Secretary - Operations

Job Summary

The Secretary - Operations is responsible for providing administrative and secretarial support to the Operations Department and coordinating activities related to Outpatient (OP) and Inpatient (IP) Services. The role ensures efficient communication, documentation, scheduling, report preparation, and coordination among departments to support smooth hospital operations and enhance patient service delivery.

Key Responsibilities

Administrative & Secretarial Support

• Provide secretarial support to the Operations Head and Operations Team.
• Manage appointments, schedules, meetings, and departmental calendars.
• Prepare and maintain correspondence, reports, presentations, and official documents.
• Record and circulate Minutes of Meetings (MOM) and maintain action trackers.
• Maintain confidential files, records, and operational documents.
• Handle incoming communications and route them appropriately.

Operations Coordination

• Coordinate activities between OPD, IPD, Nursing, Clinical Departments, Billing, Diagnostics, and Support Services.
• Follow up on operational issues and ensure timely resolution.
• Support day-to-day operational requirements of the department.
• Assist in monitoring patient flow and service delivery processes.
• Coordinate departmental meetings and operational reviews.

Reporting & Documentation

• Prepare daily, weekly, and monthly operational reports.
• Maintain departmental MIS, dashboards, and trackers.
• Compile OPD and IPD statistics, occupancy reports, and service utilization data.
• Ensure timely submission of reports required by management.
• Maintain records for audits, inspections, and accreditation requirements.

Communication & Coordination

• Act as a liaison between Operations and various hospital departments.
• Coordinate with stakeholders to ensure timely execution of operational initiatives.
• Track pending actions and provide regular status updates to management.
• Facilitate effective communication between leadership and operational teams.

Quality & Compliance

• Support NABH accreditation and quality improvement initiatives.
• Ensure compliance with hospital policies and procedures.
• Maintain proper documentation as per organizational and statutory requirements.
• Assist in patient service improvement and operational excellence initiatives.