C-Care is currently looking for an
Administrative Lead - Medical Services to be based at C-Care Darne
Administrative Lead - Medical ServicesReporting to the
Head of Medical Services/General Manager, the Administrative Lead - Medical Services is responsible for overseeing key administrative and operational functions within the department. This role ensures efficient coordination of recruitment, medical records management, staff scheduling, policy implementation, and performance monitoring. The position also supports governance through committees and meetings, while ensuring accurate data compilation, quality tracking, staff compliance, and reporting in line with departmental KPIs.
Key Responsibilities1. Recruitment Coordination- Initiate and follow up on the recruitment process for Medical Services staff.
- Liaise with HR to ensure timely advertising, shortlisting, interviewing, and onboarding.
- Monitor recruitment progress to ensure timely closure of vacancies.
2. Medical Records Department (MRD) Oversight- Be in charge of the Medical Records Department (MRD).
- Ensure accurate, secure, and compliant management of patient records.
- Monitor adherence to data protection and record-keeping standards.
3. Roster and Shift Management- Ensure duty rosters for Resident Medical Officers (RMOs) are prepared and distributed in line with HR guidelines.
- Coordinate with relevant stakeholders to address scheduling gaps or conflicts.
- Ensure proper handover processes between RMO shifts to maintain continuity and quality of care.
4. Attendance and Leave Monitoring- Monitor staff attendance, absenteeism, and leave records.
- Ensure compliance with HR policies and reporting requirements.
- Provide regular updates on attendance trends to management.
5. Policy Management and Compliance- Keep records of all Medical Services policies and procedures.
- Ensure policies are up to date and effectively implemented.
- Support staff awareness and adherence to policies.
6. Committees and Meetings Coordination- Organize committees and meetings as defined in Medical Services KPIs.
- Prepare agendas, record minutes, and track action points.
- Follow up on implementation of decisions and action items.
7. Quality Indicators Monitoring- Track Continuous Quality Improvement (CQI) indicators and Turnaround Time (TAT) as per dashboards provided by the Quality team.
- Monitor performance against benchmarks and highlight variances.
- Follow up with the Head of Medical Services and Quality team on performance and improvement actions.
8. Data Compilation and MIS Reporting- Compile and maintain accurate administrative and operational data related to Medical Services.
- Compile and complete Management Information System (MIS) reporting templates within defined timelines.
- Compile, verify, and ensure data integrity, consistency, and alignment with established reporting standards.
9. Training and Certification Compliance (RMOs)- Ensure training requirements for Resident Medical Officers (RMOs) are identified, tracked, and kept up to date.
- Monitor validity of mandatory trainings, certifications, and examinations.
- Coordinate with relevant departments to schedule required trainings and assessments.
- Maintain accurate records of RMO training status and ensure compliance with regulatory and organizational requirements.
10. Legal Case Coordination- Maintain accurate and up-to-date records of all court cases related to Medical Services.
- Liaise with the Legal Department to coordinate documentation, case preparation, and court requirements.
- Ensure timely communication and availability of relevant staff for court appearances.
- Track case progress and maintain proper documentation for reporting and reference purposes.
- Any other cognate duties assigned by your HOD
Qualifications- Bachelor’s degree in healthcare administration or a related field
- Experience in healthcare administration or hospital operations
Key Competencies:- Communication Skills
- Attention to Detail
- Ethics & Confidentiality
- Healthcare Knowledge
Location: Floreal, Mauritius.
