Jr. Executive – Time Office and Housekeeping

QUALIFICATION:

• Any Graduate from a recognized university.
• Good working knowledge of MS-CIT/Computer applications.
• Knowledge of MS-Office, particularly MS-Excel, MS-Word and Email.
• Diploma/Certificate in Housekeeping, Sanitation, Facility Management or related field will be preferred.

EXPERIENCE:

• 1-2 Years of relevant experience.
• Hospital/Healthcare experience preferred.
• Experience in Housekeeping Supervision, Facility Management, Time Office, Attendance Management or IR Operations preferred.
• Experience in handling contractual/outsourced housekeeping manpower will be an added advantage.

DUTY TIME: (Rotational Shift Duties)

JOB Responsibilities:

• Housekeeping Responsibilities
• To supervise and monitor day-to-day housekeeping activities across hospital wards, departments, patient areas, corridors, washrooms, offices and other assigned areas.
• To ensure proper allotment and deployment of housekeeping workers, both Permanent and Contractual, daily in wards/departments for all three shifts as per approved manpower and duty roster.
• To ensure adequate housekeeping manpower availability in all wards/departments and arrange replacement manpower in case of absenteeism, shortage or emergency requirements.
• To maintain contractual housekeeping daily deployment sheets and extra manpower sheets.
• To maintain overall control and coordination of contractual housekeeping employees through their respective supervisors.
• To coordinate with Housekeeping Supervisors/Contractor Supervisors regarding daily deployment, manpower shortage, absenteeism, discipline and work performance.
• To provide housekeeping employees for emergency work in wards/departments and ensure that the work is completed within the required time.
• To attend phone calls regarding housekeeping complaints, queries, manpower shortages or service requirements received from wards/departments and ensure timely resolution.
• To monitor cleanliness of patient areas, wards, corridors, offices, washrooms and other assigned areas and ensure that required housekeeping standards are maintained.
• To conduct regular and surprise rounds during working hours to monitor housekeeping activities, cleanliness, manpower deployment and discipline.
• To ensure timely completion of daily cleaning schedules and assigned housekeeping activities.
• To monitor attendance, punctuality, discipline and work performance of housekeeping employees.
• To ensure compliance with hospital housekeeping requirements, hygiene standards, infection-control practices and safety procedures.
• To coordinate with the housekeeping contractor/agency regarding manpower availability, deployment, performance, discipline and compliance.
• To ensure compliance with contractual housekeeping requirements and hospital policies.
• In case of any complaint against housekeeping employees, to prepare a proper report and forward the same to the Sr. Manager – IR for further action.
• To report repeated complaints, negligence, misconduct, absenteeism, manpower shortage or poor performance of housekeeping employees to the reporting manager.
• To maintain proper housekeeping records, checklists, complaint records, deployment sheets and other reports as required.
• To coordinate with various wards/departments and department representatives for smooth housekeeping operations.
• To coordinate additional housekeeping manpower during emergencies, special requirements, inspections, VIP visits and other hospital activities as instructed.
• To ensure proper shift-wise handover and coordination between housekeeping teams.

 

• Time Office / Attendance Responsibilities:
• To monitor daily attendance, late coming, early leaving, absenteeism and shift timings of employees.
• To maintain and update attendance records in the HRMS/attendance system.
• To monitor biometric/face-reading attendance and resolve attendance-related discrepancies.
• To register face-reading/biometric attendance of newly joined employees.
• To update punch missing, shift changes, leave approvals and other attendance corrections in the system after obtaining approval from the HOD.
• To coordinate with departments regarding duty rosters, shift changes, leave and attendance-related issues.
• To resolve employee queries regarding attendance, including duty rosters, leave deductions, punch missing, shift changes and other related matters, after proper verification.
• To prepare pay-list inputs after receiving duly signed applications approved by the HOD and forward the same to the Payroll Department for necessary payment processing.
• To process previous month's attendance after verifying duty rosters and available system attendance for the required wards/departments.
• To prepare absenteeism reports of employees and submit the same to the IR Department for further action wherever required.
• To create absenteeism, late-coming and punch-missing memos in the HRMS system and export the same to employees' ESS portal every month.
• To process/remove absenteeism memos as per approved corrections and pay-list requirements.
• To issue and enter C/Off forms in the system after obtaining necessary approvals.
• To maintain applications received for punching problems, shift changes, leave, C/Off, pay-list corrections and other attendance-related matters.
• To check duty rosters received from departments/resident doctors against available system attendance and highlight discrepancies, if any.
• To prepare daily/monthly attendance reports and employee/manpower lists as per the requirements of Management/IR Department.
• To assist the IR Department in preparing reports, statements, MIS and Industrial Relations Information System (IRIS) reports.
• To update employee files/records in the HRMS/Impulse system as required.
• To prepare absenteeism and other employee-related reports for departmental enquiries or further action as instructed.
• To assist in issuing Show Cause Notices, Charge Sheet-cum-Show Cause Notices, Warning Letters and other employee-related communications as instructed by the IR Department.

• General / Common Responsibilities
• To check emails and give replies/take necessary action as per requirements and instructions.
• To maintain proper documentation and records related to housekeeping, attendance, manpower deployment, complaints and employee matters.
• To assist during internal audits, inspections and hospital accreditation activities such as NABH.
• To follow and implement the instructions given by the HOD, Sr. Manager – IR and Hospital authorities from time to time.
• To maintain confidentiality of employee and hospital-related information.

To undertake any other work/responsibility assigned by the HOD/Management in the course of business/work, whether within the same unit/department or any other unit/department, from time to time.