Program Coordinator - Certified Ophthalmic Program

JD OF COP – COORDINATOR
Administrative Reporting: Administrator of Centre
Functional Reporting: Sr. Manager COP

1. Manpower planning and sourcing of the Candidates:

a) To work in close coordination with the central and local teams in Manpower planning taking in view the long term needs of the centre (hospital and VC’s)
b) Creating awareness about the programme in the community through schools, computer institutes, stakeholders, SHG’s, IEC material as per the criteria of induction in COP programme
2. Recruitment and Selection of the candidate:
a) Creating databank of the resumes and short listing of the candidates based on the pre-defined criteria of induction of candidates under COP programme
b) Sending the list of the shortlisted candidates to the stakeholders (Manager – COP and HR etc) with the probable date of interviews
c) Inviting candidates for interviews and confirm the list of the confirmed candidates to the stakeholders (Manager – COP and HR etc)
d) Ensuring candidates accompany with their parents/guardian and bring originals (10th and 12th Standard)
e) Actively involved in the interview process
f) Ensuring that selected candidates joins the programme on the stipulated date with the required documents and bank account in AXIS bank for stipend purposes
g) To analyze the common attrition factors and give assessment report with recommendations to improve the retention of the students during course and post COP course
3. Trainings of COP’s after deputation to the centre:
a) To identify the trainers and ensure that they have orientation of the programme prior to the beginning of the training at the centre
b) To execute induction training as per the curriculum / structure provided by COP Delhi
c) Organize or conduct the training sessions for Trainers English, Computer Skills, Personality Development Values, Etiquettes, and share the schedule.
d) To ensure that on line /offline theory and practical classes are conducted accordingly
e) To keep track on the progress of the COP’s as per the schedule and update competencies matrix of the candidate
f) To share the progress of the training to the stakeholders
g) To keep track of the leaves status, planned / Unplanned absenteeism of the COP’s and share with the central COP on monthly basis
h) To be involve in timely feedback to the COP’s
i) To handle day to day grievances / counseling of the COP’s and update the stakeholders
j) To take ownership in periodic assessment of the COP’s as per the programme
k) To take care of the accommodation issues if accommodation is provided by SCEH
l) To handhold the pass out and involved with the respective In charges in career growth of the COP
m) To have parent’s meetings every quarter in the hospital

4. Monitoring
a) Developing and execution of monitoring formats.
b) Documentation and report writing on monthly basis.
c) Monitor programmatic and financial compliance in relation to project activities as per pre-approved work plans.
d) Maintaining case studies and best practices
e) Working for accreditation its compliances.
f) Organize assessment of COP’s on a regular basis.
g) Handling behavioral and competency issues of COP’s on day to day basis.
h) To implement the new initiatives /strategies as made by the central team / management
i) To give inputs on improving the programme
5. Quality Management and Patient Satisfaction.
a) To map the ongoing processes against the best practices as per the SCEH central guidelines/SOP’s and prepares plan to bridge the gap.
b) To regularly sensitize the team about of importance of quality and to impart necessary training to implement quality management systems.
c) To constantly oversee/Monitor, conduct audit and make sure about adhere to the defined process and protocols happens at every single point of contact ensuring quality and to take appropriate corrective actions to manage deviations in clinical and non-clinical areas.
d) To create and maintain an environment conducive to encourage stakeholders in incident reporting.
e) To have constant review mechanism wherein suggestions/ Feedbacks if any from stakeholders or self-observation are well thought- out for system and process improvements and accordingly redesign the process if required.
f) To bring in a quality culture and strive for continuous quality improvement by involving all functions and cadre.
g) To have regular interaction with in and out patients, to work on feedbacks provided and plan systemic corrections/ Interventions as desired to improve patient experience.
h) To continuously aim at improving patient experience through constant quality improvement.
5. logistics and Supplies arrangements
a) To ensure that necessary logistics and supplies are available prior to training
b) The supplies and training equipment’s in class room are in order
c) To ensure internet facility is available all the time for un interrupted on line classes
d) To ensure minimum down time of class room equipment’s through coordinating with the concerned departments
6. Oversee COP Fellowship Programme
a) To ensure that planned theory and practical sessions are done
b) To ensure quality of training
c) To evaluate the fellows theoretically and technically
7. Review of COP Programme
a) To have review with Ms. Sunita Arora madam on weekly basis on set template
b) To have review with Dr. Parul Datta Madam on monthly basis based on set template
Any other Task assigned by the supervisor