Assistant Manager Operations

Job Description: Assistant Operations Manager

Department: Operations

Industry: Healthcare / Hospital Administration

Reporting To: Operations Manager

Role Purpose

The Assistant Operations Manager supports the day-to-day hospital operations with a strong focus on patient care services, staff coordination, quality compliance, and inter-departmental collaboration to ensure smooth functioning, patient satisfaction, and adherence to NABH standards.

• Key Responsibilities

1. Patient Care & Service

• ManagementSupport patient care services across OPD, admissions, diagnostics, surgeries, and discharges.
• Ensure smooth patient experience at reception, billing, coordination desks, and discharge counters.
• Coordinate timely wheelchair and stretcher assistance, including entrance and exit support.
• Manage patient attendant access and escalate unresolved complaints to senior management.
• Support execution of VIP protocols and ensure prompt, courteous service delivery.

2. Staff Management & Leadership

• Assist in managing front office staff, billing teams, patient care assistants, and coordinators.
• Support preparation of duty rosters and monitor attendance in coordination with the Operations Manager.
• Coordinate leave schedules and recommend alternate duty arrangements to ensure uninterrupted services.
• Support organization of staff training programs and maintain training documentation.
• Coordinate with HR for interview scheduling, onboarding, and employee orientation.

3. Departmental Coordination

• Act as a liaison between ENT consultants, anesthetists, DMOs, and support departments (laboratory, radiology, audiology, endoscopy, etc.).
• Assist in day-to-day operational coordination across hospital branches as directed.
• Ensure proper handover of operational updates and unresolved issues to the Night MOD team.
• Escalate unresolved emergency situations to the Operations Manager or higher authority.
• Support implementation and usage of HIS and other hospital software systems across departments.

4. Quality & Compliance Management

• Support hospital quality initiatives and coordinate required documentation.
• Ensure compliance with NABH standards and protocols under supervision.
• Assist in documentation for internal and external quality audits.
• Support patient safety initiatives and corrective action tracking.
• Coordinate with the biomedical engineering team and escalate equipment-related concerns.

5. Administrative Responsibilities

• Assist in compiling daily operational reports for management review.
• Coordinate with vendors, medical representatives, and manage guest arrangements as assigned.
• Raise departmental indents for consumables and ensure timely follow-up.
• Support planning and execution of workshops, training programs, and hospital events.

6. Documentation & Reporting

• Maintain and update records of patient feedback, complaints, and resolution status.
• Assist in managing PACS and video consent documentation processes.
• Track staff performance indicators, training participation, and leave summaries.
• Maintain inventory records, indent logs, and usage reports for assigned departments.
• Ensure documentation accuracy and availability for audits and management review.

Required Skills & Competencies

• Strong understanding of hospital operations and patient flow
• Knowledge of NABH standards and quality processes
• Excellent communication, coordination, and interpersonal skills
• Ability to handle patient grievances and emergency situations calmly
• Team management and multitasking abilities
• Working knowledge of HIS and hospital software systems
• High attention to detail and service-oriented mindset

Qualifications & Experience

• Bachelor’s degree in Hospital Administration, Healthcare Management, or a related field
• 5+ years of experience in hospital operations or healthcare administration