Executive Secretary to Medical Superintendent (MS) / Hospital CEO

Department: Hospital Administration

Designation: Executive Secretary / Executive Assistant to MS & CEO

Reporting to: Medical Superintendent / Chief Executive Officer

Location: Hospital

Experience: 2-5 years, preferably in hospital administration

Qualification: Graduate; MBA/MHA or diploma in Hospital Administration preferred

1. Job purpose To provide professional administrative, secretarial, coordination and management information support to the Director/Medical Superintendent/CEO, ensuring efficient office orders and documentations, timely departmental reporting, effective communication, confidential documentation and follow-up of top management decisions.

2. Key responsibilities

Area

Duties and responsibilities

- Executive office management

Manage the MS/CEO's meetings, correspondence, calls and daily priorities.

- Daily MIS and KPI reporting

Collect daily reports from OPD, IPD, ICU, Emergency, OT, Nursing, HR, Finance, Billing, Pharmacy, Laboratory, Radiology, Quality, Maintenance and Marketing.

- Directors' daily dashboard

Consolidate hospital census, occupancy, revenue, collections, expenses, patient complaints, critical incidents and departmental performance for the MS/CEO and Directors.

- Departmental coordination

Coordinate with HODs, consultants, nursing supervisors, managers and department in-charges regarding administrative instructions and operational issues.

- Meetings and MOM

Organize management, clinical, quality and departmental meetings; prepare agendas, minutes of meetings and action-taken reports.

- Consultant coordination

Schedule consultant meetings, maintain communication records and follow up on administrative commitments and requirements.

- Confidential correspondence

Draft official letters, circulars, notices, emails, presentations and reports, maintaining confidentiality.

- Follow-up and accountability

Maintain a management action tracker showing pending tasks, responsible officers,



deadlines and closure status.

- Statutory and licensing coordination

Track renewal dates, inspection schedules and documentation requirements with the designated compliance officers.

- Special assignments

Assist with recent projects, hospital expansion, empanelment coordination, management presentations and business development activities as directed.

3. Daily work schedule

Time

Activity

8:30–9:00 AM

Collect previous day's departmental MIS, occupancy, revenue and critical incident reports

9:00–9:30 AM

Prepare consolidated Daily Directors' KPI Dashboard

9:30–10:00 AM

Brief MS/CEO on pending issues, appointments and priority actions

10:00–11:30 AM

Coordinate departmental instructions, correspondence and meetings

11:30 AM–1:00 PM

Follow up on MOM actions, grievances, NABH compliance and departmental submissions

2:00–3:30 PM

Prepare reports, presentations, letters and management documentation

3:30–4:30 PM

Follow up on outstanding issues, department-wise corrective actions and deadlines

4:30–5:00 PM

Submit daily pending-action summary and next-day priority list

Timings should be adjusted to the hospital's operating hours.

4. Key performance indicators (KPIs)

KPI

Suggested target

Daily MIS submission and consolidation

100% by 9:30 AM

Accuracy of consolidated management reports

≥99%

Minutes of meetings circulation

Within 24 hours

Follow-up of assigned management actions

100% tracked

Overdue management actions

Escalated within 24 hours

Executive correspondence turnaround

Within agreed SLA

Patient grievance escalation

100% within approved timelines

Confidentiality breaches





Zero

NABH committee and audit coordination

100% scheduled activities supported

Statutory renewal reminders

At least 30–60 days before expiry, as appropriate

5. Required skills

- Excellent written and verbal communication in English and Hindi.
- Advanced MS Excel, Word, PowerPoint, email and Google Workspace skills.
- Ability to prepare dashboards, MIS reports, presentations and professional correspondence.
- Understanding of hospital departments, terminology and NABH requirements.
- Strong coordination, documentation, prioritization and follow-up abilities.
- High standards of confidentiality, integrity and professional conduct.
- Ability to work independently with senior doctors, consultants and hospital management.

6. Authority and limitations The Executive Secretary may request approved departmental reports, coordinate meetings, communicate authorized instructions and escalate delays on behalf of the MS/CEO.

The role does not independently authorize clinical decisions, financial expenditures, disciplinary actions, patient-record disclosures or changes in hospital policy. All such matters require approval from the designated authority.

Patient information must be accessed and shared only on a need-to-know basis through approved hospital systems.

7. Suggested selection criteria For a 50–100-bed Mult speciality hospital, I would give particular weight to the candidate's Excel and MIS skills, communication, confidentiality, coordination and follow-up ability, rather than secretarial experience alone.

A practical recruitment test should include preparing a one-page Directors' KPI Dashboard from sample departmental data, drafting a formal circular, preparing MOM and identifying overdue action items.

Recommended designation: Executive Assistant to MS & CEO – Hospital Operations & MIS

Pay: ₹18,000.00 - ₹25,000.00 per month

Benefits

- Paid sick time

Work Location: In person

📌 Executive Secretary (Dadri)
🏢 Vedansh Hospital
📍 Dadri