1. Job Purpose

The HR, Admin & Patient Coordination Executive will be responsible for managing human resource activities, administrative operations, staff coordination, and patient-family relations. The candidate must ensure smooth daily operations, maintain staff discipline, handle patient and family queries professionally, and coordinate effectively with doctors, psychologists, nurses, caregivers, and management. The role requires strong communication, organisation, problem-solving, and interpersonal skills, along with a compassionate and patient-centred approach.
1. Roles & ResponsibilitiesA. Human Resource Management

- Manage end-to-end recruitment, including job postings, resume screening, interview scheduling, candidate selection, and follow-ups.
- Handle employee joining formalities, onboarding, offer letters, appointment letters, employment agreements, and induction.
- Maintain employee records, including personal details, KYC documents, educational qualifications, experience certificates, and other relevant documents.
- Monitor daily staff attendance through biometric systems and attendance registers.
- Maintain leave records, weekly offs, shift schedules, duty rosters, and absenteeism records.
- Coordinate monthly payroll preparation, salary calculations, overtime, incentives, deductions, and other salary-related inputs with management or accounts.
- Monitor employee punctuality, grooming, discipline, and compliance with company policies.
- Handle employee grievances, staff concerns, and workplace coordination.
- Manage probation reviews, confirmation letters, performance records, resignations, exit formalities, and full-and-final settlement coordination.
- Assist in staff training, orientation, performance evaluations, and employee engagement activities.
- Ensure employees understand and follow HR policies, confidentiality requirements, and workplace standards.

B. Administration & Facility Management
- Manage daily administrative operations to ensure the smooth functioning of the rehabilitation centre.
- Coordinate with housekeeping, security, maintenance, vendors, and other service providers.
- Monitor cleanliness, hygiene, upkeep, and maintenance of rooms, offices, washrooms, and common areas.
- Coordinate repairs related to plumbing, electrical fittings, geysers, air conditioning, furniture, and other facility requirements.
- Maintain administrative registers, visitor records, inventory records, asset registers, and maintenance logs.
- Monitor stationery, uniforms, housekeeping materials, and other essential supplies.
- Ensure timely availability of required materials and coordinate purchases with management approval.
- Handle official correspondence, emails, telephone calls, notices, and administrative documentation.
- Maintain records of maintenance requests and ensure that pending issues are resolved promptly.
- Coordinate with relevant departments to maintain a safe, organised, hygienic, and patient-friendly environment.

C. Staff Management & Department Coordination
- Coordinate with psychiatrists, doctors, psychologists, counsellors, nurses, caregivers, housekeeping staff, and other departments.
- Ensure adequate staff availability as per approved duty rosters and operational requirements.
- Track staff shortages, absenteeism, late arrivals, shift changes, and replacement arrangements.
- Communicate management instructions, policies, notices, and operational updates to staff.
- Organise staff meetings and follow up on pending tasks and departmental issues.
- Monitor staff conduct, professionalism, grooming, punctuality, and workplace discipline.
- Coordinate with the Centre Head to resolve staff-related and operational challenges.
- Escalate serious staff misconduct, staffing shortages, and patient-safety concerns to management promptly.

D. Patient & Family Coordination
- Act as a primary point of contact for patients’ families regarding admissions, administrative queries, facility-related matters, and general coordination.
- Coordinate admission formalities, documentation, payment procedures, room allocation, and other onboarding requirements.




- Explain the centre's facilities, general procedures, visiting policies, and administrative processes to families.
- Maintain polite, empathetic, and skilled communication with patients and their family members.
- Coordinate appointments, family visits, meetings with doctors, and counselling sessions according to centre policies and clinical schedules.
- Coordinate with authorised clinical professionals to facilitate timely responses to families’ requests for patient updates.
- Address family concerns, feedback, and complaints promptly and coordinate with the relevant department for resolution.
- Maintain records of family interactions, complaints, feedback, follow-up calls, and pending concerns.
- Conduct regular family follow-up calls, where appropriate, to understand concerns and improve the service experience.
- Assist families with admission, treatment coordination, billing queries, and discharge-related formalities.
- Coordinate discharge documentation, payment clearance, and post-discharge follow-up arrangements with the concerned departments.
- Maintain positive relationships with patients and families through respectful communication, responsiveness, and transparency.
- Escalate clinical concerns, emergencies, patient-safety issues, and serious complaints immediately to the Centre Head or concerned clinical professional.
- Ensure patient confidentiality and share clinical information only through authorised personnel and approved processes.

E. Admission Enquiries & Follow-Up Coordination
- Respond to admission enquiries received through telephone calls, WhatsApp, website enquiries, and other communication channels.
- Explain general information about the centre, available facilities, room categories, admission procedures, and applicable charges.
- Coordinate with the concerned team to arrange centre visits, consultations, and admission assessments.
- Follow up with prospective families regarding their enquiries, scheduled visits, and admission decisions.
- Maintain an enquiry register or CRM with family contact details, enquiry status, follow-up dates, and next actions.
- Coordinate with the admission team and management regarding room availability, pricing approvals, and admission requirements.
- Communicate politely with families who need additional information or time to make a decision.
- Ensure all commitments regarding pricing, facilities, services, and admission arrangements are approved by management before being communicated.
- Maintain professional relationships with referral sources and assist with referral coordination when assigned.

F. Compliance, Documentation & Confidentiality
- Maintain updated employee files, attendance records, leave registers, payroll inputs, and administrative documentation.
- Track applicable licences, registrations, professional certificates, and renewal dates as assigned.
- Support compliance with applicable labour laws, employment policies, workplace safety standards, and internal procedures.
- Maintain accurate records of patient-family coordination, complaints, feedback, admissions, and discharge-related administration.
- Assist management during audits, inspections, and internal reviews.
- Protect confidential employee, patient, family, financial, and organisational information.
- Ensure patient records and clinical information are accessed and shared only by authorised personnel in accordance with applicable policies.
- Report documentation gaps, compliance concerns, and serious incidents to management promptly.

G. Reporting & Management Support
- Prepare daily or weekly staff attendance and availability reports.
- Submit monthly HR reports covering recruitment, joining, resignations, absenteeism, leave,



and staff movement.
- Coordinate payroll inputs and submit salary-related records within established timelines.
- Prepare administrative reports covering maintenance, inventory, supplies, and pending operational issues.
- Maintain admission enquiry reports, follow-up records, family feedback, and complaint-resolution trackers.
- Report recurring patient-family concerns and recommend practical improvements to management.
- Maintain a task tracker and follow up with relevant departments to ensure timely completion of assigned responsibilities.
- Perform additional HR, administrative, and coordination duties assigned by management within the scope of the role.

1. Key Performance Indicators (KPIs)

Area

Performance Measurement

Recruitment

Timely coordination and closure of approved vacancies

Attendance & Discipline

Accurate attendance records and timely reporting of irregularities

Payroll Coordination

Accurate and timely submission of payroll inputs

Documentation

Complete, updated, and organised employee and administrative records

Facility Management

Timely resolution and follow-up of maintenance issues

Patient & Family Relations

Timely responses, effective coordination, and professional communication

Admission Enquiries

Consistent follow-ups and accurate enquiry tracking

Complaint Management

Prompt escalation, coordination, and closure tracking

Compliance

Timely tracking of applicable renewals and required documentation

Reporting

Accurate and timely submission of reports to management

Team Coordination

Effective communication between departments and management

1. Educational Qualifications & Experience

- Graduate in any discipline; MBA in HR, PGDM in HR, or a relevant qualification preferred.
- 2–5 years of experience in HR, administration, patient relations, or healthcare operations preferred.
- Experience in a hospital, mental health facility, rehabilitation centre, or residential care facility will be an advantage.
- Proficiency in MS Excel, MS Word, email, attendance systems, and basic reporting tools.
- Strong verbal and written communication skills in English and Hindi.
- Ability to manage multiple responsibilities and coordinate with staff across different shifts.

1. Essential Skills & Competencies

- Strong communication and interpersonal skills.
- Professional, polite, and empathetic approach towards patients and families.
- Excellent organisational and time-management skills.
- Ability to handle complaints and sensitive situations calmly.
- Good coordination, follow-up, and problem-solving abilities.
- Strong attention to detail in documentation and reporting.
- Ability to maintain confidentiality and professional boundaries.
- Staff management, accountability, and decision-making skills.
- Ability to work in a fast-paced healthcare environment and respond appropriately to urgent situations.

1. Work Standards & Expectations

- Maintain punctuality, professionalism, and confidentiality at all times.
- Ensure that HR, administrative, and patient-family coordination tasks are completed accurately and on time.
- Follow company policies, approved procedures, and management instructions.
- Maintain a respectful and disciplined working environment.
- Take ownership of assigned responsibilities and follow through until completion.
- Communicate clearly with patients’ families without making unauthorised clinical statements or commitments.
- Escalate emergencies, patient-safety concerns, and serious complaints immediately.
- Maintain a patient-first approach while supporting the smooth functioning of the centre.

1. Overall Responsibility

The HR, Admin & Patient Coordination Executive will serve as a key link between management, employees, patients, families, and operational departments. The primary objective is to ensure efficient HR management, organised administrative operations, effective patient-family communication, and a safe, professional, and compassionate environment at Shanti Home Rehabilitation Centre. Pay: ₹25,000.00 - ₹33,000.00 per month

Work Location: In person

📌 HR & Admin Executive (Dadri)
🏢 Shanti Home Rehabilitation Centre
📍 Dadri