Administration Department

Efficient Administration. Responsible Management. Quality Healthcare Services.

The Administration Department of Ayub Teaching Hospital, Abbottabad, plays a vital role in supporting the hospital’s daily operations, organizational management, and delivery of healthcare services. Through effective coordination, resource management, infrastructure maintenance, and administrative support, the department helps create an environment where healthcare professionals can provide safe, efficient, and patient-centred care.

The department works in coordination with clinical departments, nursing services, technical teams, and other hospital units to support institutional objectives, operational efficiency, accountability, and continuous improvement.

About the Administration Department

Hospital administration provides the organizational framework required for the effective functioning of a tertiary care teaching hospital. It supports human resource management, financial planning, procurement, materials management, infrastructure maintenance, information technology, pharmacy administration, and institutional communication.

The Administration Department aims to promote transparency, efficiency, teamwork, responsible use of resources, and adherence to applicable institutional policies and procedures.

Our Administrative Departments

1. General Administration Department

The General Administration Department coordinates routine administrative operations and supports the implementation of hospital policies, procedures, and institutional decisions.

Key responsibilities:

• • • Coordination of daily administrative activities.
  • • Management of official correspondence, records, and documentation.
  • • Coordination of meetings, notices, and administrative directives.
  • • Support for interdepartmental communication and operational planning.
  • • Facilitation of administrative processes and institutional services.
  • Assistance with general organizational and logistical requirements.

2. Human Resource Department

The Human Resource Department supports the management and development of the hospital’s workforce. It helps ensure that personnel-related processes are conducted in accordance with applicable employment rules, institutional policies, and approved procedures.

Key responsibilities:

• • • Personnel records and employee documentation.
  • • Recruitment and appointment processes in coordination with authorized bodies.
  • • Attendance, leave, and service-record management.
  • • Support for staff deployment and workforce planning.
  • • Coordination of employee training and professional development.
  • • Assistance with performance management and staff welfare matters.
  • Processing of promotions, transfers, retirement, and other service matters according to applicable rules.

3. Accounts & Finance Department

The Accounts & Finance Department supports financial planning, budgeting, accounting, and expenditure monitoring to promote responsible and transparent use of institutional resources.

Key responsibilities:

• • • Preparation and coordination of annual budget estimates.
  • • Monitoring of budget allocations and expenditures.
  • • Processing and recording of authorized payments.
  • • Maintenance of financial records and supporting documentation.
  • • Financial reporting and reconciliation.
  • • Coordination with relevant authorities regarding audits and financial compliance.
  • Support for financial planning and resource allocation.

4. Maintenance / Engineering Department

The Maintenance and Engineering Department supports the safe and reliable operation of hospital buildings, infrastructure, utilities, and engineering systems.

Key responsibilities:

• • • Maintenance and repair of hospital buildings and facilities.
  • • Electrical, plumbing, and mechanical maintenance.
  • • Support for heating, ventilation, and air-conditioning systems.
  • • Maintenance coordination for essential hospital utilities.
  • • Inspection and preventive maintenance of infrastructure.
  • • Coordination of repairs and engineering projects.
  • Support for safe, functional, and comfortable clinical and administrative environments.

5. Pharmacy Services Department

The Pharmacy Services Department supports the appropriate management, storage, distribution, and safe use of medicines and pharmaceutical supplies in accordance with applicable regulations and institutional policies.

Key responsibilities:

• • • Coordination of medicine supply and availability.
  • • Safe storage and handling of pharmaceutical products.
  • • Inventory monitoring and stock management.
  • • Coordination with procurement and clinical departments.
  • • Monitoring of expiry dates and appropriate storage conditions.
  • • Support for rational medicine use and medication safety.
  • Maintenance of pharmaceutical records and documentation.

6. Procurement Cell / Materials Management Department

The Procurement Cell and Materials Management Department supports the acquisition, receipt, storage, and distribution of goods, equipment, and supplies required for hospital operations.

Key responsibilities:

• • • Coordination of procurement planning and requisitions.
  • • Processing of procurement documentation according to applicable rules.
  • • Coordination with user departments to identify material requirements.
  • • Receipt, inspection, and recording of purchased supplies.
  • • Inventory control and stock monitoring.
  • • Management of store records and materials distribution.
  • Coordination of supplies required for clinical, technical, and administrative services.

7. Information Technology (IT) / Information Management Department

The Information Technology and Information Management Department supports the hospital’s digital infrastructure, information systems, and technology-enabled administrative and clinical processes.

Key responsibilities:

• • • Maintenance and support of computers, networks, and related equipment.
  • • Technical support for authorized hospital information systems.
  • • Assistance with digital records and information-management processes.
  • • Support for connectivity and technology infrastructure.
  • • User assistance and basic system troubleshooting.
  • • Coordination of data protection and information security practices.
  • Support for digital transformation and improved administrative workflows.

8. Media & Public Relations Department

The Media and Public Relations Department supports official communication between the hospital, the public, media organizations, and other relevant stakeholders.

Key responsibilities:

• • • Preparation and dissemination of approved institutional announcements.
  • • Coordination of official media inquiries.
  • • Publication support for hospital news, events, and public information.
  • • Coordination of communication materials and awareness campaigns.
  • • Support for institutional events and official visits.
  • • Promotion of accurate, timely, and consistent public communication.
  • Coordination with hospital leadership regarding public statements and media engagement.

Our Commitment to Institutional Excellence

The Administration Department is committed to supporting the hospital’s clinical mission through efficient management, professional conduct, responsible resource utilization, and effective coordination across all departments.

By strengthening administrative processes and support services, the department aims to contribute to a safe working environment, reliable hospital operations, improved service delivery, and better experiences for patients, visitors, and staff.

Our Vision

To establish an efficient, transparent, accountable, and service-oriented administrative system that supports excellence in healthcare delivery and institutional management.

Our Mission

To provide reliable administrative and operational support through effective planning, responsible resource management, professional teamwork, and continuous improvement in accordance with applicable institutional policies and regulations.

Our Core Values

• • • Professionalism and integrity.
  • • Transparency and accountability.
  • • Efficient use of resources.
  • • Teamwork and coordination.
  • • Respect and service excellence.
  • • Compliance with applicable rules and policies.
    • Continuous improvement and innovation.