Job Description – Nursing Office

Position: Nursing Office Executive / Nursing Office Coordinator
Department: Nursing / Clinical Operations
Reports To: Nursing Superintendent / Nursing Manager
Location: Hospital / Healthcare Facility

Job Purpose

To provide administrative and operational support to the Nursing Department by coordinating nursing staff-related activities, maintaining records, supporting manpower and roster management, and ensuring smooth day-to-day nursing operations in coordination with clinical and support departments.

Key Responsibilities

• Coordinate day-to-day administrative activities of the Nursing Department.

• Prepare and maintain nursing staff duty rosters, shift schedules and deployment records.

• Coordinate staff allocation and replacement arrangements based on operational requirements.

• Maintain records of nursing staff attendance, leave, overtime, shift changes and absenteeism.

• Coordinate with HR regarding joining, transfers, resignations, employee records and other nursing staff-related matters.

• Maintain updated records of nursing staff qualifications, registrations, certifications and mandatory training.

• Coordinate orientation and induction programs for newly joined nursing staff.

• Maintain records of nursing training programs, competency assessments and continuing education activities.

• Prepare nursing department reports, MIS and required management data.

• Assist the Nursing Manager/Nursing Superintendent in manpower planning and staff deployment.

• Coordinate communication of nursing policies, SOPs, circulars and departmental instructions.

• Maintain proper filing and documentation of nursing department records.

• Coordinate with various departments regarding patient-care support, manpower requirements and operational issues.

• Follow up on nursing-related requests, requirements and pending actions.

• Assist in coordinating internal audits, quality initiatives, accreditation requirements and compliance documentation.

• Support inventory-related coordination for nursing supplies, uniforms, ID cards and other departmental requirements.

• Ensure confidentiality and appropriate handling of employee and patient-related information.

• Escalate staff shortages, attendance issues, operational concerns and other critical matters to the reporting manager.

• Ensure compliance with hospital policies, nursing standards, SOPs and applicable statutory requirements.

• Perform other duties assigned by the Nursing Manager/Nursing Superintendent.

Qualifications

• Educational Qualification: Bachelor's degree in Nursing / GNM or relevant healthcare qualification.

• Additional qualification in healthcare administration or hospital administration will be an advantage.

• Experience: Relevant experience in nursing administration, hospital operations or nursing office coordination is preferred.

Key Competencies

• Nursing administration and coordination

• Manpower and roster management

• Documentation and record management

• MS Office / Hospital Information System skills

• Communication and interpersonal skills

• Coordination and follow-up

• Problem-solving ability

• Attention to detail

• Confidentiality and professionalism

• Teamwork and time management

Key Performance Indicators (KPIs)

• Accuracy and timely preparation of nursing rosters

• Effective manpower deployment and coordination

• Accuracy of attendance, leave and staff records

• Timely completion of nursing MIS and reports

• Compliance with nursing policies, SOPs and statutory requirements

• Timely coordination of staff training and competency records

• Effective resolution/follow-up of nursing administrative issues

• Accuracy and completeness of departmental documentation

• Internal audit and accreditation compliance

• Stakeholder satisfaction and responsiveness