Administrative

Admin Department

Administration department is backbone of an organization. An effective administrator is an asset to an organization. He or she is the link between an organization's various departments and ensures the smooth flow of information from one part to the other. Thus, without an effective administration, an organization would not run professionally and smoothly. An effective administrator should have the ability:

• To understand general concepts of Administration
• To enhance the office staff’s ability to manage and organize office effectively and professionally
• File in the proper way and filing standard
• Develop an appropriate office management strategy
• Develop an appropriate assets management strategy
• Able to develop administrative procedures
• Able to plan and control administrative budget

The duty of an administrator depends on the company that the administrator works for. The main job responsibility of an administrator is to ensure the efficient performance of all departments in an organization. They act as a connecting link between the senior management and the employees. They provide motivation to the work force and make them realize the goals of the organization.Office administration is one of the key elements associated with a high level of workplace productivity and efficiency. It is very difficult to run an organization without a good administration faculty. It is administrator, who makes the rules & regulations and applies these rules in an organization.Sometimes, it is thought that the role of an administrator is not important in the company and neglects their presence. But without presence of an administrator an organization can never work in a sound way. All the tasks & all the departments are relating to the administration. Administration of leases and renting agreements the administration of THQ Hospital, Kot Addu is more dynamic than ever. The focus of the hospital administration is to assure that the facility is running efficiently and in compliance within the realm of hospital policies and government regulations. This includes policy development, finance, human resources and clinical performance. Organizing the delivery of quality healthcare involves the cooperation and expertise of many professionals with wide variety of responsibilities and duties.

Aims and Objectives

Enlisted Below are the main points:

• Provide foolproof security
• Provide best janitorial services
• Prevention & & maintenance of equipment’s
• Facilitate patients through facilitator counter
• Preserve environment by adopting best services

Future Plans

Enlisted Below are the main points:

• Installation of CCTV cameras in entire hospital
• Provision of clean water in all areas
• Dual supply connection to save fuel consumption
• Improve aesthetic look of hospital

Procurement Department

The Procurement Department is the office responsible for the acquisition of supplies, services, and construction in support of the Authority’s business. The Procurement Department is the entity within both Authorities authorized to issue Invitations to Bid, requests for Proposal and requests for Quotation and issue contracts. The Procurement Department issues purchase orders, develops term contracts, and acquires supplies and services. The Procurement Department also disposes of all surplus property and equipment.The Procurement Department is very conscious of its responsibility and accountability in the expenditure of public funds. Therefore, the Procurement Department maintains a competitive bidding process in accordance with Federal and State laws, regulations, and applicable Municipal codes and ordinances. It is the Procurement Department's policy to encourage the participation of qualified vendors in the bidding process, emphasizing opportunities for small businesses and disadvantaged and women owned businesses. The Procurement Department is a new department created in the new management structure free which with the  demands of the organization by planning annually and executing then quality by doing evaluation of demands of different department. The Procurement Department procuring them via the process of tendering if the demands are of regular basis or caters them on quotations, if the demands are not regular or one time demand. The Procurement Department is responsible for all process of tendering, prequalification, auctions, managing contracts with other departments. A procurement / Tendering committee supervises the procurement process and ensures its transparency in the greater interest of the organization. The Procurement Department is very conscious about its responsibilities and unaccountability in the expenditures of public funds. The Procurement Department about by all the federal and state laws, which defines the process of all procurement. The Punjab Procurement Regularly Authority (PRA) rules all the guidelines defined by Government, which regenerates the process of procurement

Audit Department

An audit is a systematic and independent examination of books, accounts, statutory records, documents and vouchers of an organization to ascertain how far the financial statements as well as non-financial disclosures present a true and fair view of the concern. It also attempts to ensure that the books of accounts are properly maintained by the concern as required by law. Auditing has become such a ubiquitous phenomenon in the corporate and the public sector that academics started identifying an "Audit Society The auditor perceives and recognizes the propositions before them for examination, obtains evidence, evaluates the same and formulates an opinion on the basis of his judgement which is communicated through their audit report. Any subject matter may be audited. Auditing is a safeguard measure since ancient times. Audits provide third party assurance to various stakeholders that the subject matter is free from material misstatement. The term is most frequently applied to audits of the financial information relating to a legal person. Other areas which are commonly audited include: secretarial & compliance audit, internal controls, quality management, project management, water management, and energy conservation. As a result of an audit, stakeholders may effectively evaluate and improve the effectiveness of risk management, control, and the governance process over the subject matter. The word audit is derived from a Latin word "auride" which means to hear. During the medieval times when manual book-keeping was prevalent, auditors in Britain used to hear the accounts read out for them and checked that the organization’s personnel were not negligent or fraudulent Moyer identified that the most important duty of the auditor was to detect fraud. Chatfield documented that early United States auditing was viewed mainly as verification of bookkeeping detail. Audit Department designed by the management with the object to add value in all spheres of services in the hospital and to improve the operation with the objective to bring a systematic and disciplined improvement in the processes. Au committed for compliance with laws and regulation with integrity and responsibility.

Aims and Objectives

• Physical safeguards are in place for the protection of personnel and assets

Future Plan

• Improve the operation with the objective to bring a systematic and disciplined improvement in the processes

Finance and Budgeting Department

The activities expected from a finance department cover a wide range from basic bookkeeping  to providing information to assisting managers in making strategic decisions.  What to expect from your finance department will depend largely on factors such as how much involvement the owner/manager has in the organization. At the base level, your bookkeeper will be responsible for all the day-to-day transactional accounting for the business.  This will include the tracking of all transactions and the management of any government reporting. In very small owner-managed businesses, this role is often filled by a family member with accounting experience. An outside accounting firm is usually used for annual financial statements and returns. In larger organizations this role will extend right through to preparing the financial statements with an external auditor engaged for assurance purposes. The finance department is also responsible for management of the organization’s cashflow and ensuring there are enough funds available to meet the day-to-day payments.  This area also encompasses the credit and collections policies for the company’s customers, to ensure the organization is paid on time, and that there is a payment policy for the company’s suppliers.  In most organizations there will be some form of forecast prepared on a regular basis to systematically calculate the ongoing cash needs. Where there are cash needs beyond the day to day working capital, the finance department is responsible for advising and sourcing longer term financing.  Financing may be obtained through bank or private lender debt or, in applicable firms, share issues to private investors.  If the organization is ready to target angel investors or venture capitalists the finance department will be key in preparing the documents required for these presentations and may work with outside consultants on a company valuation.  In larger firms considering public share offerings the finance department will assist with the preparation of the offering documents but will likely also use outside consultants to advise on this complicated process. With the must-do’s taken care of, the finance department can now start to contribute to the management and improvement of the operations by measuring and reporting regularly on key numbers crucial to the success of the organization. Finally, the finance department should be called upon to provide information to assist managers in making key strategic decisions, such as which markets or projects to pursue or the payback periods for large capital purchases.  The finance department can often contribute an objective perspective based on special financial assessment techniques. Finance and Budgeting Department of THQ Hospital is providing its best services for the welfare of general public and budgeting process of salary and non-salary related matters. It utilizes its funds for the welfare of public. This Department handle the process of salary related matters of doctors, nurses and all the contingent staff of this hospital

Aims and Objectives

Enlisted Below are the main points:

• Handling of all financial matters of hospital
• Petty cash handling
• Preparation of budget
• Budget review
• Maintenance of accounts and record
• Any other function assigned by AMR HR & Finance/MS/P&SHD
• Smooth conduct and completion of all types of audit in hospital
• Pre-audit of all Payments
• Liaison with external audit teams
• Preparation of replies of audit paras, working paper for Department Accounts committee, Special Departmental accounts committee & Public Accounts committee meetings
• Development of SOPs for finance, budget, procurement as per Government rules & regulations
• Any other function assigned by AMS HR& Finance /MS/P&SHD

Future Plan

• To make the process of finance and budgeting more efficient