FACILITY ADMINISTRATOR

Job Summary:

Reporting to the Medical Officer in Charge, the Facility Administrator will be responsible for the day-to-day oversight and coordination of all operational functions at the facility to ensure effective and efficient delivery of service to both internal and external customers.

The job holder will facilitate all quality improvement activities for the facility including patient care and client relationship Management, quality standards compliance, risk management and safety in accordance with Gilgil Specialist Hospital approved policies, processes and plans.

Key Responsibilities:

Quality Assurance

·        Work in liaison with the clinical leads to implement the quality and process improvement policies and activities.

·        Work in liaison with the clinical leads to monitor compliance to clinical indicators.

·        Monitor compliance of standards through audits and tracers and provide reports where need be.

·        Ensure compliance with the regulatory and accreditation requirements for the facility and continuously develop and champion initiatives to close quality gaps. 

·        Represent and participate in Gilgil Specialist Hospital quality improvement committees.

·        Monitor the safety, security and cleanliness in the facility through regular rounds.

·        Maintain an up-to-date listing of referral facilities and ambulance services.

·        Maintain an up-to-date document management system as per Gilgil Specialist Hospital policies and procedures.

Customer Experience

·        Champion service leadership initiatives in the facility and ensure continuous improvement and training in customer care across the clinic.

·        Lead in root cause analysis on customer complain, recommend action plans and monitor closure.

·        Ensure customer feedback data is collected and analyzed and action taken of feedback.

·        Ensure above 90% customer satisfaction index from both internal and external customers.

Material and Equipment Management

·        Participate in the monthly stock take exercise and advise on ways to mitigate and/or reduce wastage/losses.

·        Work in liaison with the different session heads to maintain a supplies inventory by checking stock to determine inventory level.

·        Approve and expedite procurement requests for the different sections to Head Office while ensuring optimal utilization of allocated resources, equipment and consumables. 

·        Participate in verifying receipt of supplies for the facility.

·        Report any equipment breakage immediately to the in charge.

·        Ensure operation of all equipment in the departments by completing preventive maintenance requirements including IT equipment.

Revenue

• Ensure claim forms are appropriately completed with the required information for claim processing.

·        Ensure daily reconciliations of all banking and petty cash.

·        Ensure monthly reconciliation of suppliers’ accounts.

·        Review and ensure reconciliation of all claim forms before being dispatched to Head Office.

·        Ensure daily reconciliation of patient accounts.

·        In liaison with the Business Development Executive, develop and monitor marketing and business development strategies.

·        Ensuring that appropriate procedures and accounting systems are in place and are fully understood and complied with.

·        Maintain an up- to-date assets register.

People Management

·        In liaison with the administrator, coordinate and participate in all talent acquisition initiatives and oversee effective induction of new hires as per Gilgil Specialist Hospital onboarding checklist.

·        Rota planning and management for efficient payroll management, locum management and optimal leave liability.

·        Effectively run the Medical Centre’s ROTA and leave schedule for efficient locum management and optimal leave liability.

·        Maintain and update the locum pool and provide periodic reports as and when required.

·        Maintain a filing system as per the approved Gilgil Specialist Hospital personnel file checklist and retrieve information as and when required.

·        Schedule monthly staff meetings and follow up on closure of action items from meeting discussions.

·        Track and ensure the achievement of minimal learning hours for all employees.

·        Update the Administrator’s HR tracker and provide periodic reports as and when required.

·        Promote a culture of safety for the employees within the facility.

·        In liaison with the CEO, ensure an effective performance management process for all employees at the facility.

Academic and professional qualifications

·        Bachelor’s degree/Diploma in Healthcare Management, Business Administration, Public Health, Nursing or any other relevant field.

·        Copy of national identification document(ID/Passport)

Experience

·        At least three (3) years working experience in a supervisory role.

Skills and competencies

·        Basic accounting skills

·        Proficient in computer applications

·        Good organizational and time management skills

·        Strong management and customer service skills