About Client:
SVS Hospital (Est. 1919) is one of Kolkata's most trusted charitable healthcare institutions. They are seeking an experienced, hands-on Manager – Personnel & Administration to ensure effective management of hospital personnel and smooth functioning of all administrative and support services, while maintaining discipline, compliance, documentation, and coordination across departments. This is an operational leadership role reporting directly to the CEO. Salary mentioned as per the relevant experience of the candidate.
Qualification
MBA / PGDM in Hospital Administration or Personnel Management
(Graduate in any discipline with significant hospital experience will also be considered)
(Additional certification in Labour Laws, Industrial Relations, or Personnel Management is an advantage)
Experience
Minimum 8–10 years in Personnel / Administration, with at least 5–7 years exclusively in a Hospital environment
(Candidates from outside the hospital sector will not be considered)
Must have hands-on experience managing a workforce of 200+ employees in a hospital setting
Primary Objective
To ensure effective management of hospital personnel and smooth functioning of all administrative and support services, while maintaining discipline, compliance, documentation, and coordination across departments.
Key Responsibilities
1. Manpower & Personnel Management
- Manage end-to-end recruitment — sourcing, shortlisting, joining formalities, induction, and deployment across all departments
- Maintain and update employee records, personal files, and personnel database at all times
- Manage attendance, leave, shift rosters, and absenteeism tracking across clinical and non-clinical departments, including 24×7 rotational shift staff
- Handle transfers, promotions, confirmations, and release formalities with proper documentation
- Track manpower vacancies department-wise and coordinate with management for timely filling
- Verify all professional credentials before onboarding — MCI/NMC registration for doctors, State Nursing Council for nurses, Pharmacy Council for pharmacists, and allied health certifications for technicians
2. Employee Discipline & Grievance Management
- Monitor workplace discipline and employee conduct across all departments proactively
- Address employee complaints and grievances promptly, fairly, and with proper documentation
- Issue show-cause notices, warning letters, and charge sheets as required
- Coordinate and manage disciplinary proceedings — domestic enquiries and disciplinary actions — in line with natural justice principles and hospital SOPs
- Maintain complete and accurate documentation of all employee-related matters and proceedings
- Operate and maintain the Grievance Redressal Committee as mandated under the Industrial Relations Code
3. Statutory & HR Compliance
- Ensure full and timely compliance with all applicable labour laws across the entire workforce:
- PF Act | ESI Act | Payment of Gratuity Act | Code on Wages & Minimum Wages | Payment of Bonus Act | Maternity Benefit Act | POSH Act 2013 | Industrial Relations Code | Occupational Safety Health & Working Conditions Code | Shops & Establishments Act (West Bengal) | Professional Tax | Labour Welfare Fund | Contract Labour (Regulation & Abolition) Act | Payment of Wages Act | Four Labour Codes 2026
- Maintain all statutory registers, returns, and filings within prescribed deadlines
- Manage POSH compliance — ICC constitution, annual awareness workshops, complaint handling within 90-day timeline, District Officer annual report filing
- Liaise with PF/ESI authorities, labour inspectors, and government bodies as required
- Support during inspections, audits, and NABH requirements
4. Hospital Administration
- Coordinate effectively with Nursing, Clinical, OPD, ER, Pharmacy, MRD, Laboratory, and all other departments for smooth day-to-day functioning
- Supervise and monitor outsourced services — Housekeeping, Security, Front Office, Laundry, and other support services
- Monitor manpower availability and service quality across all outsourced functions
- Manage vendor contracts, SLAs, and periodic vendor performance reviews
- Verify and coordinate outsourced vendor invoices with the finance team monthly
- Ensure principal employer compliance obligations for all contract and agency staff
- Resolve routine administrative issues promptly and escalate critical matters to the CEO
5. Payroll & Employee Benefits
- Coordinate monthly payroll inputs — attendance, leave, LOP, overtime, new joiners, exits, and increments — with the finance/accounts team
- Verify attendance, leave, overtime, and deduction data before payroll processing
- Manage salary-related employee queries and resolve discrepancies promptly
- Ensure timely submission of all payroll-related information and statutory deductions every month
- Maintain separate payroll streams for permanent staff, contractual staff, and agency workers
6. Training & Development
- Maintain complete and updated staff training records across all departments
- Coordinate mandatory hospital training programmes — BLS, ACLS, Fire Safety, Infection Control, POSH, and NABH-related training
- Monitor and track completion of departmental training requirements and flag non-compliance to management
- Coordinate induction training for all new joiners across clinical and non-clinical roles
- Maintain training attendance logs and evaluation records
7. NABH & Audit Support
- Ensure all Personnel and HR documentation, policies, and processes are fully aligned with NABH accreditation standards
- Own HR-related NABH criteria — maintain gap closure trackers and ensure audit readiness at all times
- Support internal and external audits with accurate records and statutory compliance documentation
- Coordinate with management on NABH-related Personnel criteria and corrective actions
8. MIS & Data Reporting
- Independently collect, collate, and analyse personnel data from all departments
- Prepare and submit the following reports to the CEO on time every month:
- Monthly Manpower Report
- Attendance & Absenteeism Report
- Staff Turnover & Attrition Report
- Recruitment Status Report
- Disciplinary & Grievance Report
- Statutory Compliance Status Report
- Training Completion Report
- Administrative Issues Report requiring management intervention
- Maintain Personnel MIS dashboards and trackers using Advanced Excel
- Present data in structured PowerPoint formats for management and CEO review
Skills Required
MS Office & Technology:
Advanced Excel (Attendance MIS, Manpower Tracking, Payroll Inputs) | PowerPoint (Management Presentations & CEO Reports) | Word (Notices, Letters, Policies & Documentation) | Outlook (Email & Calendar Management) | Working knowledge of HMIS / Payroll Software | Usage & understanding of AI tools is an added advantage
Labour Laws & Statutory Compliance:
PF Act | ESI Act | Gratuity Act | Code on Wages | Minimum Wages | Bonus Act | Maternity Benefit Act | POSH Act 2013 | Industrial Relations Code | OSH Code | Shops & Establishments Act WB | Professional Tax | LWF | Contract Labour Act | Payment of Wages Act | Four Labour Codes 2026
General:
Strong written and verbal communication — English (mandatory) | Bengali & Hindi (working knowledge) | Vendor & contract management | Credential verification (MCI/NMC/Nursing Council/Pharmacy Council) | Grievance & disciplinary handling | NABH documentation | High integrity, confidentiality & professionalism | Ability to work under pressure and manage multiple priorities
Preferred Candidate Profile
- 8–10 years Personnel / HR experience with 5–7 years exclusively in a hospital
- Hands-on experience managing 200+ employee hospital workforce
- Strong working knowledge of all applicable labour laws
- NABH accreditation exposure — HR/Personnel criteria
- Experience managing outsourced vendor contracts and SLAs
- Experience handling disciplinary proceedings and domestic enquiries
- Immediate or early joiner preferred
- Should be able to operate easily under operational pressure & rigid executional timelines.
Pay: ₹40,000.00 - ₹55,000.00 per month
Experience:
- Hospital Operations: 7 years (Required)
Work Location: In person
