Sankara Eye Hospital - Admin Role

Admin

GENERAL INFORMATION:

Preference will be given to candidates with the previous exposure to work at Hospitals

MISSION:

Why the position exists:

- Ensure Institutions vision and values are cascaded down to all levels, whilst creating the right culture and environment for internal and external customers in tandem to help the Institution in achieving its short / long term goals.

- Entails being ultimately responsible for all day-to-day management decisions and for implementing the Companys long and short term plans.

- Take all reasonable steps to create a culture of integrity throughout the organization.

- Set the ethical tone for SECI and its Management by managing the administration, implementation and compliance with SECI policies and procedures

- Serve as the external spokesperson and principal liaison for SECI, including effectively managing relations with SECIs external stakeholders, such as donors, the communities in which SECI operates, customers, creditors, suppliers, the media, governments, other non-government organizations and the public generally.

REQUIREMENTS:

Education: Degree with minimum experience of 8-10 years in any similar organization. MBA will be preferred.

Job Related Experience: Min 8 to 10 years experience in hospital with administrative capabilities.

Business Understanding: Hospital Industry

Others:

- Must be flexible in approach and able to work in a true team environment

- Ability to work within a matrix across service boundaries

- Ability to relate professionally and positively with patients, care givers, staff, direct repartees and Patrons

- Should have good control over numbers

COMPETENCY Level :

1. Novice; 2. Basic; 3. Competent; 4. Advanced;

Leadership Competency:

Team Building: 4

Strategic Thinking: 3

Conceptual: 3

Adaptability: 4

Customer Focus: 4

Influencing Skills: 4

Counselling: 3

Coaching / Mentoring: 3

Attention to Details: 4

Analytical Thinking: 3

Critical Info Seeking: 4

Concern for Standards: 4

Functional Competency:

Ethics: 4

Organization Development: 3

Brand building: 3

Statutes: 4

Training: 3

Decision Making Skills: 4

Management: 4

Collaboration/Partnership: 4

Financial Management: 4

Staff Management: 4

Cross Functional Competency:

PC Software Literacy: 4

Hospital Quality: 4

Management: 4

Product / Process Knowledge: 4

Documentation / Report Writing: 4

Finance Literacy: 3

AREAS OF RESPONSIBILITY (Describe the nature, scope, level of improvements to new ideas, etc.):

Planning & Strategizing:

- Stay current with healthcare conditions and their potential impact on the Hospitals policies and operations and, in collaboration with leadership council develops the short-term and long-term strategic plan for the

Hospital and its offered services.

- Ensures the strategic plan is articulated both internally and externally, and effectively delegates key activities to ensure timely execution of the strategic plan initiatives.

Level: Fully

Core Area Administration:

- Achieve the top line numbers and bottom line numbers as decided in the Annual Business Plan

- Ensure smooth relations with MHQ ; Attending CEO / CMO meetings, replying to mails of leadership council, providing information as required by leadership council

- Conduct Monthly Review Meetings; Chair MRMs and call for adherence of targets

- Submission of BSC on time ; Take all necessary action with various departments for the adherence

- Ensure daily updating of BSC Boards

- Managing Approvals, Sanctions and Renewals ; Liaising with respective departments for prompt action

- Preparing Monthly Compliance certificates ; Liaising with respective departments for prompt action

- Generate Daily MIS

- Assisting in the conduct of various programs, meetings and seminars

- Ensuring quality of service from non-medical staff ; Monitoring performance and annual performance assessment

- Ensure that outreach numbers as per plan are met ; take all necessary action with Outreach Departments for the adherence.

- Ensure successful conduct of programs like Gift of Vision, Rainbow, Diabetic retinopathy, etc. ; Take all necessary action with various departments for the adherence.

- Ensure control over stock, cash and receivables ; Call for stock taking, certify cash balances and ask for balance confirmations from debtors and ensure collection of DBCS claims

- Managing Approvals, Sanctions and Renewals ; Liaising with respective departments for prompt action

- Preparing Monthly Compliance certificates ; Liaising with respective departments for prompt action

- Managing Purchase requisitions, Purchase Invoices and GRINs ; Initiate, approve and forward to CPD if need be.

- Managing Outsourced agencies ; Take all necessary action for the effective management of the outsourced agencies

- Manage DBCS claims ; Monitoring Outreach Department in timely submission of claims and their collection

- Managing Outreach ward activities ; Providing good quality and timely food, good accommodation to outreach patients and maintaining hygiene.

- Ensure that Camp department schedule is maintained. Monitor transport requirements

- Manage Audit ; Liaison with various auditors, reply to their queries and finalize reports

- Maintaining Registers and Records as per list attached (Medical)

- Managing IS Activities ; Liaison with IS for continuous availability of connectivity and smooth running of all computer applications

- Manage Eye bank ; Organize Eye Donation campaigns

- Manage, monitor & review outreach camps.

- Completion of all surgeries without back log.

- Theatre running stock and equipment before the start of every session.

- Patient ; care services according to established procedures and policies.(Protocol attached)

- Sterility of theatre, certified every week by a Microbiologist. (Protocol attached)

- Readiness of Sterile and Unsterile medicines, Instruments and consumables.

- Disposal Management of Bio Medical Waste.

- Optimum stock maintenance of Linen, Medicines and consumables.

- Any damage detected in Medical Equipments, Autoclaves, Probes, etc.

- Timely replacement of repaired equipments, so that surgeries are not affected.

- Ensure that you are responsible for customer calls, referrals, paid camps, school students eye screening, employee eye screening, corporate tie-up, CSR contribution etc.

- Promote paper and poster publications with in the hospital.

Level: Fully

Measurement:

- Out Patient number

- In Patient surgery number

- OP to IP conversion rate ; patient counselled and converted to surgeries -

- Average surgery realization rate

- Camps per year

- Camp surgeries per year

- Sankaram surgeries

- Patient Satisfaction Survey

- Variable cost per nonpaying surgery

- Contribution per paying surgery

- Annexure A

Personal Relations:

- Manage Public Relations ; Liaison with various Govt Departments, Media and Press.

- Ensuring smooth relations with Govt and other related departments

- Representing SECI in required forums, Meeting and inviting Govt and other department officials to hospital, entertaining Guests.

- Managing Visitors ; Accompanying visitors, identifying escorts.

- Ensure patient delight ; Take all necessary action with various departments for the adherence and connect with patients to know first-hand about their problems and suggestions. Authorize concessions to patient charges if found necessary

- Manage Volunteers.

- Manage co-sponsors & create a work relationship with regular interactions.

Level: Fully

Delivery of Healthcare Services:

- Establishes and attains challenging / achievable quality patient care and ensuring financial viability.

- Responsible for the design, marketing, promotion, delivery, risk management and quality of the units eye care programme.

- Ensures policies and practices effectively support sound and safe patient care, and that the delivery of healthcare services provides the highest level of a positive experience to the patient.

- Establish a system to assure high quality patient care is provided.

Level: Fully

Financial Management:

- Prepare Annual Budget and Business Plan ; Recommend yearly budget for the hospital and ensure prudent management of the Hospitals resources within those budget guidelines.

- Ensure expenses are under control and as per budget.

Self Sufficiency:

- Participate and lead budgeting exercise for the hospital with focus on becoming financially self sustainable within a 3 years time frame.

- Ensuring the hospital generates the required paying OP and IP numbers its entities and consistently remain above self-sufficiency

Level: Fully

Measurement:

- Budget VS Actual

- Revenue Generation

- Outstanding collection ; TPA/Insurance

- Outstanding collection ; DBCS

- Annexure A

Human Resource management:

- Management of staff, including:

(i) Training, development and career management and

(ii) Day-to-day management matters

(iii) Recruitment and

(iv) Appraisals of all employees as per institutional norms.

- Schedule posting duties of staff working under you

- Paramedics administration - Managing ICs and Other Paramedics

- Administrative Staff

- Ensure adequate manpower ; Recruit manpower locally for posts approved for local recruitment and arrange for recruitment from HR Dept. of MHQ for other posts; Facilitate recruitment of staff initially from existing staff and also external candidates.

- Ensure employee morale ; Institute awards, arrange get together, Long Service Awards, Founders day and other employee relation activities

- Ensuring adherence to training requirements Partially

Measurement:

- Staff attrition levels

- Staff absenteeism

- Performance of all ICs

- Training to staff and

- Paramedics as per plan

- Annexure A

Facilities Management:

- Administers the preservation of the asset value of SECIs capital investments, the management of construction and facility rehabilitation activities, and ensures disaster and emergency preparedness activities are appropriately planned, exercised, and documented.

- Ensuring proper upkeep and maintenance of the Hospital ; Liaison with Facility Manager, Approve purchase requisitions, Recommend PRs to CPD, liaison with local suppliers

Level: Full

Networking & Marketing:

- External relationships with rest of organization, partners, other medical research organizations, industry etc.

- Utilize the organization's existing network as well as develop newer network for wider visibility

- Fundraising

- Play an instrumental fundraising role which includes identifying resource requirements, and in developing and cultivating relationships that will support and enhance fundraising efforts.

- Provide oversight of the Units functions which include researching funding sources, establishing strategies to approach grantors,

Level: Fully

Measurement:

Full : Fully responsible for the results of the work

Partial : Partially responsible for the results of the work

Supportive : Provide support to the person accountable for the results of the work.