THE AEGIS MEDICAL ACADEMY COMPANY SECRETARY OPERATIONS PACK Part 1: Operations, Reporting, Registers & Daily Workflow For Internal Use Reporting Authority: Faculty Designation: Company Secretary Version: 1.0 --- 1. PURPOSE OF THIS DOCUMENT This document serves as the operational toolkit for the Company Secretary working under The Aegis Medical Academy. It provides ready-to-use formats, registers, and workflow systems to ensure smooth handling of student enquiries, admissions, scheduling, fee follow-up, reporting, and coordination. This document should be used along with the Company Secretary SOP Manual. --- 2. DAILY WORK STRUCTURE The Company Secretary must divide work into three parts: A. Morning Review To be completed at the beginning of the workday: - Check all unread WhatsApp / student / platform messages - Review pending follow-up list - Review classes scheduled for the day - Review pending payments / due fees - Check if any student issue needs escalation to Faculty - Review any tasks assigned previously but not yet completed B. Active Daytime Work To be handled throughout the day: - Reply to new student enquiries - Follow up with pending leads - Coordinate classes and class reminders - Track fee payments and send reminders where appropriate - Update lead register and payment register - Inform Faculty of important student developments - Complete assigned admin and coordination tasks C. End-of-Day Closure To be completed before ending work: - Update all registers - Prepare daily report - Mark urgent pending tasks for next day - Mention any unresolved student/payment/schedule issue to Faculty --- 3. MASTER REGISTERS TO BE MAINTAINED The Company Secretary must maintain the following basic records: 1. Lead Register 2. Student Profiling Register 3. Payment Register 4. Attendance / Class Coordination Register 5. Pending Follow-up Register 6. Daily Work Log 7. Issue / Escalation Register These may be maintained in Google Sheets / Excel / Notion / any approved system as directed by Faculty. --- 4. LEAD REGISTER FORMAT Purpose To track all student enquiries from first contact until conversion / closure. Lead Register Columns 1. Serial Number 2. Date of Enquiry 3. Student Name 4. Contact Number / WhatsApp 5. City / Country 6. Course / Subject Required 7. Academic Level / Exam 8. Main Requirement 9. Lead Source (WhatsApp / TeacherOn / referral / Instagram / etc.) 10. Lead Quality (High / Medium / Low) 11. Lead Status 12. Fee Discussed (Yes/No) 13. Budget Concern (Yes/No) 14. Next Follow-up Date 15. Current Remarks 16. Escalated to Faculty? (Yes/No) 17. Final Outcome (Converted / Dropped / Pending) Standard Lead Status Options - New Lead - Contacted - Interested - Discussion Pending - Demo Pending - Fee Discussion Pending - Negotiation Stage - Converted / Paid - Follow-up Later - Dropped / Not Interested --- 5. STUDENT PROFILING REGISTER FORMAT Purpose To record the detailed profile of serious leads and enrolled students for better handling by Faculty. Student Profiling Fields 1. Date of Entry 2. Student Name 3. Contact Number 4. Parent / Guardian Contact (if applicable) 5. City / Country 6. Course / Subject Needed 7. Academic Background 8. Exam / Professional Goal 9. Current Year / Level 10. Exact Academic Difficulty / Need 11. Preferred Language 12. Preferred Timing 13. Preferred Class Mode 14. Urgency of Joining 15. Budget Comfort 16. Student Behavior / Seriousness Notes 17. Whether Direct Faculty Interaction Needed 18. Final Remarks --- 6. PAYMENT REGISTER FORMAT Purpose To maintain a clear and transparent record of all student payments. Payment Register Columns 1. Serial Number 2. Student Name 3. Course / Program 4. Total Fee 5. Amount Paid 6. Amount Pending 7. Date of First Payment 8. Date of Last Payment 9. Due Date for Next Payment 10. Payment Mode 11. Payment Status (Paid / Partial / Pending / Overdue) 12. Reminder Sent? 13. Last Reminder Date 14. Remarks 15. Reported to Faculty? Payment Status Labels - Fully Paid - Partially Paid - Pending - Overdue - On Hold --- 7. ATTENDANCE / CLASS COORDINATION REGISTER FORMAT Purpose To track class scheduling, attendance, missed sessions, and rescheduling. Attendance Register Columns 1. Date 2. Student Name / Batch Name 3. Course / Subject 4. Scheduled Time 5. Class Mode / Link Shared 6. Attended? (Yes/No) 7. If absent, reason 8. Reschedule Needed? 9. Faculty Informed? 10. Remarks --- 8. PENDING FOLLOW-UP REGISTER FORMAT Purpose To make sure no important lead or student is forgotten. Follow-up Register Columns 1. Date Added 2. Student Name 3. Purpose of Follow-up 4. Current Status 5. Next Follow-up Date 6. Priority Level (High / Medium / Low) 7. Last Contact Date 8. Remarks 9. Escalation Needed? --- 9. ISSUE / ESCALATION REGISTER FORMAT Purpose To maintain a record of problems requiring faculty attention. Escalation Register Columns 1. Date 2. Student Name / Matter 3. Nature of Issue 4. Category (Fee / Complaint / Schedule / Behavior / Academic / Other) 5. Urgency (High / Medium / Low) 6. Faculty Informed? 7. Action Taken 8. Final Outcome 9. Remarks --- 10. DAILY REPORT TEMPLATE Daily Report – [Date] 1. New Student Enquiries - Name: - Course / Subject: - Lead Quality: - Current Status: - Any special concern: 2. Follow-ups Completed - Student Name: - Result of follow-up: - Next action needed: 3. Payments Received - Student Name: - Amount: - Course: - Payment status after update: 4. Pending Payments - Student Name: - Pending Amount: - Reminder sent or not: - Next due date: 5. Class Coordination Updates - Student / Batch: - Attended / Absent / Rescheduled: - Important remarks: 6. Issues / Escalations - Matter: - Why faculty attention is needed: - Urgency: 7. Pending Tasks for Tomorrow - Pending follow-up: - Pending payment reminder: - Pending coordination task: - Any task assigned by faculty: --- 11. WEEKLY REPORT TEMPLATE Weekly Secretary Report – [Week / Dates] A. Lead Summary - Total new leads: - High quality leads: - Medium quality leads: - Low quality leads: - Converted leads: - Dropped leads: - Leads needing faculty intervention: B. Payment Summary - Total payment received this week: - Pending payments: - Overdue payments: - Students requiring fee follow-up: C. Student Coordination Summary - Total classes coordinated: - Students absent: - Rescheduled classes: - Irregular students: - Students needing direct faculty attention: D. Operational Issues - Repeated delays: - Payment issues: - Communication issues: - Complaint / conflict matters: - Internal support needed: --- 12. STANDARD DAILY WORKFLOW FOR NEW LEADS Step 1 – Receive and Acknowledge - Reply politely - Thank the student for contacting The Aegis Medical Academy - Ask for basic details Step 2 – Profile the Student Collect: - course needed - academic level - exam / goal - timing preference - main difficulty - budget comfort if required Step 3 – Enter into Lead Register Immediately update: - name - contact - course - lead source - lead quality - lead status Step 4 – Decide if Faculty Attention is Needed Escalate if: - lead appears serious and high value - student wants direct discussion - fee negotiation is complicated - student has special academic needs Step 5 – Continue Follow-up Do not let serious leads remain unattended. --- 13. DAILY WORKFLOW FOR FEE FOLLOW-UP Step 1 Check payment register daily. Step 2 Identify: - payments due today - overdue students - partial payment students Step 3 Send reminder politely if authorized. Step 4 Update reminder date and status in payment register. Step 5 If payment issue becomes difficult, escalate to Faculty. --- 14. DAILY WORKFLOW FOR CLASS COORDINATION Before Class - verify class timing - send reminder - send meeting link if needed During Class Window - confirm whether student joined - if absent, message politely After Class - update attendance register - note reschedule request if any - inform faculty if student is repeatedly absent or difficult --- 15. TASK ACKNOWLEDGEMENT FORMAT Whenever Faculty assigns a task, the Company Secretary must reply in this format: Acknowledgement Format “Understood, Sir/Ma’am. I have noted the task and will complete it within ___ minutes / by ___ time.” Completion Format “Completed, Sir/Ma’am. Please review.” If delayed: “Sir/Ma’am, this task is taking slightly longer because of ______. I will complete it by ______.” --- 16. PRIORITY CLASSIFICATION OF WORK High Priority - new serious student lead - payment confirmation - overdue payment case - class scheduled within the day - student complaint / conflict - faculty-assigned urgent task Medium Priority - routine follow-up - normal payment reminder - weekly report preparation - student profiling updates Low Priority - non-urgent file organization - old lead rechecking - formatting / archive work --- 17. MANDATORY RULES FOR RECORD DISCIPLINE The Company Secretary must: - update registers on the same day, not after many days - never leave a serious lead unrecorded - never keep payment information only in chat without updating register - never delete records without permission - never hide pending issues from Faculty --- 18. RECOMMENDED FOLDER STRUCTURE Main Folder: Aegis Secretary Operations Subfolders: 1. Student Leads 2. Enrolled Students 3. Payment Records 4. Daily Reports 5. Weekly Reports 6. Class Schedules 7. Templates & SOPs 8. Escalation / Issue Records --- 19. FILE NAMING FORMAT Use file names like: - "Aegis_Lead_Register_July2026" - "Aegis_Payment_Tracker_July2026" - "Aegis_Daily_Report_22_June_2026" - "Aegis_ECG_BatchA_Attendance" Do not use: - final - final final - new file - untitled --- 20. FINAL INSTRUCTION This Operations Pack must be followed alongside the Company Secretary SOP Manual. Every Company Secretary is expected to maintain these registers, reports, and workflows consistently unless modified by Faculty.
Job Type: Full-time
Pay: ₹5,000.00 - ₹54,873.03 per month
Benefits:
- Flexible schedule
- Work from home
Work Location: Remote
