Human Resources and Administrative Coordinator

POSITION OVERVIEW:

The Human Resources and Administrative Coordinator is responsible for overseeing the operational HR and administrative functions of the hospital. This role ensures smooth day-to-day management of HR activities, including recruitment support, onboarding, employee records, and compliance with hospital policies and procedures.

On the administrative side, the coordinator supervises proper filing and documentation, manages the Front Office team serving both patients and guests, ensures compliance in registration and credentialing processes, and oversees the allocation of office space and equipment. The role also coordinates meetings, HR initiatives, and other administrative activities to support efficient hospital operations and positive experience for staff, patients, and visitors.

ESSENTIAL DUTIES:

1. Oversee day-to-day HR operations, ensuring all required documentation is complete and accurate, including recruitment records, onboarding forms, employee files, and compliance-related paperwork in line with hospital policies and procedures.
2. Coordinate recruitment, interviews and onboarding of new employees
3. Assist in payroll preparation, leave management and attendance tracking
4. Support employee performance management and appraisals
5. Coordinate co-workers training and development
6. Supervise proper filing, documentation, and record-keeping for the hospital, including conducting an annual review of all employee and administrative files to ensure accuracy and compliance.
7. Manage the Front Office team, ensuring professional service to patients and guests, and coordinate closely with clinical and nursing teams to support smooth front office operations.
8. Ensure timely registration and renewal of the hospital licences and all staff professional licences, maintaining accurate and up-to-date records to ensure compliance with internal policies and regulatory requirements.
9. Verify and maintain up-to-date credentials for all practitioners, ensuring accuracy and adherence to hospital and professional standards.
10. Coordinate meetings, travel, appointments, HR initiatives/event and other administrative activities to support hospital operations.
11. Collect and submit all required documents for medical insurance and pension administration, ensuring accuracy, completeness, and timely processing in line with hospital policies.
12. Oversee the allocation and management of office space, equipment and other resources.
13. Foster a positive work environment by supporting staff engagement, communication, and adherence to hospital standards.
14. Provide support to the Front Office team during peak periods or when workload is high.
15. Perform daily hospital walk-arounds to evaluate departmental operations, identify needs or challenges, and ensure a safe, organized, and efficient work environment for staff and patients.
16. Manage the scheduling and booking of meeting rooms, ensuring availability, proper setup, and coordination with all relevant staff and departments.
17. Receive and log hospital complaints and coordinate with the relevant departments to ensure timely resolution and follow-up.
18. Ensure all HR and digital records, including spreadsheets and databases, are accurate, complete and kept up to date.
19. Maintain confidentiality of employee and organizational information
20. Prepare periodic HR and Administrative reports

OTHER DUTIES

• Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the co-worker for this position. Duties, responsibilities and activities may change at any time with or without notice. Co-worker must perform other tasks, duties, and projects as assigned.
• Attend and participate in office devotionals, seminars, in-service education classes, on-the-job training programs, etc.
• May be required to participate in mobile clinics or community outreach.

EDUCATION, SKILLS AND EXPERIENCE REQUIREMENTS:

1. Degree in Human Resource Management or related field with at least six (6) years work experience.
2. Previous supervisory experience preferred.
3. Experience working in a healthcare/NGO setting is highly desirable.
4. Proficiency in Microsoft Office and HR Information Management Systems particularly JazzHR and Odoo HR

COMPETENCIES:

1. Organizational and Record-Keeping Skills – Ability to maintain accurate HR and administrative records, manage documentation, and conduct systematic file reviews.
2. Attention to Detail and Compliance – Ensures accuracy in employee records, practitioner credentials, hospital and staff registrations, and adherence to internal and regulatory requirements.
3. Team Leadership and Coordination – Capability to manage the Front Office team, coordinate with clinical/nursing teams, and provide support during peak workloads.
4. Communication and Interpersonal Skills – Effectively engages with staff, patients, and guests, handles complaints, and fosters a positive work environment.
5. Administrative and Operational Management – Oversees scheduling, meeting coordination, allocation of office space and equipment, and hospital walk-arounds to support operational efficiency.
6. HR and Benefits Administration Knowledge – Understands HR processes, including recruitment, onboarding, insurance, pension documentation, and the implementation of HR initiatives and policies
7. High levels of integrity, professionalism and confidentialitty

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those a co-worker encounters while performing the essential functions of this position. The noise level in the work environment is usually low.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by a co-worker to perform the essential duties of this position successfully.

1. While performing the duties of this position, the co-worker is required to frequently; sit, use fine finger dexterity, talk, and hear and occasionally; stand, walk, reach with hands and arms.
2. The co-worker must perform all duties in conformance to appropriate safety and security standards.

REASONABLE ACCOMMODATIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties

CURE VALUES:

All co-workers of CURE are expected to support and embody the following CURE Values:

• Christ-Like Compassion – We respond to meet the needs of children and families with kindness, mercy, and healing. “Truly I tell you, whatever you did for one of the least of these brothers and sisters of mine, you did for me.” – Matthew 25:40
• Joy in Service – We love serving children and helping them live life to its fullest. “Worship the LORD with gladness; come before him with joyful songs.” – Psalm 100:2
• Faithfulness in Prayer – We depend on God alone who is the source of changed lives and transformed communities. “Rejoice always, pray continually, give thanks in all circumstances; for this is God’s will for you in Christ Jesus.” – 1 Thessalonians 5:16-18
• Integrity Always – We do the right thing and keep our promises. “For we are taking pains to do what is right, not only in the eyes of the Lord but also in the eyes of man.” – 2 Corinthians 8:21
• Intentional Relationships – We humbly collaborate with our patients, partners, and colleagues for multiplied impact. “And let us consider how we may spur one another on toward love and good deeds” – Hebrews 10:24
• Commitment to Excellence – We strive to deliver the highest standard of care and professionalism in our work. “Whatever you do, work at it with all your heart, as working for the Lord, not for human masters” – Colossians 3:23

Beit CURE Children’s Hospital Malawi is an equal opportunity employer that promotes disability inclusion. Qualified individuals with disabilities are strongly encouraged to apply.

Note:Application for this position will be reviewed on rolling basis as such we will close this advert when we are in receipt of sufficient applicants. 

Beit-CURE Children’s Hospital Malawi is a Christian mission hospital based in Blantyre that provides free orthopedic as well as plastic and reconstructive surgeries for children with correctable physical disabilities in Malawi. The integral mission for BCHM is “Healing the sick and proclaiming the Kingdom of God“