Categorizing nursing personnel

1. Categorizing nursing
Personnel

2. Definitions
1. Job description refers to the duties and
responsibilities of a specific job and the
characteristics of the individual needed to
perform it successfully.
2. It is a primary management vehicle for
communicating the duties, responsibilities, scope
of authority, organizational relationship and
personnel qualification for each job in the
organization.

3. The information included in a job description
may vary from one organization to another but
would definitely include the following:
1. Job title
2. Department
3. Job grade
4. The date of the job description; besides the
duties and responsibilities

4. Job analysis
It is a systematic process of collecting all information
about the job for preparing of job description and job
specification meant to selection of employee, satisfaction
in job and motivation.
A job specification
Defines the knowledge, skills and abilities that are
required to perform a job in an organization. Job
specification covers aspects like education, work
experience and managerial experience which can help
accomplish the goals related to the job.

5. Job evaluation
A job evaluation is a systematic way of determining
the value/worth of a job in relation to other jobs in
an organization. It tries to make a systematic
comparison between jobs to assess their relative
worth for the purpose of establishing a rational pay
structure.
Job design
Job design is the process of organizing work into the
tasks required to perform a specific job. Job design
involves the conscious efforts to organize tasks,
duties and responsibilities into a unit of work to
achieve certain objectives.

6. Nursing superintendent
Educational qualifications-
1. General education: As prescribed for a staff nurse
2. Professional education: As prescribed for a staff
nurse
3. Registration: As prescribed for a staff nurse,
registered with the state nursing council
4. Experience: Should have experience as a senior staff
nurse

7. Role and functions
He or she is responsible for developing and
supervising nursing services of a depart-
ment or a floor consisting of two or more
wards or units managed by the senior staff
nurses. These units may be inpatient wards,
out-patient department clinics, operation
theatres, obstetric units, central supply
departments, etc. He or she is responsible to
the nursing superintendent Grade I.

8. Patient care and ward/unit
management
1. Organizes and plans nursing care activities of the
department or floor according to the hospital
policies and service needs
2. Plans staffing pattern and the other necessary
requirements of his or her department
3. Complies and submits nursing statistics to the
concerned authorities.

9. 4. Conducts and attends to the departmental and
interdepartmental meetings/ conferences from
time to time
5. Makes regular rounds of his or her department
6. Ensures the safety and general dealings of the
department.
7. Looks into general comforts of the patients and
their relatives
8. Receives report from the night supervisor
9. Evaluates nature and quantum of care required
in each unit/ward
10. Makes rotation plan for the nursing staff and
domestic staff under his or her jurisdiction

10. 11. Plans ward management with each ward/unit
12. Reinforces the principles of good ward management
13. Helps ward/unit supervisors to procure their wards/units
14. Supervises the proper use and care of the equipment and
supplies in the department
15. Acts as the public relations officer of the unit and deals
with the problems faced by the ward supervisor, if any,
especially with Group D employees, cleaners and sweeper
16. Keeps the nursing superintendent Grade I and office
informed of the needs of the nursing units, wards under
her/his charge and of any special problems
17. Officiates in the absence of nursing superintendent Grade
I

11. Educational functions
1. Arranges classes and clinical teaching of nursing
students in the department, related to the speciality
experience
2. Implements the ward teaching programme and
clinical experience of the students with the help of
doctors and nurses
3. Does counselling and guidance of staff and students
4. Arranges and conducts staff development
programmes for his or her department 5. Assists in
planning for and participates in the training of
auxiliary personnel

12. Nursing supervisor
Each department or clinical division, e.g. operation
theatres, outpatient departments and nurseries,
should have a supervisor. As there may be more
than one nursing unit in each division or
department, supervisors have a general
administrative and coordi- nating function within
their respective divisions. However, supervisors will
also have limited clinical functions.

13. Head nurse
head nurse is assigned to a nursing unit, a
ward or to one section of a department.
She works under the general direction of
the supervisor of the division.

14. Some important duties of a head nurse are listed below:
1. Carrying out the instructions of the medical officer
regarding treatment of patients, observing and
recording the progress of treatment and generally
assisting the medical officer to achieve his therapeutic
aim
2. General cleanliness and upkeep of the ward and its
surrounding areas to provide a neat and cheerful
environment for the patients
3. Supervision of care; maintenance of buildings,
furniture and fittings; and arranging their reports
through the chief medical officer

15. 4. Keeping the ward equipment in optimum
state of readiness by prompt repairs and
replacement through condemnation boards
5. Assigning duties for patient's care to the ward
staff, taking into consideration the capabilities of
each
6. Making an indent of various items of medical,
quality material and other stores
7. Ensuring that all specimens are sent to the
laboratory in time and results collected when
due

16. 8. Maintaining strict control over accounting and
distribution of controlled and dangerous drugs
9. Requisition of diet as per instructions of the
medical officer and ensuring that the diets and
extras are distributed to patients as per the
requisition
10. Ensuring that sufficient linen is available in the
ward
11. Maintaining all the registers and documents
required in the ward
12. Overall supervision of the ward to ensure that
the patient's treatment and recovery is as smooth
and pleasant as possible

17. Staff nurse/nursing officer
Staff nurses are employed at the 'floor'
level for carrying out skilled bedside
nursing. This is the real work force of
the hospital upon whose competency,
state of training and dedication
depend on the success of the nursing
department.

18. Educational qualifications
1. General: Pre-university course/10+2 or equivalent
examination.
2. Professional: Three years General Nursing/6-9
months Midwifery/Psychiatric Nursing Diploma
certificate, recognized by Indian Nursing Council, or
Revised General Nursing and Midwifery/Psychiatric
Nursing Diploma/Certificate recognized by Indian
Nursing Council, or Basic BSc Nursing from a
recognized university according to Indian Nursing
Council norms.
3. Registration: Registered with the state nursing
council/Indian Nursing Council (INC).

19. Standard norms and INC (nurse:patient ratio)
1. General wards
a. 1:3 (hospital attached with school or college of
nursing) b. 1:5 (hospital not attached with school or
college of nursing)
2.ICU, ICCU and other speciality areas 1:1 for 24 h
3. Labour room 4 in each shift
4. Operation theatre 3 for 24h per table
5. Outpatient department
1 in each clinic room of the OPD
6. Casualty and emergency 1:1 in each
7. Paediatric unit 1:2 beds

20. Role and functions Ward/unit management
1. Helps the ward in charge to carry out her/his work
or act as ward-in-charge during her/his absence
2. Maintains general cleanliness of the ward and the
sanitation
3. Supervises the duties of Group D employees, guides
them and reports accordingly
4. Writes the diet register, supervises the distribution
of diet and reports anything if necessary.

21. 5. Maintains scheduled poisonous drug registers
6. Supervises nursing care and other tasks carried
out by the students
7. Maintains duty room trays, sterilizes
instruments and sees that procedural trays are in
readiness
8. Takes over from duty nurse of the previous
shift, new and serious patients, instruments,
supplies, drugs, etc., and hands over the same
accordingly

22. 9. Maintains all the records pertaining to the
ward/unit:
a. Maintains case papers, investigation reports,
etc.
b. Maintains vital signs, charts, intake-output
charts and other special charts, as necessary
c. Takes special care of medicolegal case papers
and records
d. Writes day and night orders and maintains ward
statistics

23. Educational function
1. Helps in orientation of new staff and students
2. Teaches and guides the general duty assistant,
housekeeping staff (Group D) for handling
bedpans, urinals, etc.
3. Carries out health teaching for individuals or
groups of patients
4. Participates in clinical teaching, extending full
cooperation

24. 5. Provides for and demonstrates methods and
procedures whenever needed
6. Participates in in-service educational
programmes
7. Plans and implements formal and informal
health education programmes and teaching
programmes
8. Assists and extends cooperation in medical
and nursing research programmes

25. Director of nursing in education
Educational qualifications
1. General: As prescribed for staff nurse
2. Professional: MSc Nursing or equivalent master's
degree in nursing recognized by INC, or BSc Nursing or
Post Certificate degree in nursing, recognized by any
university
3. Registration: Registered with any State Nursing
Council

26. 4. Experience: Should have about 1 year
experience in nursing service, of which 5 years
should have been in administration and
education
Standard norms
As prescribed by the INC or the state nursing
council.

27. Role and responsibilities
At present the Senior Assistant Director of Nursing
functions as head of nursing services, under the
Directorate of Health and Family Welfare Services.
He/she is responsible mainly to see that the nursing
services in the state run smoothly regarding:
1. Leave
2. Transfer of:
a. Nursing personnel
b. Student nurses from one school to another in
consultation with the superintendent of nursing
services of the other sections

28. 3. Promotions and postings
4. Appointments, in consultation with the
superintendent of nursing services of other
sections
5. Review of confidential reports
6. Correspondence with government and
nongovernmental institutions
7. Educational programmes
8. Proposals to government

29. 9. Inspections
10. Representing the interests of nurses on health
committees
11. Participating in health care planning 12. Send
nursing personnel, for 2 years or less deputation for
PC-BSc (N),MSc (N) within the state or out of state
and for higher learning or training programmes
13. Sanction of pre-audit bills
14. Granting permission for workshops/seminars

30. Principal, college of nursing
Educational qualifications
1. General: As prescribed for staff nurse
2. Professional: M.Sc. Nursing or equivalent degree,
PhD in nursing or othe equivalent doctoral degree
3. Registration: Registered with state nursing
council/INC
4. Experience: Should have minimum 12 years
teaching and administration experience not less
than 5 years' teaching experience in a college

31. Standard norms
As per Indian Nursing Council.
Role and functions
The Principal, College of Nursing, is the
administrative head directly responsible to the
Director of Medical Education/Director of Health
and Family Welfare Services. The Principal is
accountable for the implementation and revision of
the curriculum for various courses and research
activities of the college of nursing.

32. Administration
1. Planning
2. Developing the philosophy and objectives
for educational programmes
3. Identifying present needs related to
educational programmes
4. Investigating, evaluating and securing
resources
5. Formulating the plan of action
6. Selecting and organizing learning
experiences

33. Organizational
1. Determining the number of positions and scope as
well as responsibility of each member of the faculty
and the staff
2. Analysing the job to be done based on the needs
of the educational programme
3. Preparing the job description, indicating the line of
authority and delineating responsibilities in the
relationship and in the channels of communication,
by means of organizational charts and other methods

34. Staff development and welfare activities
1. Recommending appointments and promotions
on the basis of qualifications and experience of the
employee, scope of job and total staff composition
2. Directing the activities of staff working under
him or her
3. Guiding and encouraging staff members in their
job activities
4. Subscribing to and encouraging developmental
aspects with reference to the welfare of staff and
students

35. Coordination
1. Initiating ways of cooperation
2. Coordinating activities relating to the
programmes such as regular meetings,
time schedules and effective
communication
3. Interpreting nursing education to other
related disciplines and to general public

36. Supervisory role or supervision
1. Ensuring continuous follow-up and revision
of educational programmes
2. Maintaining a comprehensive system of
records
3. Maintaining recognition of the educational
programmes by accrediting educational
bodies, e.g. universities, state nursing councils
and Indian Nursing Council (INC)

37. Instruction (Teaching)
1. Planning to participate in educational
programmes for further staff development
2. Participating as a teacher in the educational
programme
3. Recognizing the needs for continuing
education for self and staff and providing the
stimulation of opportunities for such
development

38. Guidance
1. Providing and maintaining a programme for
recruitment, selection and promotion of
students
2. Providing for systematic guidance
programmes for staff members and students
3. Encouraging studies, research and writings
for publication

39. Professor, college of nursing
Educational qualifications
1. General: As prescribed for a staff nurse
2. Professional: MSc Nursing/MN or
equivalent degree in nursing recognized
by the INC, PhD in nursing with any
speciality or other equivalent doctoral
degree in nursing

40. 3.Registration: Registered with the state
nursing council/INC
4. Experience: Should have total 10 years of
teaching experience of not less than 5 years
in a college of nursing
Standard norms
As prescribed by the Indian Nursing Council

41. Role and functions
The professor is overall in charge of the department
and thereby responsible for administration, teaching
activities and guiding that particular department.
Administration
1. Participates in determining the educational
purposes and policies
2. Contributes to the development and
implementation of the philosophy and purposes of
the total educational programme

42. Instructions
1. Identifies needs of learners in both theory and
practical area
2. These needs are identified through explaining the
objectives of the programme. and by utilizing
records of previous experience, personal interviews,
tests and observations
3. Assists learners in identifying their needs
4. Develops a course plan for the learning
experience

43. Evaluating learner's progress
Recording & reporting
Investigating ways of improving teaching
Guidance And counselling
Research

44. Assistant professor, college of nursing
Educational qualifications
1. General: As prescribed for staff nurse
2. Professional: MSc Nursing/MN or equivalent
degree recognized by the Indian
Nursing Council
3. Registration: Registered with the state
nursing council
4. Experience: minimum 3 years of teaching
experience in a recognized institute.

45. Standard norms
As prescribed by the Indian Nursing
Council.
Role and functions
He/she works under the direction of the
departmental head and assists him in
admin- istration, instruction and guiding
students.

46. Instructions
1. Identifies the needs of the learners in terms of
the programme by utilizing the records of
previous experience, personal interviews, tests
and observation
2. Assists the learners in identifying their needs
3. Participates in formulation and implementation
of the philosophies and objectives of the post
4. Selects and organizes learning experience
which is in accordance with these objectives
5. Participates in evaluation of the curriculum

47. Guidance and counselling
1. Gives guidance within own field of
competence
2. Helps the learner to grow in self
understandinge
Research
1. Assists in initiaging and participating in
studies for the improvement of educational
programmes
2. Identifies problems in which research is
indicated or potentially desirable

48. Nursing tutor/clinical instructors
Educational qualifications
1. Central: As prescribed for staff nurse
2. Professional: BSc Nursing (Postgraduate) or
MSc Nursing or equivalent examination
3. Registration: Registered with the state
nursing council
4. Experience: any fresher candidate

49. 4. Experience: any fresher candidate
Standard norms
As prescribed by the Indian Nursing Council.
Role and functions
She/he is a teacher in the nursing school,
accountable to the principal or vice princi- pal.
He/she is responsible for planning and
implementation of teaching programmes and
assisting in the general administration.

50. Academic function
1. Responsible for planning and implementation of
the teaching programme
2. Teaching subjects in the curriculum
3. Overall supervision of clinical teaching
programmes of those subjects, which come under
the hospital/community health setting
4. Maintains classroom equipment, supplies and
teaching aids

51. 5. Conducts tests (theory and practical)
and evaluates the student's assignments
and performance
6. Prepares teaching material and
implements them under the guidance of
other teachers
7. Helps students with their
extracurricular activities

52. Administration and evaluation
1. Assisting in the administration of the
school of nursing
2. Supervising student's health, welfare and
security
3. Assisting in the selection of students and
overall administration
4. Assisting in examinations and tests
(sectionals and terminals)

53. 5. Supervising living condition of students in the
hostel
6. Assisting in teaching of other categories of
personnel in the hospital and community
7. Assisting in the procurement of school supplies
and equipment
8. Assisting in library work
9. Assisting in maintaining school records
10. Planning, implementing and evaluating the
UG, PG Curriculum

54. Role of nurse as a manager Interpersonal
role
As figurehead: Deals largely with economic and
symbolic activities. Conducts tours for visiting
dignitaries and attends grand opening
ceremonies.
As leader: Involves those leadership and
motivational activities that are essential for the
management of people. As a leader, the
administrator must perform the human
resource management functions required in
staffing.

55. As liaison: This includes activities by
which the administrator develops and
maintains a network of contacts outside
the organization. Specific activities could
include membership in professional
organizations and correspondence by mail.

56. Informational role: Monitoring
This deals with searching and collecting
information that is of value to the organization. The
nurse manager uses her/his role to seek
information from many sources both inside and
outside the institution/organization.
Disseminating: This role entails the transmission
of relevant information to
those in the workplace that 'have a need to know'.
The dissemination may be writte or oral, formal or
informal.

57. Decisional role
Entrepreneur: This is the process by
which the nurse manager seeks and
identifies opportunities to promote
improvement and needed change. Here,
the nurse administrator is also involved in
the development and implementation of
change in strategy.
Negotiating role

58. Disturbance handler: This role equips the nurse
manager to take corrective action needed to
resolve important, unexpected disturbances. In
this role, the nurse manager must handle utility
service problems, strikes and natural disasters.
Resource allocator role: This role entails the
allocation of scarce resources to the many
requests for those resources; specific activities
might include developing and monitoring
budgets, predicting future resource needs and
forecasting future resource problems.