Centre Manager for NGO (Bhavnagar)

Centre Manager (Out Station)
- JD

Reporting to: Operation Manager Location: As per the AL Centre

Major Responsibilities:

[A] Admission & Discharges

- Conduct & fill Admission forms/interviews, for New Admissions & Follow ups.

- Enter/Facilitate entry of data in Excel/Application

- Conduct & fill Discharge forms/interviews for New & Follow ups.

- Ensure Follow‑up to assess status of child/family Follow Questionnaire is done.

[B] Ready reckoners for emergency services

- Ensure Directory of local doctors, carpenters, plumbers, electricians, other service providers is prepared.

- Ensure Directory of authorities (fire, police, ambulance, etc.) is prepared.

- Strengthening relationships with them for further engagement.

[C] Engaging with Doctors/MSWs

- Ensure Contact details of referral hospitals, Drs, MSWs, NGOs, local clubs is prepared & build relationship with them.

- Identify nearby Paed Onco treating hospitals.

- Strengthen relationships with them for further engagement.

[D] Beneficiary Management

- Conduct Parents Meetings & prepare minutes (fortnightly) 15th & 30th of every month.

- Take feedback & handle complaints redressal
- CC.

- Handle discipline issues & complaints
- Cases escalated by CC.

- Showcase Talents of kids
- (With assistance from Teacher/CC/Counsellor).

- Ensure CC take Health status (Monthly) and update Programme Manager (PM
- Till the time ERP is applicable).

[E] Engaging with Donors/Supporters

- Update AL Requirements
- (Refer Google Sheet).

- Interact & Assess Donation opportunities; mobilize donations whenever possible.

- Send Introduction, thank you letters promptly and maintain relationship with them.

- Maintain database
- In coordination with donor manager.

- Optimize support for unit sponsorship, meal mate, toys, clothes, other required items at centers.

- Strengthen & Developing Employee engagement programs with corporates/Brands.

[F] Supervision/ Monitoring of CC/HK/Drivers

- Ensure Premises Cleanliness, basic upkeep & maintenance
- (CM should countersign CC checklist).

- Ensure Services and Care Process of families
- (Everything apart from cleaning & maintenance).

- Ensure that all minor repairs & maintenance work are addressed.

- Handle Beneficiary Feedback
- on HK/Drivers.

- Handle Complaints Redressal
- of HK/Drivers Log sheet of vehicles and proper utilization of vehicles (For outstation).

- Get quotes for Pest Control/AMC of equipment’s, TV, fridge, AC, etc. (Ensure they are done as per scheduled).

- Organize Capacity/Skills Building of CC.

[G] Stationary/ Items purchase

- Ensure Inventory of all items in center.

- Update Requirements list.

- Tap which all can be acquired through donation.

- Purchase of remaining items that cannot be mobilized, after seeking approval.

[H] Approving Leaves for Driver/CC/ HK

- Approve for Drivers
- (For outstation).

[I] Plan, Distribute Hygiene Kits in local hospitals

- Ensure inventory of stock.

- Place Order for fresh stock.

- Ensure update of Data on excel sheet by CC.

- Ensure upload of Photo on WhatsApp group by CC.

[J] Meal mate

- Block date.

- Payment confirmation with Accounts department.

- Arrange meal.

- Share pictures.

- Optimize meal mate.

[K] Any issues with landlord/Government bodies/Local bodies

- Visit them as needed.

- Timely submission of documents in coordination with development team.

[L] Case Studies

- Prepare Write up/with Pictures for Donors (from child analysis or interaction with families).

- Upload on software.

[N] 8080 Number

- Update Calls/ Sheet (Automated- IVR – Caller Option).

- Make the right pitch for donation for all AL centers.

[O] Events/Special Days

- Plan with CC.

- Ensure pictures & details captured for social media/CSR reports.

[P] REPORTS

- Daily Check Housekeeping checklist
- Through 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 Through 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 Engaging 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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