Clinic Administrative Officer
Position Circumstances
- Career Category: Business Administration, Economics
- Schedule:Full-time
- Salary: Negotiable
The Clinic Administrative Officer is responsible for the coordinating Marie Stopes International Cambodia’s (MSIC) clinic set up, ensuring all required equipment, supplies, materials, and operational resources are procured in place for new MSIC clinic to offer service to clients. The role reports to the Operations Director and works collaboratively with the team across the organization to support clinic administrative needed across the centre channel, especially new clinic set up in compliance with MSI’s global standards.
Location: Phnom Penh, Cambodia – with travel to the provinces required
Reporting to: Operations Director
Probationary Period: 3 months
Contract Duration 12 months
Duties & Responsibilities:
- Clinic/site Set up visit
- Coordinate with Construction Inspector to make sure construction suppliers comply with approved specifications, floorplans, contracts, and regulatory requirements.
- Support and assist MSIC in field inspections and environmental monitoring activities
- Work with Construction Inspector to verify that suppliers provide the right product specification, quality, grade, and quality of materials as requested and approved
- Conduct on-site inspections to see the progress of the refurbishment throughout the construction project lifecycle
- Monitor and follow up on corrective actions to ensure timely resolution of the construction site issues.
- Other assignment under Director of Operations will be assigned.
- Operations support
- Develop clinic set up workplan
- Form a committee to review progress against workplan
- Work with cross department in developing clinic layout follow MSI guideline
- Coordinate with clinical departments to ensure clinical equipment are meet to standard requirement.
- Work with all relevant departments to make sure required equipment, materials and supply to set up clinic are identified
- Develop procurement plan for new clinic set up in collaboration with relevant departments to make sure required equipment, materials and supply to set up clinic are procured and make them available at clinic
- Focal person to communicate with house owner, processing lease agreement.
- Work closely with procurement/finance to make sure insurance (building, fire, equipment) are procured, security is maintained
- Assist on processing document where require setting up related utility system (electric, water…etc )
- Effective cross-channel and inter-department engagement
- Work in collaboration across all departments (centres, marketing, finance, procurement etc) to achieve the deliverables.
- In communication with the Senior Management Team, manage diverse internal and external stakeholder relationships arise during clinic set up.
- Work collaboratively with MSIC team members, seeking input into the works.
- Work with clinical / marketing team to have clinic set up job aid, to ensure clinic equip each room follow standard/guideline required.
Expected Profile of Candidates
Qualifications:
- Bachelor's Degree in Business Administration, or economics, health, or related field
Work History:
- Practical experience in administration functions for 4 years as a minimum
Skills & Knowledge:
General & Technical Skills
- Experience of managing many tasks and meeting deadlines
- Experience of working with a variety of internal and external stakeholders/suppliers
- Excellent communication skills are required particularly around negotiation and influencing.
- A strong track record in achieving event/project completion successfully
- Demonstrated successful leading project/event
- Approachable with strong communication, negotiation and influencing
- A demonstrated ability to build and maintain strong working relationships with a range of internal and external stakeholders
- Strong time management and organisation skills with the ability to prioritise effectively
- The highest levels of integrity, strong ethical sense
- Ability to push the boundaries
Soft Skills
- Results and solution focused, goes above and beyond
- Self-motivated and a self-starter
- Team player
- The highest levels of integrity, confidentiality and a strong ethical sense
- Adaptable and flexible
- Results focused and team player
Midwife
Position Circumstances
- Career Category: Health/Medical
- Schedule:Full-time
- Salary: Negotiable
Reporting to: Operations Director
Probationary Period: 3 months
Contract Duration 12 months
The Midwife plays a key role in the success of a clinic. This position is responsible for providing quality sexual and reproductive health care services to our clients in line with Marie Stopes clinical protocols, ensuring positive customer experiences and assisting the Centre Manager with key clinic operational responsibilities. This role requires strong team work and also plays an important part in generating new clients, assisting in driving the success of the clinic results.
Duties & Responsibilities:
- Professional Client Experience and Service Delivery
- Ensure all clients receive a full end to end client experience following all
- Marie Stopes policies and operational guidelines for full client satisfaction.
- Provide high quality service provision to clients with full rank of SA/FP service in a friendly manner and in accordance with Marie Stopes clinical protocol guidelines.
- Actively communicate with clients for follow up services, in particular follow up on post abortion family planning (PAFP) services.
- Admit clients, informing and advising them of Marie Stopes Services appropriate to their needs through best client counselling practices and cross-service approach.
- Ensure clients are informed and fully counselled on possible treatment and family planning options.
- Provide correct diagnosis and treatment recommendations for clients, where required seek advice from the Acting Center Manager.
- Promote and implement “vocal local” to minimise client nervousness.
- Administer other drugs/treatments to clients who have a need based on the planned procedure.
- Assist in the recovery area and observation of clients post-procedure.
- Recognise any complications or side effects of medications or treatment.
- Follow Marie Stopes incident management policies for all clinical complications.
- Practice and promote ‘universal precautions’ at all times - ensure all waste is disposed of as per Marie Stopes guidelines.
- Promote and enable clients to provide confidential feedback to assist in improving our service.
- Ensure sterilization room and all equipment is arranged properly, ensure all instruments are sterilized as per protocols.
- Ensure QA job-aids, IEC and Pricing Boards are implemented and maintained
- Ensure the Autoclave machine is used properly and maintained following instructions and the schedule.
- Ensure all areas of the clinic are clean at all times (procedure rooms, reception room and office). This includes the floor, wall, ceiling and materials/equipment.
- Ensure all linen is clean (include ironing) and folded for timely supply to rooms as needed.
- Efficient Centre Administration
- Ensure all relevant client records are completed accurately and client consent forms are completed before any service provision commences.
- Ensure client files are handled and stored in a confidential manner.
- Responsible for ÉHR-Client Information Center in data entry and assist in ensuring reports and client records are up-to-date.
- Support flexible work hours based on the need and number of clients and ensure Roster System is being implemented effectively.
- Ensure supplies used including drugs and materials are being used in the right manner and properly recorded and dispend in ÉHR properly and regularly.
- Assist Acting Center Manager in maintaining accurate stock records including stock cards and stock takes.
- Where requested assist the Acting Centre Manager in month end reporting.
- Follow the Centre Operations Manual in regards to full centre administration.
- When needed, assist other team members with cleaning duties, sterilisation duties, cover for reception/ other team members.
- Participate in the annual centre cleaning program to ensure centre remains tidy at all times.
- Collective Responsibility for Centre Growth – services, financial and quality
- Proactively follow work plans to achieve daily, weekly, and monthly services delivery target
- Actively participate in weekly centre meeting to review and analysis results and develop key action to increase more income, more client, and productivity
- Assist Acting Centre Manager in follow up with internal and external quality assurance feedbacks and implement recommendations to increase quality score each year.
- Based on marketing plans approved by support office implement community demand promotions out of centre to increase services and awareness of centre.
- Where requested and supported by Marketing Manager, conduct interviews, attend key stakeholder meetings.
- Follow MSIC’s Centre Operations Manual at all times.
Expected Profile of Candidates
Languages:
- English - Basic is required
Work History:
- Previous experience as a Secondary Midwife or Medical Assistant for 2 years
- Safe Motherhood and Reproductive Health programs for 2 years as a minimum
Skills & Knowledge:
General & Technical Skills
- CAC training, ST,LT FP training and experience.
- Valid midwife council
- Trained in Comprehensive Abortion Care.
- Well-developed communication skills, fluent Khmer and basic English (written and spoken).
- Strongly IT literate.
- Basic English (written and spoken) is required.
- Ability take initiative and initiate new service and team development.
Soft Skills
- Friendly, helpful and caring manner and sensitivity to individual client needs, awareness of confidentiality.
- Ability to remain calm in a pressurised environment.
- Well-developed communication skills.
- Ability to work under pressure.
- Strong team work ability and desire to assist.
- Strong customer service ability.
- Supportive of Marie Stopes philosophies.
- Results oriented and innovative.
- Adaptable and flexible.
- Able to work in a pressured environment.
- Committed to reproductive health in development and an individual’s right to control their own fertility.
