Jr. Executive - Time Office and Housekeeping

King Edward Memorial Hospital (KEM Hospital)

Pune District

On-site

INR 279,000 - 469,000

Full time

14 days+

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Job summary

King Edward Memorial Hospital (KEM Hospital) in Pune invites applications for the role of Jr. Executive Time Office and Housekeeping.

The position involves supervising day-to-day housekeeping across wards and departments and managing time office/attendance for both permanent and contractual staff. The candidate should be a graduate with working knowledge of MS-CIT/Computer Applications and MS-Office (Excel/Word/Email).

Qualifications

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.

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.

Skills

MS-CIT knowledge

MS-Office

Excel

MS Word

Email etiquette

Education

Graduate degree

Housekeeping certification

Tools

MS-CIT software

MS-Excel

MS-Word

Job description

Jr. Executive Time Office and Housekeeping

Qualifications

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 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.