes that provide instructions on "how to do the job", and ensures a well-educated activity department.

• Develop, implement, and maintain an effective orientation program that orients the new employee to the department, its policies and procedures, and to his/her job position and duties.

• Provide leadership training that includes the administrative and supervisory principles essential for the activity department.

• Encourage the supervisory staff to attend and participate in outside training programs. Schedule times as appropriate.

• Assist support services in developing, implementing, and conducting in-service training programs that relate to the activity department.

• Attend and participate in continuing educational programs designed to keep you abreast of changes in your profession, as well as to maintain your license on a current status.

• Ensure that all department personnel attend and participate in annual OSHA and CDC in-service training programs for hazard communication, TB management, and blood borne pathogens standard.

Safety and Sanitation

• Assist the Safety Officer in developing safety standards for the activity department.

• Ensure that the department's policy and procedures manual identifies safety precautions and equipment to use when performing tasks that may result in bodily injury.

• Monitor department personnel to assure that they are following established safety regulations in the use of equipment and supplies.

• Ensure that department work areas are maintained in a clean, sanitary, and safe manner.

• Ensure that all department personnel follow established departmental policies and procedures, including appropriate dress codes.

• Ensure that department personnel participate in and conduct all fire safety and disaster preparedness drills in a safe and professional manner.

• Assist the Infection Control Committee in the development, implementation, and revising of written aseptic and isolation techniques relative to activities.

• Develop, implement and maintain a program for monitoring communicable and/or infectious diseases among residents and personnel.

• Ensure that activity personnel follow established infection control procedures when isolation precautions become necessary.

• Develop, implement, and maintain a procedure for reporting hazardous conditions or equipment.

• Ensure that department personnel follow established procedures governing exposure to blood/body fluids.

• Ensure that department personnel follow established procedures governing the use of labels and MSDSs.

• Report missing/illegible labels and MSDSs to the safety officer or other designated person.

• Ensure that department personnel performing tasks that may involve potential exposure to blood, body fluids, infectious diseases, etc., attend appropriate in-service training classes prior to performing such tasks.

Equipment and Supply Functions

• Recommend to the Administrator the equipment and supply needs of the activity department.

• Place orders for equipment and supplies as necessary or as may be required.

• Make periodic rounds to check equipment and to assure that necessary equipment is available and working properly.

• Check supply rooms to assure that needed activity supplies are on hand to conduct scheduled activities.

• Ensure that all personnel operate activity equipment in a safe manner.

• Develop and implement procedures that ensure activity supplies are used in an efficient manner to avoid waste.

• Ensure that appropriate cleaning supplies are on hand to perform necessary departmental cleaning functions.

• Ensure that MSDSs are on file for hazardous chemicals used in the activity department.

Care Plan and Assessment Functions

• Develop preliminary and comprehensive assessments of the activity needs of each resident.

• Develop a written plan of care (preliminary and comprehensive) for each resident that identifies the problems/needs of the resident and the goals to be accomplished for each problem/need identified.

• Encourage the resident/family to participate in the development and review of the resident's plan of care.

• Assist in the scheduling of activity care plans and assessments to be presented and discussed at each committee meeting.

• Ensure that all activity personnel are aware of the care plan and that care plans are used in providing daily activities for the resident.

• Review nurses' notes to determine if the activity care plan is being followed. Report problem areas to the DONS.

• Review and revise care plans and assessments as necessary, but at least quarterly.

• Develop and maintain a good rapport with all services involved with the care plan to ensure that a team effort is achieved in developing a comprehensive plan of care.

Budget and Planning Functions

• Forecast needs of the department.

• Assist in preparing and planning the activity department's budget for food, equipment, supplies, and labor and submit to the Administrator for review, recommendations, and approval.

• Maintain current written records of department expenditures and assure that adequate financial records and cost reports are submitted to the Administrator upon request or as necessary.

• Make departmental adjustments in order to conform to approved budget, and/or as dictated by an analysis of the monthly operating statement.

Resident Rights

• Maintain the confidentiality of all resident care information.

• Knock before entering a resident's room.

• Ensure that all activity personnel are knowledgeable of the resident's rights and responsibilities, including the right of refusal.

• Review complaints and grievances made by the resident and make a written/oral report to the Administrator within indicating what action(s) were taken to resolve the complaint or grievance. Follow facility's established procedures.

• Participate in resident/group council meetings as requested and provide support services to such council.

• Maintain a written record of the resident's complaints and/or grievances that indicates the action taken to resolve the complaint and the current status of the complaint.

Miscellaneous

• Make weekly inspections of all activity functions to assure that quality control measures are continually maintained.

• Be prepared to handle emergencies as they come up (i.e., rescheduling work assignments and work schedules, etc.).

• Be sure that appropriate protective clothing/devices are on hand for handling infectious waste and/or blood/body fluids.

• Work with the facility's consultants as necessary and implement recommended changes as required.

• Assist in making appointments for the resident as requested.

• Schedule movies, plan parties, and provide games/activities for residents.

• Encourage residents to participate in hobbies and crafts. Provide materials as necessary.

• Supervise activities as necessary.

• Develop and maintain an activity schedule.

• Provide reading materials in braille, tapes, and records as necessary.

• Assist in providing library service for residents through cooperation with local library.

• Make routine visits to residents and perform assistance with crafts, projects, etc., as necessary.

• May arrange for sale of articles made by residents, i.e., at bazaars, in gift shop, etc.

• Assist bed residents by visiting with them, writing letters, running errands, making appointments, etc., as necessary.

• Encourage residents to develop their educational development through reading, etc.

• Others as deemed necessary and appropriate, or as may be directed by the consultant or administrator.

Working Conditions

•  

• Works in office areas as well as throughout the facility.

• Moves intermittently during working hours.

• Is subject to frequent interruptions.

• Is involved with residents, personnel, visitors, government agencies/personnel, etc., under all conditions and circumstances.

• Is subject to hostile and emotionally upset residents, family members, etc.

• Communicates with the medical staff, nursing service, and other department supervisors.

• Works beyond normal working hours, on weekends, and in other positions temporarily, when necessary.

• Is subject to call-back during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.).

• Attends and participates in continuing educational programs.

• Is subject to injury from falls, burns from equipment, odors, etc., throughout the day, as well as to reactions from dust, disinfectants, tobacco smoke, and other air contaminants.

• Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and the AIDS and Hepatitis B viruses.

• Maintains a liaison with other department supervisors to adequately plan for resident activities.

• May be subject to the handling of and exposure to hazardous chemicals.

Education

• Must possess, as a minimum, two (2) years of college. Degree preferred but not necessary.

Experience

• Must be a qualified therapeutic recreation specialist or an activities professional who is licensed by this state and is eligible for certification as a recreation specialist or as an activities professional; or

• Must have, as a minimum, two (2) years experience in a social or recreation program within the last five (5) years, one (1) of which was full-time in a patient activities program in a health care setting; or

• Must be a qualified occupational therapist or occupational therapy assistant; or

• Must have completed a training course approved by this state.

Specific Requirements

• Must be able to read, write, speak, and understand the English language.

• Must possess the ability to make independent decisions when circumstances warrant such action.

• Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.

• Must possess leadership ability and willingness to work harmoniously with and supervise other personnel.

• Must have patience, tact, cheerful disposition and enthusiasm, as well as be willing to handle residents based on whatever maturity level at which they are currently functioning.

• Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing activity services.

• Must be able to relate information concerning a resident's condition.

• Must not pose a direct threat to the health or safety of other individuals in the workplace.

Physical and Sensory Requirements

(With or Without the Aid of Mechanical Devices)

• Must be able to move intermittently throughout the work day.

• Must be able to speak and write the English language in an understandable manner.

• Must be able to cope with the mental and emotional stress of the position.

• Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.

• Must function independently and have flexibility, personal integrity, and the ability to work effectively with residents, personnel, and support agencies.

• Must meet the general health requirements set forth by the policies of this facility which include a medical and physical examination.

• Must be able to relate to and work with ill, disabled, elderly, emotionally upset and at times, hostile people within the facility.

• Must be able to push, pull, move, and/or lift a minimum of twenty-five pounds. 

• May be necessary to assist in the evacuation of residents during emergency situations.

Acknowledgment

I have read this job description and fully understand the requirements set forth therein. I hereby accept the position of Activity Director and agree to perform the identified essential functions in a safe manner and in accordance with the facility's established procedures. I understand that as a result of my employment, I may be exposed to blood, body fluids, infectious diseases, air contaminants (including tobacco smoke), and hazardous chemicals and that the facility will provide to me instructions on how to prevent and control such exposures. I further understand that I may also be exposed to the Hepatitis B Virus and that the facility will make available to me, free of charge, the hepatitis B vaccination.

I further understand that my employment is at-will and thereby understand that my employment can be terminated at-will either by the facility or I and that such termination can be made with or without notice.

__________________________  ___________________________________________________

DateSignature--Activity Assistant

__________________________  ___________________________________________________

DateSignature--Administrator