Introduction
The Outreach and Research Programme of the Department of Paediatrics and Child Health has ten community-based field sites across Pakistan (including four in Karachi) and focuses on research for betterment of women and child health. The Department has a Nutritional Research Laboratory as well as an Infectious Disease Research Laboratory that cater to the needs of its research projects. It has well-acclaimed work to its credit both at the national and international level.
As an equal opportunity employer, AKU believes in promoting a diverse and inclusive culture and is committed to adopt appropriate standards for safeguarding and promoting a respectful relationship with and between diverse workforce of its faculty, staff, trainees, volunteers, beneficiaries, wider communities, and other stakeholders with whom it works, including children and vulnerable adults and expects all employees/trainees and partners to share this commitment.
This is a grant funded contractual position
Responsibilities
you will be responsible to:
- coordinate scheduling of clinics, faculty slots, rooms, and medical equipment
- ensure seamless service delivery for inpatient, outpatient and allied services on campus and outreach initiatives
- oversee patient flow, appointment systems, and manage referrals and queries
- manage clinic logistics including supplies, sedation, and crash cart readiness
- plan and implement additional clinics, open houses, and outreach services
- perform environmental rounds of the assigned areas for the upkeep and smooth functioning of service
- ensure that equipment is checked and cleaned periodically
- manage helplines and ensure timely response to the patient/public
- assist in annual budgeting, financial forecasting, procurement, space and HR planning
- prepare financial feasibilities and cost benefit analyses, for projects and growth requirements, etc
- facilitate the Manager/supervisor in quarterly, bi-monthly and annual planning process: Goals, Operating budget, Capital equipment budget, Staffing budget, End user change budget
- track volumes, revenues, and budget variances, and implement corrective actions
- supervise departmental financial reports and ensure timely submission to management
- manage departmental petty cash with register, facilitate petty cash audits
- supervise cash handling/collection
- manage audits trails as per defined policy timelines
- ensure adequate resource and inventory management including room allocations, managing equipment and supplies inventories
- review revenue summaries for correct disbursement of compensation to the care providers
- work with leadership and marketing team for new business development and continuous expansion of patient base and services
- raise MSR, PR and ROP in the PeopleSoft and track request status and follow up
- prepare and analyze operational and financial reports:
- Volume, revenue, no-show rates, patient satisfaction
- Clinic cancellations, staff attendance, overtime, and complaints
- Patient waiting list
- New patient enrolments and lost patients count, etc
- track KPIs and performance indicators as per decided monitoring timelines
- proactively implement improvement plans based on report findings
- ensure compliance with CUSP, QPS, JCIA, Infection Control standards
- develop and revise policies, SOPs, and quality manuals
- manage downtime procedures & emergency readiness plans
- conduct monthly training for staff on IT systems and JCIA/QPS standards
- participate in quality improvement initiatives, quality projects, quality and JCIA audits. Compile audit outcomes and provide analyses to enhance processes and performance
- close quality audit gaps through action plans
- maintain faculty & staff records as per JCIA standards
- supervise a team of 5–6 direct and 16–18 indirect staff
- develop duty rosters, on-call plans, and leave schedules
- manage staff overtime and on-call allowance
- conduct orientation, training, and performance evaluations
- plan and monitor BLS, ACLS, other certifications compliance
- address staff feedback, resolve conflicts, and maintain high staff satisfaction
- manage patient and staff complaints with timely investigation and resolution
- foster positive relationships with patients, attendants, staff, and visitors
- collaborate with multidisciplinary teams (Physicians, Nurses, Finance, Marketing, HR, Facilities, Biomedical, PSCMD, MARCOM, Call Centre, etc.) to support patient care and service delivery
- assist in departmental initiatives, CME/CPD events, retreats, and workshops
- maintain annual schedule for known events and initiate timely planning and coordination of logistics, venue, equipment, and documentation for events like:
- Appreciation evening
- World Health Days
- Open house and camps
- Academic Sessions
- Trainings
- Monthly meetings, etc
Requirement
You should have:
- Master’s degree or equivalent
- 5 years of work experience in an administrative role preferably in a healthcare operations and academics set up
- good report writing skills and computer skills, with hands on of MS Excel (advance), MS word and Power Point, Visio, SPSS
- good know-how of operational software including OPMS, CCMS, CPS, NPS, One45, etc (applicable to internal applicants)
- good communication and interpersonal skills
- must possess good administrative and analytical skills
- ability to manage time and prioritize tasks effectively
- resilient and ability to cope with work pressure
- motivated and willing to adopt changes
excellent Team Player