To manage and supervise the Time Office and attendance-related activities of employees, ensuring accurate maintenance of attendance, shift schedules, leave, overtime, late coming, absenteeism and related HR records in accordance with hospital policies and statutory requirements.

Key Responsibilities

Attendance Management
Monitor daily attendance of employees through the attendance/time-office system.
Ensure accurate recording of in-time, out-time, shift attendance and punches.
Identify missing punches, irregular attendance and attendance discrepancies and coordinate with concerned departments for correction.
Shift & Roster Management
Coordinate with departments for preparation and implementation of shift rosters and duty schedules.
Verify roster details against actual attendance.
Monitor changes in shifts, weekly offs and duty schedules.
Late Coming & Early Leaving
Monitor cases of late coming, early leaving and unauthorized absence.
Maintain records and prepare reports for review by HR/Department Heads.
Coordinate for required approvals wherever applicable.
Leave & Absenteeism
Monitor employee leave and absenteeism records.
Coordinate with departments regarding continuous absence and unauthorized absence.
Prepare absenteeism reports and provide necessary data to HR for further action.
Overtime & Extra Duty
Verify overtime/extra-duty attendance and approvals.
Coordinate with departments for proper authorization of overtime.
Maintain accurate overtime records for payroll processing.
Payroll Coordination
Provide accurate attendance, leave, overtime, late-coming and absenteeism data to the Payroll team within defined timelines.
Reconcile attendance data with payroll requirements and resolve discrepancies.
Time Office Records & MIS
Maintain daily/monthly Time Office records and attendance registers.
Prepare attendance MIS, absenteeism reports, overtime reports, late-coming reports and other HR reports.
Ensure proper filing and documentation of attendance-related records.
Attendance System Administration
Monitor biometric/attendance system functioning and coordinate with the concerned team for technical issues.
Ensure employee attendance records are updated correctly.
Coordinate employee master-data changes such as department, designation, shift or attendance-related changes.
Employee & Department Coordination
Handle employee queries related to attendance, leave, shifts, punches and working hours.
Coordinate with HODs, Sister In-Charges, Department Heads and HR team for attendance-related matters.
Compliance & Policy
Ensure Time Office practices are followed as per hospital HR policies, working-hour requirements and applicable statutory provisions.
Maintain records required for HR audits and NABH/other accreditation requirements, wherever applicable.
Team Supervision
Supervise Time Office staff and allocate daily responsibilities.
Ensure timely completion of attendance processing and reports.
Review the work of Time Office personnel and maintain accuracy.
Reporting & Escalation
Escalate serious attendance irregularities, repeated absenteeism and unresolved discrepancies to the HR management.
Provide timely reports and updates to the HR department.

Required Qualification

Graduate in any discipline; HR/Personnel Management qualification preferred.
Working knowledge of MS Excel and attendance/time-office software.

Experience

4–7 years of relevant experience in Time Office, Attendance, HR Operations or Personnel Administration.
Experience in a hospital/healthcare organization is preferred.
Experience handling attendance of large employee strength will be an advantage.

Key Skills