Operations Executive

Operations Manager – Heal Family Clinic

About the Role

Heal Family Clinic is looking for a responsible, organized, and result-oriented Operations Manager to oversee the day-to-day operations of the clinic.

The Operations Manager will be responsible for ensuring smooth coordination between departments, effective staff management, inventory control, patient service, facility management, reporting, and continuous improvement of clinic processes.

Experience in hospital or healthcare operations is preferred, and experience in hospital/clinic inventory management will be an added advantage.

Key Responsibilities

1. Clinic Operations Management

Manage and monitor the day-to-day operations of Heal Family Clinic.

Ensure smooth functioning of all departments and services.

Coordinate between doctors, nursing staff, reception, pharmacy, laboratory, and support teams.

Monitor daily workflow and identify operational gaps.

Ensure clinic policies, procedures, and SOPs are properly followed.

Identify operational problems and ensure timely resolution.

Escalate important issues to management with appropriate solutions.

2. Staff Management & Coordination

Coordinate staff schedules, duties, attendance, and daily responsibilities.

Monitor punctuality, discipline, productivity, and quality of work.

Conduct regular follow-ups on pending tasks and responsibilities.

Ensure proper handover of duties during staff leave or absence.

Identify staff training requirements and coordinate training programs.

Support management in improving staff performance and accountability.

3. Inventory & Procurement Management

Monitor medicines, medical consumables, stationery, cleaning materials, and other clinic supplies.

Maintain appropriate minimum stock levels and reorder points.

Monitor stock movement, consumption, expiry, wastage, and shortages.

Coordinate with pharmacy, stores, suppliers, and management for timely procurement.

Take preventive action to avoid shortages of essential medicines and consumables.

Maintain accurate inventory records.

Conduct regular physical stock verification and reconcile discrepancies.

Monitor inventory costs and identify opportunities to reduce wastage.

Ensure proper storage and organization of medicines and consumables as per applicable requirements.

Experience in hospital/clinic inventory management will be an added advantage.

4. Department & Specialty Coordination

Ensure effective coordination between doctors, specialties, and support departments.

Coordinate requirements for consultations, procedures, and specialty clinics.

Ensure availability of required rooms, staff, equipment, medicines, and consumables.

Improve communication and coordination between departments.

Identify coordination gaps and ensure timely corrective action.

5. Patient Experience & Service Quality

Monitor patient flow and minimize unnecessary waiting time.

Ensure patients receive professional, respectful, and timely service.

Monitor patient complaints and coordinate appropriate resolution.

Identify recurring patient-service issues and recommend improvements.

Ensure the clinic maintains a clean, organized, and patient-friendly environment.

6. Facility & Maintenance Management

Monitor clinic cleanliness, maintenance, lighting, signage, parking, equipment, and general facility requirements.

Coordinate with vendors, technicians, and maintenance teams.

Maintain a list of pending maintenance and facility-related issues.

Follow up until issues are resolved.

Ensure the clinic environment is safe, clean, functional, and professional.

7. Reporting & Performance Monitoring

Prepare and maintain daily, weekly, and monthly operational reports.

Monitor staff performance and key operational indicators.

Track pending issues, action points, and completion status.

Provide regular operational updates to management.

Identify operational bottlenecks and recommend corrective actions.

Ensure decisions and action points from management meetings are followed up and completed.

8. Process Improvement

Identify recurring operational problems and develop practical solutions.

Improve existing clinic workflows and processes.

Develop and implement SOPs where required.

Monitor compliance with established processes.

Review operational performance and recommend improvements.

Support management in implementing new systems and operational initiatives.

9. Vendor & External Coordination

Coordinate with suppliers, maintenance agencies, service providers, and other external vendors.

Monitor vendor performance, service quality, and timely delivery.

Follow up on pending orders, repairs, maintenance, and other external requirements.

Escalate vendor-related concerns to management when necessary.

10. Management Support

Assist management in operational planning and decision-making.

Support the implementation of new services, departments, and clinic projects.

Assist with clinic expansion and operational improvement initiatives.

Collect and organize operational data required by management.

Take ownership of assigned projects and ensure timely completion.

Perform other reasonable responsibilities assigned by management according to clinic requirements.

Candidate Profile

Education

Bachelor's degree in Hospital Administration, Healthcare Management, Business Administration, or a related field preferred.

Experience

Experience in hospital, clinic, healthcare, or medical facility operations preferred.

Experience in hospital/clinic inventory management is an added advantage.

Experience in staff coordination and team management preferred.

Candidates with strong operational experience and practical healthcare knowledge may also be considered.

Key Skills

Healthcare/Clinic Operations Management

Hospital Inventory Management

Procurement & Stock Control

Staff Coordination

Team Management

Problem Solving

Process Improvement

Reporting & Data Analysis

Vendor Management

Communication Skills

Leadership

Time Management

MS Excel / Google Sheets

Documentation & Follow-up

Ideal Candidate

The ideal candidate should be:

Responsible and highly organized

Proactive in identifying and solving problems

Strong in follow-up and execution

Comfortable coordinating multiple departments

Good at communicating with doctors, staff, vendors, and management

Data-oriented and comfortable preparing reports

Capable of maintaining discipline and accountability

Patient-focused and service-oriented

Able to work independently and take ownership of responsibilities

Key Performance Areas

The Operations Manager will be expected to contribute to improvement in:

Overall clinic operational efficiency

Staff productivity and coordination

Medicine and inventory availability

Inventory cost and wastage control

Patient service quality

Departmental communication

Facility and maintenance management

Timely completion of operational tasks

Implementation of management decisions

Daily, weekly, and monthly reporting

Process standardization and continuous improvement

Pay: ₹15,000.00 - ₹22,000.00 per month

Work Location: In person