Administrative support To the Chief Operating Officer (COO) Hospital
- Fortis
- 5 - 8 years
- Chennai
- 4 days ago
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Job Description
Department: Administration COO's Office
Reporting To: Chief Operating Officer (COO)
Position Summary
The Administrative support to the COO will provide high-level administrative, operational, and strategic support to the Chief Operating Officer in managing the day-to-day functioning of the hospital. The incumbent will act as the primary point of coordination between the COO's office and various internal and external stakeholders, ensuring seamless communication, efficient execution of priorities, and effective management of confidential information.
Key Responsibilities
Executive & Administrative Support
- Manage the COO's calendar, appointments, meetings, and travel schedules.
- Coordinate and prioritize meetings with department heads, consultants, vendors, and external stakeholders.
- Screen calls, emails, and correspondence and ensure timely responses and follow-ups.
- Prepare meeting agendas, minutes of meetings (MoM), presentations, and reports.
- Handle confidential documents and sensitive information with utmost discretion.
Coordination & Communication
- Act as a liaison between the COO and hospital departments, including Medical Services, Nursing, Finance, HR, Operations, and Quality.
- Coordinate with corporate office and other hospital units for operational initiatives.
- Follow up with department heads on action points and ensure timely completion of assigned tasks.
- Facilitate communication with external agencies, government authorities, accreditation bodies, and vendors whenever required.
Operational Support
- Monitor and track key operational initiatives and projects assigned by the COO.
- Assist in preparing operational dashboards, MIS reports, and performance presentations.
- Coordinate monthly operational review meetings and maintain records of decisions and action plans.
- Support implementation and monitoring of hospital policies, SOPs, and strategic initiatives.
Data Management & Reporting
- Compile, analyse, and present data related to hospital operations, patient services, occupancy, revenue indicators, and other KPIs.
- Prepare presentations for management reviews, board meetings, and leadership discussions.
- Maintain records, databases, and documentation related to operational projects and business plans.
Stakeholder Management
- Coordinate visits of senior management, consultants, dignitaries, and external stakeholders.
- Manage communication with internal and external stakeholders on behalf of the COO.
- Organize leadership meetings, conferences, and special events.
Project Management Support
- Assist the COO in monitoring strategic and cross-functional projects.
- Track project timelines, deliverables, and dependencies.
- Ensure timely follow-up and escalation of pending issues.
Compliance & Confidentiality
- Maintain confidentiality of strategic, financial, employee, and patient-related information.
- Ensure proper documentation and record retention in accordance with hospital policies.
- Support compliance initiatives and accreditation-related documentation whenever required.
Key Deliverables (KRAs)
- Effective management of COO's office and schedules.
- Timely preparation of MIS reports, presentations, and dashboards.
- Closure of action items from leadership and operational review meetings.
- Efficient coordination with departments and stakeholders.
- Accurate documentation and maintenance of confidential records.
- Support in execution of strategic and operational initiatives.
Qualifications
- Bachelor's degree in Business Administration, Healthcare Management, Commerce, or related field.
- MBA or Postgraduate qualification will be preferred.
Experience
- 5-8 yrs of experience as an Administrative support to senior leadership, preferably in healthcare, hospitals, or large corporate organizations.
- Experience in handling C-suite executives and hospital operations will be an added advantage.
Required Competencies
Technical Skills
- Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word).
- Strong presentation and MIS preparation skills.
- Excellent documentation and report-writing abilities.
- Knowledge of hospital operations and healthcare terminology.
Behavioural Competencies
- Exceptional organizational and multitasking abilities.
- Strong interpersonal and communication skills.
- High level of integrity and confidentiality.
- Ability to work under pressure and manage multiple priorities.
- Attention to detail and strong follow-up skills.
- Problem-solving and stakeholder management capabilities.
Key Interfaces
Internal: Department Heads, Medical Services, Nursing, Finance, HR, Quality, Operations, Corporate Office.
External: Consultants, Vendors, Government Authorities, Accreditation Bodies, Industry Partners, and Visitors.
Additional Section Key Skills & Competencies
Key Skills
- Advanced Microsoft Excel Skills: Expert knowledge of Excel, including Pivot Tables, VLOOKUP/XLOOKUP, INDEX-MATCH, Dashboards, Data Validation, Conditional Formatting, Power Query, and MIS reporting.
- Data Analytics & Reporting: Ability to collect, analyse, interpret, and present operational and business data to support decision-making and performance improvement initiatives.
- Computer Proficiency: Excellent command of Microsoft Office Suite (Excel, PowerPoint, Word, Outlook), ERP systems, hospital information systems (HIS), and presentation tools.
- MIS & Dashboard Preparation: Strong capability to prepare management reports, KPI dashboards, and analytical presentations for senior leadership reviews.
- Presentation Skills: Ability to create high-quality business presentations and reports for Board meetings, leadership reviews, and operational discussions.
- Data Management: Expertise in handling large volumes of data, maintaining databases, ensuring data accuracy, and generating actionable insights.
- Project Coordination: Ability to track multiple projects, monitor timelines, and provide analytical support for strategic initiatives.
- Business Communication: Excellent verbal and written communication skills with the ability to draft professional correspondence, reports, and meeting minutes.
- Problem Solving & Analytical Thinking: Strong analytical mindset with the ability to identify trends, prepare reports, and recommend actionable solutions.
- Time Management & Multitasking: Ability to manage multiple priorities in a dynamic and fast-paced hospital environment.
Preferred Technical Competencies
- Advanced proficiency in Microsoft Excel and Data Analytics Tools.
- Working knowledge of Power BI, Table, or other business intelligence tools will be an added advantage.
- Familiarity with Hospital Information Systems (HIS), ERP platforms, and digital reporting tools.
- Strong understanding of data visualization, trend analysis, and business reporting.
- Ability to prepare operational dashboards, productivity reports, and management scorecards.
Ideal Candidate Profile
The ideal candidate should be a highly organized and analytical professional with excellent executive support capabilities, advanced Excel and computer skills, strong data analytics expertise, and the ability to independently manage the COO's office while providing meaningful business insights and operational support to senior leadership.
Job Classification
Industry: Medical Services / HospitalFunctional Area / Department: Strategic & Top ManagementRole Category: Top ManagementRole: COOEmployement Type: Full timeContact Details:
Company: FortisLocation(s): Chennai
Keyskills: Administrative support project management erp data analytics data management mis reporting power bi hr business intelligence erp systems stakeholder management compliance business insights data visualization hospital finance chief operating officer
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