Office Assistant

**_ONLY SERIOUS AND QUALIFIED CANDIDATES BASED IN DEHRADUN MAY APPLY. _**

**JOB DESCRIPTION - Office Assistant**

**Position Title**

Office Assistant

**Reporting to**

COO, Head of Department - Administration

CMO

**Function**

Administrative AND Medico-operations

**Location**

GANGA PREM HOSPICE DEHRADUN **[APPLY ONLY IF BASED IN DEHRADUN]**

**Introduction**

Ganga Prem Hospice is a spiritually orientated, non-profit hospice for terminally ill cancer patients. For over 15 years, the organisation has provided medical, spiritual, emotional, social, and financial support for individuals suffering from end-stage cancer, and their families.

Ganga Prem Hospice (GPH India) puts its patients above everything else, and provides support in ways that go beyond the scope of formal palliative care. Compassion, empathy, sharing, and honesty are the core values of Ganga Prem Hospice, and the senior management and the staff function with the same spirit.

**Job Purpose**

Contribution to and continuous improvement of the administrative activities and operating standards of Ganga Prem Hospice, both on
- and off-campus, as required in delivering best-in-class service to patients, their carers and the Hospice staff on the whole. To function as an enterprising administrative assistant with a detail-oriented and problem-solving mindset.

**Educational Qualifications**

Diploma-holder and/or Graduate in Any Stream _(preferably trained in administration/ accounts / HR / hospitality / hospital management)_

**Experience (years and nature)**
- 1-5 years of documented administrative experience with employer(s) of repute in office/deskwork setting;
- _Experience in non-profit organisations / NGOs preferred_.

**Key Duties & Responsibilities (including, but not limited to)**

Greet visitors and direct them to appropriate people

Provide administrative and logístical support to medical (multi-disciplinary and home care) and social work teams, and all other teams

Spend majority of the time interacting with existing, new and potential funders and donors

Contribute, as needed, in home care visits’ records, including consolidation and upload

Facilitate efficient home care logistics to enable the medical teams to deliver optimum service

Ensure sufficient levels of pharmacy stocks in coordination with Pharmacist and Nursing in-charge at Rishikesh and local medical-lead

Monitor staff members’ protocol alignment, attendance and discipline

Receive all instructions of senior leaders, management and superiors calmly, patiently and attentively

Coordinate daily and periodic local hospice-related activities

Perform basic accounting tasks such as consolidation and documentation of invoices and expense details (including reporting to Rishikesh Administration

Schedule meetings and travel arrangements for senior members of the organisation

Maintain details of locally-received donations, sponsorships and ongoing discussions. _This information is discreet and strictly confidential_

Ensure that the ‘Out-patient File / Database’ is kept updated real-time. _Mandatory weekly review by CMO and HoD with evidence of sign-off_

Keep accurate/documented stock of office supplies and ensure timely replenishment (in coordination with HoD Administration, Rishikesh)

Ensure compliance to organisation’s policies, processes and applicable regulatory obligations and laws

Support budgeting and bookkeeping activities

Submit timely reports and prepare presentations/proposals as assigned

Assist colleagues whenever necessary

Handle and escalate/report, as necessary, complaints/grievances of patients, families and staff

Maintain, in pristine condition, the office facility and all active infrastructure and serviced items

Engage and liaison with volunteers as advised by the management

Liaise, proactively and as instructed, with local authorities and all relevant networks of Hospice stakeholders (upon instruction/advice of the management)

Contribute to donor management by information-sharing with management and occasional in-person meetings as advised

Totally-compliant office petty cash management (and other occasional cash handling), reconciliation and timely reporting

Conduct planned market-visits for procurement of needed items and ensure that the complete process of procurement is followed in each instance

Complete responsibility (including delegation thereof) of stationery and printing requirements and inventory of the Hospice

Complete responsibility of office record-maintenance as per filing systems and safekeeping as per regulatory guidelines

Maintain complete confidentiality of information and records pertaining to the Trust, the Hospice, patients, caregivers and staff

Responsible for proper filing of all formal communication with external stakeholders, including with local, national and international authorities

Mandatory to conduct annual self-review of all documentation for which you are directly responsible as a preparer or