Job Description

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Job Responsibilities:
The Society Secretariat ("Secretariat") is established to provide dedicated governance, compliance, and administrative support to the charitable society hospitals ("Society Hospitals"), ensuring their independent functioning and adherence to statutory, regulatory, and society-related obligations. The Secretariat shall operate at arm's length from other group entities and will act as the custodian of compliance, governance, and record-keeping functions for the Society Hospitals.
Secretariat will be located independent of Hospitals and will not have any formal reporting to any Service Provider personnel
Objectives

• To ensure exclusive and efficient management of statutory, legal, and governance compliances of the Society and its hospitals.
• To maintain the autonomy of Society Hospitals by segregating their governance and compliance management from other group entities.
• To act as the single point of coordination for regulatory authorities, auditors (other than financial), and society members in matters relating to the Society Hospitals
• To support the governing bodies of Society Hospitals in decision-making by providing compliance oversight and secretarial support, without interference in day-to-day hospital operations
• To act as channelizing agency for discussions with the Service Providers

Scope of Responsibilities
The Secretariat shall be responsible for:
Governance & Compliance * Maintaining statutory registers, minutes, resolutions, and records of the Society and its hospitals.

• Ensuring timely filings with Registrar of Societies, Income Tax authorities, FCRA authorities (where applicable), and other statutory bodies.
• Coordinating audits (statutory, internal, tax, and compliance) and ensuring closure of observations.
• Ensuring compliance with applicable laws including Societies Registration Act, Income Tax Act, FCRA, Labour Laws, Clinical Establishment/Health Acts, and other local/state regulations.
• Managing membership records of the Society, including induction, resignations, and renewals.
• Correspondence with the service providers from time to time
• Ensure best practices are replicated and clear demarcation between Society employees and service provider personnel is maintained and all Society work is executed through Society employees or people whose jobs are seconded to Society

Governance Support * Preparing agenda, notices, minutes, and resolutions for Society meetings (General Body, Governing Body, Sub-committees).

• Coordinating elections of office bearers and members in accordance with the bye-laws
• Acting as custodian of governance documents (charters, constitutions, rules & regulations)
• Ensure compliance with bye laws and
• Ensure EWS and community initiatives are planned, documented, tracked and monthly reports are circulated to Governing Boards

Compliance Oversight (Hospital Level) * Monitoring hospital-level statutory registrations (clinical establishment license, fire, biomedical waste, pollution, labour, etc.).

• Ensuring each hospital maintains compliance registers, statutory postings, and filing obligations.
• Facilitating inspections, audits, and regulatory visits.
• Reporting non-compliance or risks to the Governing Body of the Society
• Hiring of third party lawyers

Arm's Length Independence * Ensuring that operational, financial, and management decisions of the Society Hospitals remain within the hospital management and governing body of the Society.

• Avoiding conflict of interest with other group entities by maintaining independent records, documentation, and decision-making processes.
• Ensuring that Society resources are used solely for charitable and hospital-related purposes.

Exclusions
The Secretariat shall not:

• Interfere in the day-to-day operational or clinical decisions of the hospitals.
• Engage in revenue generation, pricing, patient care, or staff management.
• Act as a substitute for hospital management teams

Reporting & Accountability

• The Secretariat shall have a core team and each member of Core Team will be drawn from or paid by each of the Society which are managed by Secretariat
• A quarterly compliance and governance report shall be presented to the Governing Body of each hospital by Secretariat
• Any material non-compliance shall be escalated immediately to relevant head

Skills Required