Organization: Chanakya Business School

Department: Administration / Hostel Management

Position: Girls Hostel Warden

Employment Type: Full-Time

Location: Kozhikode, Kerala

Reporting To: Administration / Operations

1. Job Purpose

The Hostel Warden will be responsible for the overall administration, safety, discipline, welfare, cleanliness, and smooth day-to-day functioning of the girls' hostel. The warden will act as the primary point of contact for hostel residents and coordinate with management, parents, security, housekeeping, maintenance, and other departments.

1. Key ResponsibilitiesA. Hostel Administration

- Manage the day-to-day operations of the girls' hostel.
- Maintain student admission, room allotment, check-in and check-out records.
- Maintain attendance, leave, visitor, movement, and incident registers.
- Monitor students' entry and exit timings as per hostel rules.
- Ensure proper implementation of hostel policies and procedures.
- Prepare and submit regular hostel reports to management.

B. Student Safety & Security
- Ensure the safety and security of all students residing in the hostel.
- Monitor hostel premises and immediately report any security concerns.
- Regulate entry of visitors, vendors, and service personnel.
- Ensure compliance with hostel safety and security procedures.
- Respond promptly to emergencies, accidents, or other critical situations.
- Coordinate with security and management during emergencies.

C. Discipline & Student Welfare
- Maintain discipline, decorum, and a positive residential environment.
- Ensure students follow hostel timings, rules, and code of conduct.
- Address student complaints and grievances professionally and confidentially.
- Handle conflicts between students and take appropriate corrective action.
- Escalate serious disciplinary issues to management.
- Maintain a respectful and supportive relationship with students.
- Prevent and immediately report incidents of harassment, bullying, ragging, or misconduct.

D. Parent & Student Communication
- Communicate with parents/guardians regarding student welfare when required.
- Inform parents and management about serious emergencies or disciplinary matters.
- Communicate hostel notices, instructions, and important updates to students.
- Maintain professional and appropriate communication with students and parents.

E. Cleanliness, Hygiene & Maintenance




- Ensure cleanliness and hygiene of hostel rooms, common areas, washrooms, corridors, and other facilities.
- Supervise housekeeping staff and monitor their attendance and performance.
- Report maintenance issues such as plumbing, electrical, furniture, internet, and other facility-related problems.
- Coordinate with the administration/maintenance team for timely resolution.
- Conduct regular inspections of hostel premises.

F. Food & Mess Monitoring
- Monitor the quality, hygiene, and timely serving of food.
- Collect student feedback regarding food and mess facilities.
- Coordinate with the mess/catering team regarding student concerns.
- Ensure cleanliness of dining and kitchen areas.
- Report major food-quality or hygiene concerns to management.

G. Medical & Emergency Support
- Provide immediate support during medical emergencies.
- Maintain basic first-aid facilities in the hostel.
- Coordinate with parents, management, and medical facilities when required.
- Accompany students to a hospital/medical facility when necessary and as authorized.
- Maintain records of major medical incidents.

H. Student Engagement
- Conduct regular hostel meetings with students.
- Encourage a positive, respectful, and secure hostel environment.
- Support recreational, cultural, and student engagement activities.
- Encourage students to maintain healthy routines and responsible behaviour.

1. Qualifications

- Bachelor's degree in any discipline from a recognized institution.
- Previous experience in hostel administration, student welfare, residential management, or a similar role is preferred.
- Experience in an educational institution/college/business school will be an added advantage.
- Basic knowledge of MS Word, Excel, email, and record management.

1. Experience

Preferred: 2–3 years of relevant experience in hostel administration, student accommodation, residential supervision, or a similar role. Fresh graduates with strong communication, administrative,



and interpersonal skills may also be considered based on the organization's requirements.

1. Required Skills & Competencies

- Strong communication and interpersonal skills.
- Positive leadership and administrative ability.
- Patience and empathy when dealing with students.
- Strong discipline and problem-solving skills.
- Ability to handle conflicts and difficult situations calmly.
- Good observation and decision-making skills.
- Basic computer and documentation skills.
- Ability to maintain confidentiality.
- Ability to work flexible hours and handle emergencies.
- Fluency in English and Malayalam preferred.

1. Personal Attributes

The ideal candidate should be:
- Responsible and trustworthy.
- Approachable but firm when enforcing rules.
- Patient, caring, and student-friendly.
- Organized and disciplined.
- Physically and mentally capable of handling residential hostel responsibilities.
- Available to respond to hostel-related issues when required.

1. Key Performance Indicators (KPIs)

- Hostel safety and security.
- Student discipline and compliance.
- Accuracy of attendance and hostel records.
- Timely resolution of student complaints.
- Cleanliness and hygiene standards.
- Timely reporting of incidents and emergencies.
- Parent/student satisfaction.
- Effective coordination with housekeeping, security, maintenance, and administration.
- Proper implementation of hostel rules and procedures.

1. Working Conditions

- Full-time, on-site residential/hostel environment.
- Flexible working hours may be required depending on hostel operations.
- Availability during evenings, weekends, holidays, and emergencies may be required.
- Accommodation/food may be provided as per the organization's policy.

1. Authority & Reporting

The Girls Hostel Warden will report to the HR / Administration Head / Management and is expected to coordinate closely with:

- Security Team
- Housekeeping Team
- Maintenance Team
- Mess/Catering Team
- Academic Department
- HR & Administration
- Parents/Guardians

1. Important Note

The warden is responsible for maintaining a safe, disciplined, hygienic, respectful, and student-friendly environment within the girls' hostel and must immediately escalate responsible safety, medical, disciplinary, or welfare concerns to the appropriate authority. Pay: From ₹20,000.00 per month

Benefits

- Food provided

Work Location: In person

📌 Hostel Warden (Mankave)
🏢 Chanakya Business School
📍 Mankave