Branch Manager

Role Summary

The Branch Manager will be responsible for the overall administration, patient coordination, team supervision, outreach activities and daily operations of the Save Medha Foundation Mumbai office. The person should be compassionate, organized, responsible and capable of independently managing office activities while maintaining regular communication with the directors and head office.

Key Responsibilities

1. Branch Operations and Administration

• Manage the daily operations of the Mumbai branch.
• Ensure that the office opens and closes on time.
• Maintain a professional, disciplined and patient-friendly office environment.
• Supervise office assistants, marketing staff, volunteers and other branch employees.
• Allocate daily duties and monitor the performance of team members.
• Maintain office supplies, equipment, documents and records.
• Coordinate office maintenance, cleanliness and security.
• Ensure that all organizational policies and instructions are properly followed.

2. Patient and Visitor Coordination

• Welcome patients and family members visiting the office.
• Understand their requirements and guide them through the organization’s registration and consultation process.
• Maintain patient appointment schedules and visitor records.
• Coordinate consultation dates and timings with the directors or authorized representatives.
• Ensure that patients are attended to systematically and respectfully.
• Assist elderly, seriously ill or physically challenged patients when necessary.
• Clearly communicate that the Foundation provides supportive guidance and does not replace emergency or hospital-based medical treatment.
• Ensure that no employee gives unauthorized medical advice or makes disease-cure guarantees.

3. Documentation and Record Management

• Maintain accurate patient registration forms, attendance records and follow-up details.
• Keep records of office expenses, receipts, donations, stock movement and operational activities.
• Protect the confidentiality of patient and organizational information.
• Prepare daily, weekly and monthly branch reports.
• Maintain digital and physical files in an organized manner.
• Ensure that patient reports, photographs or personal information are not shared without proper authorization.

4. Staff Supervision and Training

• Recruit, train and supervise branch staff when authorized by management.
• Conduct regular staff meetings and explain daily priorities.
• Monitor attendance, punctuality, discipline and work quality.
• Train staff in patient communication, documentation and office procedures.
• Address workplace concerns and report serious issues to the directors.
• Encourage teamwork, respectful behaviour and accountability.

5. Outreach and Awareness Activities

• Coordinate awareness programmes near hospitals, patient guest houses, community centres and other approved locations.
• Supervise the distribution of authorized brochures, booklets and awareness materials.
• Build professional relationships with social workers, patient support groups, guest-house administrators and community representatives.
• Ensure that outreach activities are respectful, ethical and compliant with local rules.
• Prevent misleading claims, aggressive marketing or pressure-based communication.
• Submit regular outreach reports, including locations visited, people contacted and follow-up requirements.

6. Financial and Stock Responsibility

• Maintain records of approved branch expenses and petty cash.
• Obtain bills and receipts for all authorized expenses.
• Monitor the receipt, storage and distribution of organizational materials or products.
• Maintain accurate stock registers and report shortages or discrepancies immediately.
• Ensure that no unauthorized discount, payment, donation collection or financial commitment is made.
• Deposit or transfer collected funds according to management instructions.
• Submit regular financial summaries to the accounts department or directors.

7. Communication and Reporting

• Maintain regular communication with the directors and head office.
• Provide updates regarding patient visits, staff performance, outreach activities, expenses and operational challenges.
• Immediately report emergencies, complaints, legal issues or serious incidents.
• Coordinate with doctors, hospitals, laboratories or other organizations only when officially authorized.
• Represent Save Medha Foundation professionally during meetings and public interactions.

8. Compliance and Professional Conduct

• Follow all applicable organizational policies and local regulations.
• Ensure that the branch does not publish or communicate unauthorized medical claims.
• Maintain patient privacy and confidentiality.
• Prevent discrimination, harassment, misconduct or exploitation.
• Ensure that the Foundation’s name, logo and materials are used only for authorized purposes.
• Protect the reputation and values of Save Medha Foundation.

Required Qualifications

• Bachelor’s degree in Business Administration, Healthcare Management, Social Work, Marketing or a related field.
• Relevant experience in branch management, office administration, healthcare coordination, NGO operations or customer service.
• Strong leadership and team-management skills.
• Good communication skills in Hindi and English.
• Knowledge of Marathi or Bengali will be an added advantage.
• Basic knowledge of computers, email, Microsoft Word, Excel, Google Sheets and digital record management.
• Ability to handle patients and families with patience, empathy and professionalism.
• Ability to manage multiple responsibilities and work under pressure.

Preferred Experience

• Experience working in an NGO, healthcare centre, hospital, clinic, patient-support organization or social-service office.
• Experience managing employees, volunteers or field marketing teams.
• Familiarity with Mumbai hospitals, patient guest houses and local transportation.
• Experience in documentation, stock management and basic accounts coordination.

Key Skills

• Leadership and decision-making
• Patient and public communication
• Office administration
• Team supervision
• Conflict resolution
• Record and data management
• Time management
• Outreach coordination
• Basic financial management
• Confidentiality and professional ethics

Personal Attributes

The ideal candidate should be:

• Honest and dependable
• Compassionate toward patients and families
• Disciplined and punctual
• Calm under pressure
• Respectful and well-mannered
• Responsible with money and confidential information
• Capable of working independently
• Committed to the mission of Save Medha Foundation

Performance Indicators

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

• Smooth and disciplined office operations
• Patient satisfaction and proper coordination
• Accuracy of reports and records
• Staff attendance and productivity
• Effectiveness of outreach activities
• Proper expense and stock management
• Compliance with organizational policies
• Timely communication with the head office
• Protection of patient confidentiality and organizational reputation

This can also be converted into a shorter recruitment advertisement or appointment-letter format.