Hospital HR Executive
Organisation: Hopewell Hospital, Ranchi
Department: Human Resources
Designation: HR Executive
Reporting To: HR Manager / Hospital Administrator / Chief Executive Officer
Employment Type: Full-Time
Location: Ranchi, Jharkhand
1. Job Purpose
The Hospital HR Executive will support the complete human resource function of the hospital, including recruitment, onboarding, employee documentation, attendance, payroll coordination, statutory compliance, staff engagement, training coordination and employee grievance handling.
The role is particularly important during the hospital’s pre-opening phase, when manpower planning, recruitment, joining formalities, staff deployment and induction must be completed within defined timelines.
2. Key ResponsibilitiesA. Manpower Planning and Recruitment
- Coordinate department-wise manpower requirements with the hospital leadership.
- Maintain the approved manpower budget and recruitment tracker.
- Publish vacancies through job portals, social media, recruitment agencies, nursing colleges and local employment networks.
- Screen applications and conduct preliminary interviews.
- Schedule interviews with departmental heads and hospital management.
- Coordinate recruitment for doctors, nurses, technicians, pharmacists, front-office staff, billing staff, housekeeping, security and administrative personnel.
- Conduct reference and background verification wherever required.
- Prepare offer letters, appointment letters and employment contracts.
- Maintain a candidate database for current and future requirements.
- Track recruitment turnaround time and vacancy closure status.
B. Joining and Onboarding
- Complete joining formalities for all new employees.
- Verify educational certificates, experience letters, identity proof, address proof, registration certificates and professional licences.
- Ensure verification of nursing council, pharmacy council, medical council and technical registrations wherever applicable.
- Create employee files and update the HRMS or employee database.
- Issue employee codes, identity cards, uniforms and departmental joining documents.
- Coordinate hospital induction and departmental orientation.
- Explain hospital rules, duty timings, leave policy, code of conduct and reporting structure.
- Ensure that every employee signs the required declarations, confidentiality undertaking and hospital policies.
C. Attendance, Duty Roster and Leave Management
- Monitor biometric attendance and manual attendance records.
- Coordinate with department heads for monthly duty rosters.
- Track late reporting, absenteeism, overtime, weekly offs and shift changes.
- Maintain employee leave records.
- Verify attendance before monthly payroll processing.
- Coordinate corrections in attendance with authorised departmental heads.
- Prepare monthly attendance and absenteeism reports for management.
D. Payroll Coordination
- Prepare monthly payroll inputs based on attendance, leave, overtime, incentives, deductions and new joiners.
- Coordinate with accounts or the payroll agency for salary processing.
- Verify salary sheets before final approval.
- Maintain records of salary revisions, promotions, incentives and deductions.
- Coordinate employee queries related to salary, PF, ESIC, professional tax and other statutory deductions.
- Maintain confidentiality of employee salary information.
E. Employee Records and HR Documentation
- Maintain complete personal files for every employee.
- Ensure that all employee records are accurate, updated and confidential.
- Maintain records of appointments, confirmations, transfers, promotions, warnings, resignations and terminations.
- Track probation completion and employee confirmation dates.
- Issue confirmation letters, experience letters, relieving letters and other HR documents.
- Maintain the hospital organisation chart and employee master database.
- Ensure timely renewal of professional registrations and licences.
F. Statutory and Labour Compliance
- Assist in compliance with applicable labour laws and employment regulations.
- Coordinate PF, ESIC, professional tax, labour welfare and other statutory requirements.
- Maintain mandatory registers, returns and employee records.
- Support compliance under the Shops and Establishments Act and other applicable state regulations.
- Coordinate with labour consultants, auditors and government authorities whenever required.
- Ensure compliance with minimum wages, working hours, overtime and weekly-off requirements.
- Support implementation of the Prevention of Sexual Harassment—POSH—policy and Internal Committee requirements.
- Maintain records required for NABH, statutory inspections and internal audits.
G. Performance Management
- Coordinate probation reviews and annual performance appraisals.
- Follow up with departmental heads for employee performance assessments.
- Maintain Key Result Areas and Key Performance Indicators for hospital staff.
- Track employee performance improvement plans.
- Coordinate promotions, increments and role changes after management approval.
- Maintain documentation related to employee counselling and disciplinary actions.
H. Training and Development
- Identify training needs in coordination with departmental heads.
- Prepare the monthly and annual training calendar.
- Coordinate induction training, patient-safety training, fire-safety training, infection-control training and behavioural training.
- Maintain training attendance and assessment records.
- Coordinate mandatory clinical and non-clinical competency assessments.
- Support nursing education, departmental orientation and refresher training.
- Maintain training documents required for NABH accreditation.
I. Employee Engagement and Grievance Handling
- Develop a professional and supportive work environment.
- Assist employees with workplace concerns and HR-related queries.
- Escalate serious grievances to the HR Manager or hospital management.
- Coordinate staff meetings, celebrations, employee recognition programmes and engagement activities.
- Conduct employee feedback and satisfaction surveys.
- Support initiatives related to staff retention, motivation and workplace discipline.
- Maintain confidentiality while handling employee grievances.
J. Discipline and Separation
- Monitor adherence to hospital policies, duty timings, dress code and professional conduct.
- Issue counselling notes, warning letters and show-cause notices after approval.
- Coordinate disciplinary investigations and maintain proper documentation.
- Process resignations and conduct exit interviews.
- Coordinate notice-period recovery, departmental clearance and final settlement.
- Ensure return of hospital property, uniforms, identity cards, documents and equipment.
- Prepare employee attrition and exit-analysis reports.
K. Pre-Opening Responsibilities
- Prepare the department-wise manpower mobilisation plan.
- Coordinate bulk recruitment drives and walk-in interviews.
- Maintain daily recruitment and joining dashboards.
- Ensure priority recruitment for critical departments such as ICU, OT, emergency, pharmacy, diagnostics, nursing and front office.
- Coordinate uniform measurements, employee ID cards and staff allocation.
- Prepare employee induction schedules before hospital commissioning.
- Ensure all critical staff are recruited and trained before the hospital opening.
- Support the preparation of HR policies, employee handbook, duty rosters and reporting structures.
- Coordinate accommodation, food and transportation arrangements wherever provided by the hospital.
3. Educational Qualification
- Bachelor’s degree in Human Resources, Business Administration, Hospital Administration or a related field.
- MBA or postgraduate qualification in Human Resources will be preferred.
- Certification or working knowledge of labour laws, payroll and hospital HR practices will be an advantage.
4. Experience
- Minimum 2–5 years of experience in HR operations.
- Previous experience in a hospital, diagnostic centre, healthcare organisation or nursing institution is preferred.
- Experience in hospital recruitment, payroll, employee documentation and statutory compliance will be an advantage.
- Candidates with experience in hospital commissioning or pre-opening recruitment will be preferred.
5. Required Knowledge and Skills
- Strong understanding of recruitment and onboarding processes.
- Basic knowledge of hospital departments and healthcare job roles.
- Knowledge of payroll, attendance and leave management.
- Working knowledge of labour laws, PF, ESIC and statutory compliance.
- Good communication and interpersonal skills.
- Ability to handle employee concerns professionally and confidentially.
- Strong documentation and record-management skills.
- Proficiency in MS Office, Excel, email and HR management software.
- Ability to work under deadlines and manage multiple vacancies simultaneously.
- Strong coordination skills with doctors, nurses, technicians and administrative teams.
6. Behavioural Competencies
- Integrity and confidentiality.
- Professional communication.
- Attention to detail.
- Emotional maturity.
- Problem-solving ability.
- Strong follow-up and coordination.
- Employee-friendly but policy-driven approach.
- Ability to work calmly during staffing shortages and urgent recruitment requirements.
- Respectful behaviour toward employees at all levels.
7. Key Performance Indicators
Performance of the HR Executive may be evaluated on:
- Vacancy closure turnaround time.
- Percentage of positions filled against approved manpower.
- Employee documentation completion rate.
- Attendance and payroll accuracy.
- Timely completion of joining formalities.
- Employee confirmation and probation-review compliance.
- Training completion percentage.
- Employee attrition rate.
- Statutory compliance and audit observations.
- Accuracy of employee records.
- Resolution time for employee grievances.
- Number of critical vacancies pending.
- Staff readiness before hospital commissioning.
- Employee satisfaction and retention indicators.
8. Authority and Accountability
The HR Executive will be authorised to:
- Collect employee and candidate documents.
- Conduct preliminary candidate screening.
- Coordinate interviews and joining formalities.
- Maintain attendance and employee records.
- Communicate approved HR policies and instructions.
- Escalate disciplinary, compliance or employee-relations issues.
The HR Executive will not independently approve:
- Salary revisions.
- Employee termination.
- Promotions.
- Manpower additions beyond the approved budget.
- Major disciplinary action.
- Changes in HR policies.
Such decisions will require approval from the HR Manager, Hospital Administrator, CEO or authorised management representative.
9. Working Conditions
- The position may require extended working hours during recruitment drives, payroll processing and hospital commissioning.
- The employee may be required to coordinate with candidates and departmental heads outside regular office hours.
- The role involves regular interaction with clinical, non-clinical and outsourced staff.
- Strict confidentiality must be maintained regarding employee records, salaries, disciplinary matters and management decisions.
10. Expected Outcome
The HR Executive is expected to ensure that Hopewell Hospital has the required number of qualified, verified, trained and properly documented employees available for safe and efficient hospital operations.
The role must contribute to building a disciplined, employee-friendly, compliant and performance-oriented workplace.
Pay: ₹10,861.16 - ₹33,201.84 per month
Work Location: In person
