Operations Manager

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 Reporting 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.