HR Manager

Role Summary

The HR Manager will be responsible for recruitment, employee administration, attendance, payroll coordination, staff training, performance monitoring, workplace discipline and implementation of organizational HR policies.

The HR Manager will work closely with the Branch Manager, directors and department heads to ensure that the Mumbai office has a professional, disciplined, ethical and supportive working environment.

Key Responsibilities

1. Recruitment and Staffing

• Identify staffing requirements in consultation with management.
• Prepare and publish job descriptions and recruitment advertisements.
• Screen applications and shortlist suitable candidates.
• Conduct initial interviews and coordinate final interviews with management.
• Verify candidate documents, qualifications, experience and references.
• Prepare offer letters, appointment letters and joining documents.
• Maintain an updated database of candidates and employees.
• Recruit office staff, field marketing staff, assistants, volunteers and other authorized positions.
• Ensure that recruitment is conducted fairly and without discrimination.

2. Employee Onboarding

• Complete joining formalities for new employees.
• Collect identity proof, address proof, educational certificates, photographs and bank details.
• Explain the organization’s mission, values, policies, job responsibilities and reporting structure.
• Provide employees with appointment letters, ID cards and required office documents.
• Coordinate induction and department-specific training.
• Ensure that employees understand patient confidentiality, professional conduct and communication rules.

3. Attendance and Leave Management

• Maintain daily attendance, late-arrival and early-departure records.
• Monitor employee punctuality and regularity.
• Maintain leave applications, approvals and leave balances.
• Prepare monthly attendance summaries for salary processing.
• Report repeated absenteeism or attendance-related concerns to management.
• Ensure that leave policies are applied consistently across employees.

4. Payroll and Compensation Coordination

• Prepare monthly salary inputs based on attendance, leave, incentives and approved deductions.
• Coordinate salary processing with the accounts department and directors.
• Maintain records of employee salaries, incentives, reimbursements and advances.
• Verify that salary-related information is accurate and confidential.
• Assist management in preparing compensation structures and incentive plans.
• Provide salary slips or payment records as authorized.

5. Employee Records and Documentation

• Maintain individual employee files in physical and digital formats.
• Keep records of appointment letters, contracts, performance reviews, warnings and resignation documents.
• Maintain emergency contact details and updated employee information.
• Protect the confidentiality of employee records.
• Ensure that unauthorized persons do not access employee documents.
• Prepare employment certificates, experience letters and relieving letters after management approval.

6. Performance Management

• Develop performance indicators for different roles in consultation with department heads.
• Monitor employee productivity, discipline and work quality.
• Coordinate monthly, quarterly or annual performance reviews.
• Obtain feedback from supervisors and employees.
• Identify employees who require additional training or performance improvement.
• Prepare performance improvement plans when required.
• Recommend recognition, incentives, promotions or corrective action to management.

7. Training and Development

• Identify training requirements for employees and volunteers.
• Organize training in patient communication, office procedures, documentation, outreach and workplace conduct.
• Conduct orientation sessions on privacy, confidentiality and organizational policies.
• Maintain training attendance and evaluation records.
• Support staff development and encourage continuous improvement.
• Ensure that employees do not provide unauthorized medical advice or make misleading treatment claims.

8. Employee Relations and Grievance Handling

• Act as the first point of contact for employee concerns and workplace grievances.
• Listen to employee complaints confidentially and objectively.
• Investigate workplace disputes, misconduct or policy violations.
• Promote respectful communication between employees and supervisors.
• Recommend fair solutions to management.
• Prevent harassment, discrimination, bullying and inappropriate workplace behaviour.
• Escalate serious complaints immediately to the directors.

9. Discipline and Code of Conduct

• Ensure that employees follow office timings, dress standards and professional behaviour.
• Monitor compliance with organizational policies.
• Issue verbal or written warnings only with proper documentation and management authorization.
• Maintain records of disciplinary actions.
• Investigate repeated negligence, misconduct, unauthorized absence or misuse of organizational property.
• Ensure that disciplinary procedures are fair, consistent and properly documented.

10. HR Policies and Compliance

• Draft and update HR policies in consultation with management.
• Implement policies relating to attendance, leave, conduct, confidentiality and workplace safety.
• Support compliance with applicable employment laws and organizational requirements.
• Coordinate with authorized consultants for statutory matters when required.
• Maintain necessary employee registers and HR records.
• Ensure that employment-related decisions are properly approved and documented.

11. Workplace Safety and Employee Welfare

• Promote a safe, clean and professional workplace.
• Coordinate employee welfare activities and staff-support initiatives.
• Maintain emergency contact and incident-reporting procedures.
• Support employees during workplace emergencies.
• Coordinate basic health and safety awareness programmes.
• Report safety hazards, harassment concerns or serious incidents immediately.

12. Exit and Separation Management

• Process resignations and employee separation formalities.
• Conduct exit interviews and document employee feedback.
• Coordinate notice-period requirements and handover of responsibilities.
• Recover office property, documents, ID cards and equipment.
• Prepare full-and-final settlement details with the accounts department.
• Issue relieving or experience letters after management approval.
• Maintain records of terminated, resigned or retired employees.

13. Communication and Reporting

• Submit regular HR reports to the directors and branch management.
• Report staffing requirements, vacancies, attendance issues and employee concerns.
• Prepare monthly updates on recruitment, performance and training.
• Maintain coordination between employees, department heads and management.
• Communicate official HR notices and policy updates clearly.
• Represent the organization professionally during recruitment and employee meetings.

Required Qualifications

• Bachelor’s degree in Human Resources, Business Administration, Management, Social Work or a related field.
• MBA or postgraduate qualification in Human Resources will be preferred.
• Relevant experience in HR administration, recruitment or employee management.
• Good knowledge of recruitment, attendance, payroll coordination and employee documentation.
• Strong verbal and written communication skills.
• Proficiency in English and Hindi.
• Knowledge of Marathi or Bengali will be an added advantage.
• Basic proficiency in Microsoft Word, Excel, email and Google Workspace.
• Ability to maintain confidentiality and handle sensitive employee matters.

Preferred Experience

• Experience working in an NGO, healthcare organization, hospital, clinic or social-service organization.
• Experience managing office staff, marketing teams, volunteers or field employees.
• Familiarity with payroll inputs, HR documentation and performance management.
• Knowledge of basic Indian employment and workplace-compliance requirements.
• Experience in conflict resolution and employee training.

Key Skills

• Recruitment and interviewing
• Employee administration
• Leadership and team coordination
• Communication and interpersonal skills
• Payroll and attendance coordination
• Conflict resolution
• Performance management
• HR documentation
• Policy implementation
• Confidentiality and professional ethics
• Time management and organization
• Problem-solving and decision-making

Personal Attributes

The ideal candidate should be:

• Honest and trustworthy
• Organized and detail-oriented
• Calm and professional
• Approachable and fair
• Responsible with confidential information
• Capable of handling difficult conversations
• Disciplined and punctual
• Empathetic toward employees
• Able to work independently
• Committed to the values of Save Medha Foundation

Performance Indicators

The HR Manager’s performance may be evaluated based on:

• Timely recruitment and vacancy fulfilment
• Accuracy of attendance and payroll inputs
• Completeness of employee records
• Staff retention and workplace discipline
• Effectiveness of onboarding and training
• Resolution of employee grievances
• Quality of HR reports
• Compliance with organizational policies
• Employee satisfaction and professionalism
• Timely communication with management

This version can also be shortened into a recruitment advertisement for job portals or social media.