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.