3 Jobs at Kisumu Specialists Hospital
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Nairobi, Kenya
Job summary
Vacancies at Kisumu Specialists Hospital
About this role
Contents
Open Jobs
Operations Manager
Pharmacy In Charge
Hospital Receptionist
OPERATIONS MANAGER
Employment Type: Full Time
Qualification: BA/BSc/HND, MBA/MSc/MA
Experience: 3–10 Years
Location: Kisumu
Job Field: Medical / Healthcare
Position Overview
The Hospital Operations Manager will provide leadership over the hospital's administrative and operational functions, ensuring that day-to-day activities are coordinated effectively and that departments, support services and external providers operate in line with hospital standards. The position will also support regulatory compliance, cost management, staffing, procurement, facilities and project implementation.
Reporting Line
The Operations Manager reports directly to the Chief Executive Officer (CEO) of Kisumu Specialists Hospital. Where applicable, the position will also provide accountability to the chairs of Board committees on matters falling within the scope of those committees through committee membership.
Key Responsibilities
Direct and coordinate routine administrative activities to ensure the hospital operates efficiently on a daily basis.
Monitor operational expenditure and identify practical opportunities to improve cost efficiency without compromising service quality.
Follow up on utility bills and other operational payments to ensure obligations are settled within the required timelines.
Ensure hospital activities comply with applicable healthcare legislation, statutory requirements and regulatory standards.
Review staffing levels across key departments and ensure appropriate deployment and management of resources.
Strengthen procurement and supply-chain processes to support uninterrupted hospital operations.
Review claims relating to locum services, overtime and out-of-station assignments and ensure appropriate accounting and documentation.
Coordinate contracted service providers and ensure reports, updates and deliverables are received and followed up.
Lead the operational coordination of construction, renovation, installation and other hospital improvement projects.
Develop, review and implement policies and procedures governing hospital operations.
Maintain annual operating budgets and submit forward plans and proposals in accordance with approved planning processes.
Review and approve staff leave, off-duty requests, sick leave and other authorised absences within delegated authority.
Monitor staff attendance and compliance with assigned working hours.
Respond to operational queries raised by employees, partners, stakeholders and other relevant parties.
Address and resolve service-related concerns involving patients, partners and merchants, escalating matters when necessary.
Monitor changes in healthcare regulations and coordinate actions required to maintain compliance.
Supervise, coach and organise work schedules for non-clinical and administrative personnel.
Where delegated and in the absence of substantive line managers, provide supervision and scheduling support for designated paraclinical staff.
Records and Document Custody
The Operations Manager will maintain custody and oversight of records relating to:
Statutory and regulatory requirements applicable to the hospital.
Facility licences and related approvals.
Company-owned or managed premises and properties located away from the main hospital site.
Agreements and contracts with service providers.
Minutes of committees for which the Operations Manager serves as secretary.
Minutes and records arising from Heads of Department meetings.
Authorisation and Signatory Responsibilities
Serve as system administrator for the Hospital Records System.
Approve bill waivers up to KES 100,000 and submit approved waivers to the Executive Committee for verification and endorsement.
Approve credit notes up to KES 100,000 and submit them to the CEO for endorsement.
Authorise expenditure for departments under direct supervision, within approved limits.
Review and approve procurement requests, including LPOs and LSOs, in accordance with hospital policies.
Review client and service billing categories to ensure they are appropriately applied.
Committee Responsibilities
The Operations Manager will serve as secretary to:
Human Resource and Advisory Committee.
Hospital Executive Committee / Senior Leadership Team.
The position will also participate in:
Heads of Department Team.
Marketing Committee.
Board Quality Assurance Committee.
Board Tender and Procurement Committee.
Key Working Relationships
Chief Executive Officer: Immediate supervisor.
Nursing Director: Deputises for the CEO and oversees nursing services.
Medical Director: Where the position is vacant, relevant responsibilities are jointly managed by the CEO and Nursing Director.
Hospital Accountant: Responsible for accounting functions, including credit control, debt collection, banking documentation and movement of funds.
Departments Reporting to the Operations Manager
Human Resources
Procurement
Health Records
Catering
Laundry and Housekeeping
Reception and Front Office
Information Technology
Biomedical and Maintenance Services
Outsourced Functions Under the Operations Manager
Waste management and disposal
Housekeeping and cleaning
Security
Marketing and brand visibility, including website and social media services
External providers responsible for servicing and maintaining hospital equipment
Project management teams
Project implementation teams
Appointment Requirements
Bachelor's or Master's degree in Healthcare Administration, Public Health, Nursing, Business Administration, Project Management or a closely related discipline.
Three to ten or more years of progressive management experience within a healthcare environment.
Previous experience in a private Level 4 hospital will be an advantage.
Strong analytical and decision-making skills.
Experience using hospital management systems.
Ability to communicate effectively and coordinate activities across multiple departments.
Competence in data analysis, report preparation and timely submission of accurate operational reports.
PHARMACY IN CHARGE
Employment Type: Full Time
Qualification: BA/BSc/HND, Diploma
Experience: 3–10 Years
Location: Kitui
Job Field: Pharmaceutical
Position Overview
The Pharmacy In Charge will lead the pharmacy function, ensuring that pharmaceutical operations are safe, compliant, efficient and patient-focused. The role covers personnel management, stock and inventory control, dispensing oversight, regulatory compliance, procurement coordination, financial monitoring and continuous improvement of pharmacy services.
Reporting Line
The Pharmacy In Charge reports to the Medical Director of Kisumu Specialists Hospital or to the office responsible for the Medical Director's functions at the time of appointment. The position may also report to relevant committee chairs on matters falling within the remit of committees to which the officer belongs or where representation has been requested.
Key Responsibilities
Lead and supervise pharmacists, pharmaceutical technologists, technicians, interns, attached personnel, clerks and other pharmacy support staff.
Ensure pharmacy operations comply with all applicable professional, regulatory and statutory requirements.
Oversee the procurement, receipt, storage, dispensing and disposal of pharmaceutical and non-pharmaceutical commodities handled by the department.
Maintain accurate and safe dispensing processes, ensuring prescriptions and commodity issues are handled efficiently and with appropriate attention to patient safety.
Manage inventory levels, storage conditions, reorder points and stock availability in accordance with hospital requirements.
Implement controls that minimise losses arising from expired, damaged, misplaced, stolen or otherwise unusable commodities.
Ensure pharmacy personnel consistently follow procedures for monitoring expiry dates and removing affected stock appropriately.
Review and strengthen risk-management measures applicable to pharmacy operations.
Develop and maintain procedures and operational guidelines for the department.
Provide medication-related guidance to patients and advise doctors, nurses and other healthcare professionals regarding the availability, safety and appropriate use of commodities.
Respond professionally to complaints and service concerns raised by patients, healthcare providers and other clinical personnel.
Prepare and manage duty schedules, including shifts, leave arrangements and locum coverage.
Conduct scheduled and unannounced departmental audits to assess adherence to standards, policies and procedures.
Participate in or coordinate client satisfaction assessments relating to pharmacy services.
Maintain complete records covering procurement, stock movements, sales, dispensing and disposal activities.
Work with other clinical teams to support coordinated and appropriate patient-care plans.
Promote professional development among pharmacy personnel through mentoring, coaching and exposure to current practices.
Monitor departmental performance and financial indicators and provide regular reports to hospital management.
Analyse pharmacy data, identify trends and prepare projections that can support operational and management decisions.
Participate in community education, outreach and health-promotion activities.
Provide guidance on the safe handling and disposal of hazardous pharmaceutical materials.
Keep abreast of developments in pharmacy practice, healthcare standards and relevant professional requirements.
Records and Document Custody
The Pharmacy In Charge will maintain responsibility for departmental records relating to:
Stock and inventory management.
LPOs, LSOs, delivery notes and other inventory documentation.
Adverse-event and adverse-reaction reports relating to commodities and consumables.
Departmental policies, procedures and operational guidelines.
Signatory Responsibilities
Confirm and sign delivery documentation for commodities received by the pharmacy.
Complete and endorse adverse-event and drug-reaction reports as required.
Approve or sign departmental policies and procedural guidelines within the authority assigned to the role.
Committee Participation
The Pharmacy In Charge will participate in:
Hospital Heads of Department Team.
Drug Disposal Committee, when established.
Clinical Care Committee when invited.
Ad hoc committees dealing with pharmacy practice, procedures or departmental guidelines.
Key Working Relationships
Medical Director: Immediate supervisor.
Procurement Manager: Coordinates procurement matters and documentation for pharmacy commodities.
Hospital Accountant: Oversees accounting services, including credit control, debt recovery, banking documentation and movement of funds.
Operations Manager: Participates in procurement approvals and verification of documentation and supports oversight of appropriate stock levels.
Nurse in Charge – Outpatient Department: Works closely with the pharmacy on patient service delivery.
Cashier in Charge: Coordinates on service delivery matters involving corporate clients, limits and pre-authorisations.
Appointment Requirements
Diploma in Pharmaceutical Technology is required.
Bachelor's degree in Pharmacy is an added advantage.
Certification in commodity management and inventory management is desirable.
Three to ten or more years of progressive management experience in a healthcare setting.
Experience in a private Level 4 hospital using an automated Hospital Management System or ERP is mandatory.
Strong analytical and inventory-management capabilities.
Good understanding of pharmaceutical commodity management.
Effective communication skills for working with patients, clinicians, suppliers and other departments.
Ability to analyse data, prepare accurate reports and provide information within required timelines.
HOSPITAL RECEPTIONIST
Employment Type: Full Time
Qualification: BA/BSc/HND, Diploma
Location: Kisumu
Job Field: Administration / Facilities
Position Overview
The Hospital Receptionist will serve as a key point of contact for patients, visitors, healthcare professionals and other stakeholders entering or contacting the hospital. The position is responsible for maintaining an efficient front-office service, supporting patient registration and appointment processes, handling enquiries and ensuring information is managed accurately and confidentially.
Key Responsibilities
Welcome patients, visitors and members of staff courteously and professionally.
Register new and returning patients and verify relevant personal, insurance and medical information.
Arrange new appointments and manage appointment changes, cancellations and confirmations.
Receive incoming calls, provide appropriate information and direct callers to the relevant department or staff member.
Maintain accurate patient information and protect confidential medical and personal records.
Support admission, discharge and referral processes as required.
Receive patient payments where applicable, issue receipts and maintain relevant billing documentation.
Coordinate with doctors, nurses and other hospital departments to support smooth patient movement and service delivery.
Keep the reception and front-office area clean, organised and welcoming.
Listen to patient concerns, provide appropriate assistance and escalate matters that require intervention by supervisors or clinical teams.
Follow hospital policies, safety procedures, privacy requirements and applicable operational standards.
Provide general front-office and administrative support as assigned.
Qualifications and Experience
High school certificate or equivalent qualification.
Certificate or Diploma in Office Administration, Healthcare Administration or a related field is an added advantage.
Previous receptionist or front-office experience, preferably within a hospital, clinic or other healthcare environment.
Experience using Microsoft Office applications and hospital management systems or electronic medical record (EMR) platforms.
Strong verbal and written communication skills.
Excellent organisation, coordination and multitasking abilities.
Professional and customer-focused approach when dealing with patients and visitors.
Strong attention to accuracy and detail.
Ability to handle sensitive information with discretion and confidentiality.
Good judgement and the ability to remain calm and professional when dealing with demanding situations.
Ability to work effectively both independently and as part of a multidisciplinary team.
Working Environment
The position may involve rotating shifts, including evenings, weekends and public holidays.
The role operates within a busy hospital environment with frequent interaction with patients, visitors, clinicians and administrative personnel.
The position may require extended periods of sitting, standing and working at a computer.
Reporting To
The Hospital Receptionist may report to the Front Office Supervisor, Hospital Administrator or Reception Manager, depending on the hospital's organisational structure.
Application
Applications should be emailed to:
boardchair@kishospital.co.ke & copied to ceo@kishospital.co.ke