Centre Manager (Out Station) - JD
Reporting to: Operation Manager
Location: As per the AL Centre
Major Responsibilities:
[A] Admission & Discharges
1. Conduct & fill Admission forms/ interviews, for New Admissions & Follow
ups.
2. Enter/Facilitate entry of data in Excel/Application
3. Conduct & fill Discharge forms/ interviews for New & Follow ups.
4. Ensure Follow -up to assess status of child/ family Follow Questionnaire is
done.
[B] Ready reckoners for emergency services
1. Ensure Directory of local doctors, carpenters, plumbers, electrician, other
service providers is prepared.
2. Ensure Directory of authorities, fire, police, ambulance, etc. is prepared.
3. Strengthening relationships with them for further engagement
[C] Engaging with Doctors/MSWs
1. Ensure Contact details of referral hospitals, Drs, MSWs, NGOs, local clubs is
prepared & build relationship with them.
2. Identify nearby Paed Onco treating hospitals.
3. Strengthen relationships with them for further engagement
[D] Beneficiary Management
1. Conduct Parents Meetings & prepare minutes (fortnightly) 15th & 30th of every
month.
2. Take feedback & handle complaints redressal - CC
3. Handle discipline issues & complaints -Cases escalated by CC
4. Showcase Talents of kids - (With assistance from Teacher/CC/Counsellor)
5. Ensure CC take Health status (Monthly) and update Programme Manager.
(PM - Till the time ERP is applicable)
[E] Engaging with Doners/ Supporters
1. Update AL Requirements - (Refer Google Sheet)
2. Interact & Assess Donation opportunities; mobilize donations whenever
possible
3. Send Introduction, thank you letters promptly and maintain relationship with
them.
4. Maintain database -In coordination with donor manager.
5. Optimize support for unit sponsorship, meal mate, toys, clothes, other
required items at centers
6. Strengthen & Developing Employee engagement programs with
corporates/Brands
[F] Supervision/ Monitoring of CC/HK/Drivers
1. Ensure Premises Cleanliness, basic upkeep & maintenance - (CM should
countersign CC checklist)
2. Ensure Services and Care Process of families - (Everything apart from cleaning
& maintenance)
3. Ensure that all minor repairs & maintenance work are addressed
4. Handle Beneficiary Feedback - on HK/Drivers
5. Handle Complaints Redressal - of HK/Drivers Log sheet of vehicles and
proper utilization of vehicles (For outstation)
6. Get quotes for Pest Control/ AMC of equipment’s, TV, fridge, AC, etc. (Ensure
they are done as per scheduled)
7. Organize Capacity/Skills Building of CC
[G] Stationary/ Items purchase
1. Ensure Inventory of all items in center
2. Update Requirements list
3. Tap which all can be acquired through donation
4. Purchase of remaining items that cannot be mobilized, after seeking
approval
[H] Approving Leaves for Driver/CC/ HK
1. Approve for Drivers - (For outstation)
[I] Plan, Distribute Hygiene Kits in local hospitals
1. Ensure inventory of stock
2. Place Order for fresh stock
3. Ensure update of Data on excel sheet by CC
4. Ensure upload of Photo on WhatsApp group by CC
[J] Meal mate
1. Block date
2. Payment confirmation with Accounts department
3. Arrange meal
4. Share pictures
5. Optimize meal mate
[K] Any issues with landlord/Government bodies/Local bodies
1. Visit them as needed.
2. Timely submission of documents in coordination with development team
[L] Case Studies
1. Prepare Write up/with Pictures for Donors (from child analysis or
interaction with families).
2. Upload on software
[N] 8080 Number
1. Update Calls/ Sheet (Automated - IVR – Caller Option)
2. Make the right pitch for donation for all AL centers
[O] Events/Special Days
1. Plan with CC
2. Ensure pictures & details captured for social media/CSR reports
[P] REPORTS
Daily Check Housekeeping checklist - Thru CC
Check CC checklist
Make Random/ surprise centre round - Once or twice daily (online/Offline)
Go through Vehicle/Driver checklist
Prepare Daily update on visitors
Send Mails to visitors whenever applicable
Ensure Petty Cash handled Thru CC
Make Random surprise monitoring of Centre camera/Vehicle camera
Prepare Incident Report where applicable
Highlight Centre maintenance - Major issues
Ensure Stock/Grocery Availability Weekly
Prepare Interesting case studies
Admission - welcome stories
Discharge - Bye Bye Chemo.
Fortnightly Conduct Parents Meet - With focus on feedback on Shelter facilities, CC, Vehicle,
Driver, Grocery, Treatment, Doctor, Counselor, Teacher Monthly
Send social impact report - to Dimple
Prepare Meal mate - report
Prepare Unit sponsorship - Mail to the donor Quarterly
Conduct Inventory audit
Carry out Team appraisal as per JD
Prepare Consolidated Centre Report Half Yearly
Conduct Surprise alcohol/ drugs testing of drivers/ HK (if applicable)
Yearly
Carry out Annual appraisal of staff
Prepare budget for ensuing year
Review of SOP/ forms/checklist on a half -yearly basis
[Q] Finance
Ensure timely payments are done to vendors
Management of Petty Cash
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