Centre Manager for NGO

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