Vacancies at Kisumu Specialists Hospital

REPORTING STRUCTURE:

The Hospital Operations Manager reports directly to the Chief Executive Officer (CEO) of Kisumu Specialists Hospital. Additionally, the Operations Manager will report to the respective chairs of the board committees on matters within their jurisdiction, by virtue of membership in these committees.

DUTIES AND RESPONSIBILITIES:

• Supervision of Daily Administrative Operations: Oversee and ensure the smooth functioning of daily administrative activities within the hospital.
• Expense Monitoring and Cost Management: Monitor hospital expenses and propose cost-effective solutions to enhance financial efficiency.
• Payment Management: Ensure timely follow-up and processing of utility and other due payments.
• Regulatory Compliance: Ensure the hospital’s adherence to all regulatory and statutory laws governing healthcare operations.
• Staffing and Supply Chain Management: Ensure that key departments are adequately staffed, managed and that supply chain management is optimized.
• Claims Review and Accounting: Review and account for all claims related to locums, overtime, or out-of-station payments.
• Service Provider Coordination: Coordinate activities with contracted service providers and manage the receipt of updates and reports from them.
• Project Management: Act as the project manager for ongoing construction, renovation, or installation projects within the hospital.
• Policy Development: Develop and implement effective policies for all operational procedures.
• Budget Maintenance: Maintain annual budget plans and forward proposals as captured in the plan.
• Leave and Absence Approval: Approve all staff leaves, off duties, sick leaves, and any other absences from work.
• Working Hours Review: Monitor and review the attainment of designated working hours by staff members.
• Query Resolution: Address and resolve queries from staff, stakeholders, and partners.
• Issue Resolution: Resolve potential issues with patients, partners, and merchants.
• Regulation Updates: Stay updated with current healthcare regulations and ensure hospital compliance.
• Human Resource and Leadership: Supervise, train and supervise the work schedules for all non-clinical and administrative staff. In the absence of substantive line managers, could be delegated the supervision and schedule management for paraclinical staff. 

CUSTODIAL SERVICES:

The Operations Manager shall act as the custodian of all documents related to:

• Statutory regulations of the health facility.
• Licensing of the premises.
• Premises and properties owned or managed by the company, away from the primary site of operations. 
• Contracts with all service providers.
• Minutes of committees where the Operations Manager serves as secretary.
• Minutes from the Heads of Department meetings.

SIGNATORY DUTIES:

• Serve as the system administrator in the Hospital Records System.
• Approve waivers of bills up to KES 100,000, subsequently presenting any such waivers for verification and endorsement by the Executive Committee.
• Approve credit notes up to KES 100,000, subsequently presenting any such credit notes for endorsement by the Chief Executive Officer.
• Authorize expenditure relating to departments under supervision.
• Approve procurement requests (LPOs, LSOs) as regulated by Hospital policies and procedures
• Review billing categories for clients and services offered.

MEMBERSHIP:

Secretary to the following Board Committees:

• Human Resource and Advisory Committee
• Executive Committee of the Hospital/ Senior Leadership Team

Membership to the following hospital and administrative committees:

• Heads of Department Team
• Marketing Committee
• Quality Assurance Committee of the Board
• Tender & Procurement Committee of the Board

RELATED OFFICES:

• Chief Executive Officer: Immediate supervisor.
• Nursing Director: Deputizes the CEO and oversees nursing services.
• Medical Director: Position currently unoccupied; duties are jointly undertaken by the CEO and Nursing Director.
• Hospital Accountant: Manages all accounting services, including credit control, debt collection, bank documentation, and fund movement.

OFFICES DIRECTLY REPORTING TO THE OPERATIONS MANAGER

• Human  Resource 
• Procurement department
• Health  Records department
• Catering Department.
• Laundry and housekeeping department
• Reception and front desk
• IT Department
• Hospital Biomedical and Maintenance Services

OUTSOURCED SERVICES THAT REPORT TO THE OPERATIONS MANAGER

• Waste Management and Disposal services
• Housekeeping and Cleaning Services
• Security Services
• Marketing and visibility services (including website and social media services)
• Outsourced service providers relating to the management and servicing of all equipment
• Project Management Teams 
• Project Implementation Teams 

REQUIREMENTS FOR APPOINTMENT TO THE POSITION

• Education: A Bachelor’s or Master’s degree in Healthcare Administration, Public Health, Nursing, Business Administration or Project Management.
• Experience: 3 to 10+ years of progressive management experience within a healthcare setting. Experience in a private Level 4 Hospital is an added advantage
• Core Skills: Strong analytical thinking, proficiency in Hospital Management Systems, and cross-departmental communication. Proficiency in data analysis, report generation and timely efficient reporting. 

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REPORTING STRUCTURE:

The Pharmacy in Charge reports directly to the Medical Director of Kisumu Specialists Hospital, or any such office that at the time will be undertaking the duties of the Medical Director. Additionally, the Pharmacy In Charge  will report to the respective chairs of the hospital committees on matters within their jurisdiction, by virtue of membership in or by invitation to make representations to these committees.

DUTIES AND RESPONSIBILITIES:

The duties and responsibilities of the Pharmacy in Charge include:

• Supervision of staff– supervise and manage all pharmacy staff, including pharmacists, pharmaceutical technologists, technicians, interns and attachees, clerks and support personnel station at or reporting to the Pharmacy department 
• Regulatory compliance: compliance with the requirements of all regulatory bodies that relate to the practice of pharmacy and related aspects. Compliance with requirements relating to the procurement, storage, dispensing and disposal of all items/ commodities stocked by the pharmacy. 
• Dispensing: Oversee the dispensing processes for all pharmaceutical and non-pharmaceutical commodities to ensure accuracy, efficiency and patient safety
• Inventory management: Manage the pharmacy’s inventory and ensure proper storage of commodities (both pharmaceutical and non-pharmaceutical) ensuring the proper maintenance of stock levels, reorder levels and compliance with stock management policies, expected of a private medical facility
• Commodity expiry: Ensure maintenance and adherence by all pharmacy personnel to policies ensuring that commodities are monitored for and maintained against expiry while within the inventory of the hospital
• Risk management: Ensured adherence to and continued improvement of risk management policies to indemnify the hospital against losses that may arise from commodity destruction, decay, pilferage or any other losses
• Policy development: Develop and implement policies and procedures for pharmacy operations
• Consultations: Provide clinical consultations and advice to patients and healthcare providers. Provide advice to medical practitioners, nurses and other clinical cadres regarding the safety, availability and efficacy of commodities in the inventory
• Complaint Resolution: Handle and resolve customer (clients, providers and other medical cadres) complaints or issues in a professional manner
• Duty Management- Be responsible for the allocation and management of the duty rota, which includes, but is not limited to, the shift rotas, leave and locum duties
• Audits and surveys: Conduct regular audits to ensure adherence to protocols and standards within the department. Conduct scheduled, and unscheduled, client satisfaction surveys or integrate such surveys with other hospital units conducting surveys
• Record keeping: Maintain records of all transactions (procurement, storage, sales and disposal) and ensure proper documentation of each and all transactions
• Coordination: coordinate with healthcare cadres to optimize patient care plans
• Professional development: ensure continued professional development of staff under his/her supervision and mentor pharmacy staff on best practices and new developments
• M& E and data analysis: Monitor all the performance metrics and financial health of the pharmacy, escalating the same on regular basis to the Executive Team of the Hospital. Be able to analyse trends and make projections that will assist management with decision making
• Participate in community outreach and educational programs
• Disposal: Advise on and ensure the proper handling and disposal of hazardous materials
• Stay updated with the latest developments in pharmacy practice and healthcare. 

CUSTODIAL SERVICES:

The Pharmacy in Charge shall act as the custodian of all documents related to:

• Stock and inventory management in the department.
• Inventory related documentation (LPOs, LSOs, Delivery notes).
• Adverse reports relating to any and all consumables 
• Policies and procedure guidelines relating to the department

SIGNATORY DUTIES:

• Delivery notes for commodities delivered to the department
• Adverse and drug reaction reports
• Policies and guidelines relating to the department

MEMBERSHIP:

Membership to the following hospital and administrative committees:

• Heads of Department Team of the Hospital
• Drug disposal committees (if and when such established
• Clinical Care committee- upon invitation
• Ad hoc committees on matters relating to the practice and guidelines in the department

RELATED OFFICES:

• Medical Director: Immediate supervisor.
• Procurement Manager: ON matters relating to procurement of commodities and record keeping.
• Hospital Accountant: Manages all accounting services, including credit control, debt collection, bank documentation, and fund movement.
• Operations Manager: Has a key role in the approval of purchase orders and confirmation of documentations. Also has a role in the management of stock levels 
• Nurse in Charge- Outpatient Department: Departments work closely
• Cashier in Charge- Departments are synergistic, especially in regard to service delivery to corporate clients for limits and pre-authorisations

REQUIREMENTS FOR APPOINTMENT TO THE POSITION

• Education: Diploma in Pharmaceutical Technology. A Bachelor’s degree in Pharmacy is an added advantage. Certification in commodity management and inventory desired
• Experience: 3 to 10+ years of progressive management experience within a healthcare setting. Experience in a private Level 4 Hospital with automated Hospital Management System or ERP is mandatory
• Core Skills: Strong analytical thinking, proficiency in commodity management, good client and cross-departmental communication. Proficiency in data analysis, report generation and timely efficient reporting. 

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Job Summary

The Hospital Receptionist is responsible for providing exceptional customer service by welcoming patients, visitors, and healthcare professionals. The role involves managing front desk operations, scheduling appointments, handling patient inquiries, maintaining accurate records, and ensuring efficient communication between patients and medical staff.

Key Responsibilities

• Greet patients, visitors, and staff in a professional and courteous manner.
• Register patients and verify personal, insurance, and medical information.
• Schedule, reschedule, and confirm patient appointments.
• Answer and direct incoming telephone calls and respond to inquiries.
• Maintain accurate patient records while ensuring confidentiality.
• Process patient admissions, discharges, and referrals as required.
• Collect payments, issue receipts, and maintain billing records where applicable.
• Coordinate with doctors, nurses, and other hospital departments to facilitate patient care.
• Manage the reception area to ensure a clean, organized, and welcoming environment.
• Handle patient concerns and escalate issues appropriately.
• Comply with hospital policies, safety regulations, and privacy standards.

Qualifications

• High school diploma or equivalent; a certificate or diploma in office administration or healthcare administration is an advantage.
• Previous experience as a receptionist, preferably in a hospital or healthcare setting.
• Proficiency in Microsoft Office and hospital management or electronic medical record (EMR) systems.
• Strong verbal and written communication skills.
• Excellent organizational and multitasking abilities.
• Professional appearance and customer-focused attitude.
• Ability to work under pressure and maintain confidentiality.

Skills and Competencies

• Excellent interpersonal and communication skills.
• Strong customer service orientation.
• Attention to detail and accuracy.
• Time management and organizational skills.
• Problem-solving and conflict-resolution abilities.
• Basic computer and data entry skills.
• Ability to work independently and as part of a team.

Working Conditions

• May require shift work, including evenings, weekends, and public holidays.
• Fast-paced hospital environment with frequent interaction with patients, visitors, and healthcare staff.
• Prolonged periods of sitting, standing, and computer use.

Reporting To

• Front Office Supervisor / Hospital Administrator / Reception Manager