Head of Department (HOD) – Hostel

Job Purpose

To oversee and manage the overall administration, safety, discipline, and welfare of residents in both male and female hostels, ensuring a secure, hygienic, well-structured, and student-centered residential environment aligned with institutional policies, safeguarding standards, and organizational objectives.

Job Summary

The Head of Department (HOD) – Hostel Program is responsible for providing strategic leadership and operational oversight of all hostel facilities. The role ensures high standards of administration, discipline, safety, student welfare, financial management, and continuous improvement across male and female hostels.

The HOD will supervise hostel staff, enforce safeguarding and compliance protocols, manage budgets and facilities, and promote a positive, inclusive residential culture that supports students’ academic and personal development.

Key Responsibilities1. Hostel Administration & Operations

· Oversee day-to-day operations of male and female hostels.

· Ensure strict implementation of hostel rules, discipline policies, and SOPs.

· Maintain accurate hostel records including admissions, attendance, leave, visitors, and room allocations.

· Prepare and manage duty rosters for wardens, matrons, caretakers, and support staff.

· Ensure proper documentation and audit-ready filing systems.

2. Resident Welfare & Discipline

· Ensure safety, dignity, and well-being of all residents.

· Address grievances and disciplinary matters fairly, transparently, and sensitively.

· Provide guidance, mentoring, and conflict-resolution support.

· Promote a respectful, inclusive, and positive hostel culture.

· Implement programs that encourage personal, social, and emotional development.

3. Safety, Security & Safeguarding

· Implement and monitor safety, fire, and emergency response protocols.

· Enforce safeguarding, child protection, and gender-sensitive policies.

· Monitor entry/exit procedures and overall security arrangements.

· Handle emergencies, incidents, and crisis situations efficiently.

· Conduct routine inspections to ensure compliance with safety standards.

4. Staff Management & Supervision

· Supervise hostel wardens, matrons, caretakers, kitchen staff, and support personnel.

· Conduct regular staff meetings, performance evaluations, and feedback sessions.

· Train staff on discipline management, safeguarding standards, and hostel administration.

· Promote accountability, teamwork, and professional conduct.

5. Facilities, Hygiene & Food Services

· Ensure cleanliness, hygiene, and proper maintenance of hostel premises.

· Monitor food quality, kitchen hygiene, and housekeeping services.

· Coordinate with maintenance teams for repairs and infrastructure upkeep.

· Oversee hostel inventory, assets, supplies, and stock management.

6. Strategic Planning & Program Development

· Develop and review hostel policies and operational strategies.

· Collaborate with senior management to design student engagement initiatives.

· Organize workshops, recreational activities, and community-building programs.

· Identify opportunities for service improvement and expansion.

7. Coordination & Communication

· Coordinate with academic departments, administration, and program teams.

· Maintain regular communication with parents/guardians when required.

· Prepare and submit periodic operational, compliance, and incident reports.

· Facilitate inspections, audits, and external monitoring visits.

8. Budget & Resource Management

· Prepare and monitor hostel budgets.

· Ensure cost control and optimal resource utilization.

· Verify expenses, purchases, and stock consumption.

· Maintain financial transparency and reporting standards.

9. Performance Monitoring & Reporting

· Develop and track KPIs related to hostel management and resident satisfaction.

· Analyze operational data for continuous improvement.

· Provide regular performance reports to senior management.

Qualifications & Experience

· Graduate degree in Social Work / Education / Administration / Hospitality or related field.

· Postgraduate qualification preferred.

· Minimum 3–4 years of experience in hostel or residential facility management.

· Experience managing both male and female hostels preferred.

· Strong leadership and team management skills.

· Excellent communication and interpersonal abilities.

· Strong problem-solving and conflict-resolution skills.

· Ability to handle pressure and crisis situations effectively.

· Flexibility to work extended hours, weekends, and holidays when required.

· Proficiency in administrative, budgeting, and reporting software tools.

Job Type: Full-time

Work Location: In person