Departmental Coordinator- Breast Oncology

Sir H.N. Reliance Foundation Hospital & Research Centre is a premier 345-bed multi-specialty tertiary care hospital in Mumbai. Renowned for its commitment to excellence in healthcare, the hospital offers cutting-edge diagnostic services and medical technology across various specialties, including Cardiac Sciences and Oncology. Established in 1918, the institution has a rich legacy of serving patients and upholding values that emphasize respect for life.

More about the hospital can be found at

Job Description Departmental Coordinator (Breast Oncology)

Position Title: Departmental Coordinator Breast Oncology (Female preferred)

1. Job Purpose

To provide comprehensive secretarial, administrative, and coordination support to the Head of Breast Oncology and Consultant Oncologists. The role ensures smooth functioning of departmental operations, patient scheduling, documentation, and interdepartmental coordination, with a focus on compassionate care and clinical excellence.

2. Key Responsibilities

Service Responsibilities

• Provide secretarial and administrative support to the HOD and Consultants in Breast Oncology.
• Manage patient flow in OPDs, ensuring appointments are scheduled and followed as per protocol.
• Coordinate with the HOD to ensure adequate appointment slots are available and utilized.
• Liaise with surgical, radiology, pathology, and nursing teams for multidisciplinary coordination.
• Maintain and update departmental documentation including patient records, treatment plans, and consent forms.
• Ensure all documentation is signed off by relevant teams and filed accurately.
• Maintain and publish duty rosters for consultants and resident doctors.
• Track and manage leave calendars to ensure adequate coverage.
• Manage the calendar of the HOD and publish daily schedules.
• Coordinate internal and external meetings, prepare agendas, and manage visitor logistics.
• Document minutes of departmental meetings and follow up on action items.
• Prepare departmental reports, academic activity logs, and conference summaries.
• Handle telephone and email inquiries from internal departments, patient relatives, and external stakeholders.
• Maintain stock of office supplies and manage disbursement records.
• Coordinate with Marketing, Operations, and other departments for smooth functioning.
• Act as the single point of contact (SPOC) for VIP patients, ensuring seamless coordination from admission to discharge.
• Adhere to all organizational and departmental policies, procedures, and values.
• Take on any additional responsibilities assigned by the HOD as needed.

Growth Responsibilities

• Maximize patient satisfaction to support departmental and hospital growth.
• Provide support for new clinics, services, or specialty initiatives within Breast Oncology.

Quality Responsibilities

• Actively participate in departmental quality improvement programs.
• Ensure compliance with standards set by JCI, NABH, and other quality systems.

People Responsibilities

• Provide coverage in the absence of colleagues when required.

Finance Responsibilities

• Ensure optimal utilization of departmental resources and prevent wastage or misuse.

Innovation & Research Responsibilities

• Coordinate CMEs, symposiums, and academic events for the department.
• Assist in preparing presentations and publications.
• Provide feedback and suggestions to improve departmental services.
• Attend all trainings organized by the department and hospital.
• Continuously update knowledge and skills through conferences, CMEs, and training programs.

3. Experience & Educational Requirements

Educational Qualifications:

• Graduation (mandatory)
• Diploma or training in MS Office (mandatory)
• Training in medical transcription (desirable)

Relevant Experience:

• Minimum 3 olus years of experience as a departmental executive in a hospital setting, preferably in oncology or surgical departments.