To enhance its service excellence, NIHS seeks a qualified and passionate Senior Administration Officer to join its dynamic team. The ideal candidate will be responsible for day-to-day administrative tasks, human resource management, financial oversight, procurement, compliance, facility management, patient relations, outreach programs, communication, audit, risk management, and emergency preparedness.

Job Duties, Responsibilities, and Specifications:

Day-to-Day Administrative Duties:

• Monitor and supervise all admin, finance, nursing, lab and pharmacy staff and provide necessary guidance as required.
• Oversee and manage the daily administrative operations of the clinic.
• Coordinate administrative tasks, including scheduling appointments, managing patient inquiries, and handling correspondence.
• Ensure efficient workflow by optimizing processes and procedures.
• Monitor and keep updated leave records and timesheets of the staff.

HR Management:

• Recruit, train, and supervise administrative, finance, and auxiliary staff.
• Conduct performance evaluations and provide ongoing feedback and training to staff members.
• Foster a positive work environment that promotes teamwork, professionalism, and employee satisfaction.

Financial Management:

• Monitor financial activities of the clinic, including budgeting, expense tracking, and revenue management and report to the CEO in written format.
• Collaborate with the Chief Executive Officer (CEO) in preparing and implementing proposals and budgets.
• Monitor and check daily sales and petty cash, ensuring accurate record-keeping.
• Collaborate with the accounting or finance section to reconcile financial records and prepare financial reports.

Procurement:

• Implement procurement guidelines according to the operational manual.
• Prepare purchase orders, quotations, sealed quotations, and bidding documents for the procurement of services, work, and goods as required.
• Establish a vendor roster for procuring necessary clinical supplies.

Inventory Management:

• Supervise facility maintenance, equipment procurement, and inventory management to ensure smooth clinic operations.
• Maintain an up-to-date inventory list of equipment, assets, and means of transport, including relevant contracts and leases.
• Facilitate disposal of damaged office equipment and assets.

Compliance and Regulation:

• Ensure compliance with healthcare regulations, privacy laws, and other legal requirements as per the Government of Nepal.
• Implement policies and procedures to maintain compliance with industry standards and guidelines.
• Review and implement policies and procedures in compliance with organizational guidelines and regulatory requirements.

Facility Management:

• Supervise facility maintenance and repairs to ensure a safe and comfortable environment for patients and staff.
• Manage inventory of supplies, equipment, and medications, ensuring adequate stock levels.
• Coordinate with vendors and contractors for facility-related services.

Patient Relations:

• Ensure quality standards for patient care, compliance with regulations, and adherence to best practices in healthcare administration.
• Address patient concerns and feedback, implementing strategies to enhance patient satisfaction and retention in a timely and professional manner.
• Implement strategies to improve the overall patient experience, ensuring confidentiality and privacy of patient information.

Outreach Program and Proposal:

• Provide support to the Nursing and Clinical Management Coordinator (NCMC) in organizing community outreach programs or campaigns.
• Collaborate with local organizations to promote healthcare initiatives.
• Facilitate the Sales and Marketing team in preparing proposals for the corporate office regarding health benefits and pricing.

Communication and Coordination:

• Serve as a liaison between different departments within the clinic, fostering effective communication and collaboration.
• Coordinate meetings, conferences, and other events as needed.
• Communicate updates, policies, and procedures to staff members to ensure clarity and consistency.

Audit and Compliance:

• Coordinate with the Finance Officer for internal and external audits.
• Ensure compliance with the organization's procedure manual.
• Review, implement, and maintain internal controls and financial procedures.

Risk Management:

• Identify potential risks to the clinic's operation and develop strategies to mitigate them.
• Analyze clinic performance data and prepare reports for senior management and stakeholders.

Emergency Preparedness:

• Develop and maintain emergency response plans to address potential crises or disasters.
• Conduct drills and training sessions to prepare staff for emergencies.
• Ensure that emergency equipment and supplies are readily available and properly maintained
• Fulfill other roles and responsibilities as directed by the CEO.

Qualification, Experience, and Skills:

• Education: Master’s degree in business administration, healthcare administration, or a related field.
• At least two years of professional work experience in a hospital or clinic is preferable.
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proficiency in computer applications, including MS Office.
• Fluent in English and Nepali.

Salary and Benefits:

• Competitive salary and benefits as per the organization's rules.
• Period and Probation Period:
• The probation period for the successful candidate will be six months.