A. BRIEF HISTORY
The Administrative arm of the hospital could be said to have commenced in 1944, when the Neuropsychiatric Hospital, Aro, Abeokuta was established from the present Lantoro Annex, as an “administrative prison”. The asylum was primarily set up to cater for the mentally-ill soldiers repatriated home after World War II. The first Superintendent-in-charge who served as the Administrator of the hospital was Mr Leonard Oliver who was later succeeded by Dr Cameroon.
In the course of promoting quality mental health service delivery, the Administrative Department of this great institution had witnessed tremendous socio-physical growth and development in terms of human and capital resources. This however, has been made possible via the efforts of the past and substantive leaders whose roles in the department and hospital cannot be overemphasised.
The roles played by the Heads of Administrative Department served as catalyst to the upliftment of this hospital and it is on this note that a list of the past and present Heads of Administration are mentioned below: These include Messrs Osholake (1944), Napoleon (1947), Ogungbe (1951), and Sapara (1956). Mr T. Fashakin was the first trained Hospital Administrator in Neuropsychiatric Hospital Aro, Abeokuta, who worked between 1959 and 1964. Others were Messrs L. O. Makanjuola (1964), J.O. Akinola (1971), Olanrewaju (1978), Ager (1979), Late (Mr) Stephen Kele (Igbekeleoluwa) Akinrimisi (1979-1999), Mr Christopher Olawale Soetan (1999-2004), Late (Mr) Anthony Oluremi Olugboja (2007-2009), Mr Bashiru Oladapo Adebari (2009-1018) and the incumbent, Mr Richard Kayode Fadiran (2018 till date).
B. PHILOSOPHY AND OBJECTIVES
Objectives
The following are the objectives of the Administrative Department:
- To achieve better co-operation among health workers and reduce industrial conflict.
- To harness human resources for optimal productivity.
- To create a conducive work environment for job satisfaction.
- To ensure compliance with rules of engagement /employment
- To promote quality service delivery.
- To increase staff commitment to work.
- To build team spirit among staff.
- To facilitate regular in-service training to enhance and develop staff capacities in the performance of their duties
- To harness human resources for optimal productivity.
- To create a conducive work environment for job satisfaction.
- To ensure compliance with rules of engagement /employment
- To promote quality service delivery.
- To increase staff commitment to work.
- To build team spirit among staff.
- To facilitate regular in-service training to enhance and develop staff capacities in the performance of their duties.
The Administrative Department of this great institution has always been carrying out its responsibilities in line with the vision and mission of the hospital mostly in providing quality and effective mental health service delivery to the hospital’s clients promptly. These responsibilities involve Planning, Organising, Coordinating, Controlling, Managing Supervising, Directing and ensuring that all the available resources, in terms of human and capital resources are effectively and efficiently put in place and harnessed optimally.
C. FUNCTIONS
The Administrative Department is responsible for providing secretarial coverage for all committee matters in the hospital.
It deals with all personnel matters and issues relating to patients and staff welfare
It is in-charge of preparation of Annual Budgets with other relevant stakeholders.
It has under its supervision the following department and units: Building Maintenance, Electrical Maintenance, Stores, Catering, Telephone, ICT, Procurement, Horticulture, Transport, Security, Environmental, Legal and Public Relations.
The main responsibility of the department is the coordination and facilitation of the functions of various departments in the hospital.
D. SCOPE OF OPERATION
Unlike in the recent past when all administrative activities were conjoined, there are lists of innovations and drastic development in the discharge of duties/official activities being performed by the Administrative/Executive officers under the headship of Mr Richard Kayode Fadiran. These activities are carried out b y t h e following units/sections.
Appointment and Promotion Matters:
This is part of the regular official duties performed by Scheduled Officers in Administrative Department . Meanwhile, some of the scheduled officers in charge who ensure that generally acceptable requirements are met are as follows:
- Desk officer on Manpower/Establishment
- Desk officer on Transfer of service
- Desk officer on Training and Development
- Desk officer on IPPIS Human Resources
- Desk officer on Pension Matters
PENSION UNIT
Pension Unit is among the relevant units under the Administrative Department, which oversees the day to day activities of retirees and prospective retirees of the hospital. From inception, the following were the Heads of the Unit;
- Mr. B. O. Adebari
- Mr. J. O. Oyekunle
- Mr. A. A. Somoye
Functions
- To prepare the database of retirees.
- To update retirees’ database.
- To provide support on Annual Pension Preparation as well as in the implementation and Audit recommendations.
- To co-ordinate employer’s calculation and clients account for pension.
- To assist in Annual Pension Calculations and develop statements
- To resolve issues relating to pension matters
PUBLIC RELATIONS UNIT
Public Relations Unit was established formally in year 1989 as a Unit under Administrative Department and worked directly with the Provost and Medical Director.
However, the practice of Public Relations in the hospital started informally through one of the brands of the hospital, Professor Thomas Adeoye Lambo who upon his return from Edingburg in England in 1954, and at the time when the first purpose built Psychiatric hospital was established in Aro site, started as the first Medical Superintendent of the Hospital.
Professor Lambo started the practice of Public Relations through the establishment of “Aro Village System of Community Psychiatry” with the aim of making use of traditional socio-cultural resources of the community in the treatment of mentally sick persons. The novel idea created by Lambo then which is all about the people and the public brought the hospital into lime light in the comity of psychiatric hospitals in terms of providing mental health services and treatment of mentally ill patients within the community.
Philosophy
- To establish mutual understanding between the hospital and its public.
- To maintain the already established mutual understanding between the hospital and its public.
- To sustain the reputation and the good image among the stakeholders of the hospital
Objectives
- To ensure that the reputation of the hospital among the relevant stakeholders of the hospital is good.
- To implement planned programme of actions and events for the hospital.
- To liaise with stakeholders within and outside the hospital especially the media and other relevant agencies to create good image for the hospital.
LEGAL UNIT
The Legal Unit was created in 2009, during the tenure of Dr Mrs T. A. Adamson and two Legal Officers were appointed by the Hospital Management as pioneer staff of the unit. They are:
- O. T. Oyeleye, Esq
- S. K. Agbogunleri, Esq
Appointment of these two Legal Practitioners into the hospital was in accordance with the Schemes of Service as applicable in the Civil Service of the Federation, 2003 Edition. It must however be pointed out that it is not all Legal Officers employed by the Federal Government into the various Ministries, Departments and Agencies of Government (MDS’s) that have the right of audience in our various courts across the country.
Objectives
- To establish a legal framework for the benefit of the hospital which facilitates seamless operational activities between the hospital, its numerous clients, contractors and the Management Board.
- To ensure that the hospital and its Management Board do not run afoul of the law in its daily activities. To give the best legal advice to the hospital and its Management, thereby preventing needless lawsuits.
Philosophy
To be a legal unit of excellence, where sound and reliable legal opinions are proffered thereby ensuring equity, fairness and justice.
Functions
- Rendering legal advice to Ministries, Government Agencies and Departments.
- Preparing legal documents relating to the administration of deceased estates.
- Drafting and filing legal documents in courts, appearing for the government in matters of civil litigation in courts, drafting and vetting laws and legislation, collating and assisting in analysing data and assisting in writing legal reports and opinions.
- Preparation of agreements.
- Participation in Research and Ethics Committee Meetings.
- Participation in Disciplinary Committee and Procedures.
- Participation in procurement meetings.
- Legal Officer also advises other cadres of employees of the hospital on their legal rights and obligations.
- Legal Officer is an advisor and could also act in a supervisory capacity in court cases.
PROCUREMENT UNIT
The Procurement Unit is a Unit under the Administrative department of the hospital. The Unit was created in year 2012 with two (2) members of staff being the pioneer staff saddled with the responsibility of ensuring due process in the procurement of Goods, Works and Services.
The two (2) Officers were:
- Mr O. O. Fatade
- Mrs O. F. Ihimoyan
The two (2) members of staff who were Administrative Officers were thereafter re-designated as Procurement Officers based on the recommendations of the Office of the Head of Civil Service of the Federation having passed the prescribed examinations organised by the Bureau of Public Procurement (BPP). Ever since creation, the Unit has continues to wax stronger based on the full support being received from the hospital Management on yearly basis.
Functions
Circular Ref. no. SGF/OP/ is 3/V/I/458 dated 28th January, 2005 established the Procurement Officers’ cadre in Federal Public Services; and the duties and responsibilities of Procurement Officers were appropriately defined as follows:
- To ensure due process in the procurement of goods and services and in the award of all contracts to which Procurement Officers are deployed. Due process in this context refers to open and competitive tendering system; which includes but not limited to open advertisement of proposals for supplies and contracts awards, pre- qualification of suppliers/contractors where appropriate, submission and open evaluation bills, etc.
- To ensure maintenance of a register of suppliers/contractors for the Ministry/Department/Agency and the payment of appropriate fees for the tendering purposes.
- To ensure maintenance of a periodically up-dated price database as may be Provided by the Central Procurement Agency for public sector procurement and contract awards.
- To ensure strict adherence to all extant regulations and procedures and contract awards
- To liaise with the Bureau of Public Procurement (BPP) of the presidency, or any other organisation/agency on matters relating to contract awards.
Objectives
- To harmonise the fundamental principles of government policies and practices on public procurement.
- To ensure probity, accountability and transparency in procurement process, etc.
IPPIS UNIT (HR)
IPPIS which means Integrated Personnel and Payroll Information System (IPPIS) was conceptualised in October, 2006 by the Federal Government as one of its reform programmes, to improve the effectiveness and efficiency in the storage of personnel records and the administration of monthly payroll in such a way to enhance confidence in staff enrolment, costs and budgeting
IPPIS Secretariat is a department under the Office of the Accountant General of the Federation, which is responsible for payment of salaries and wages directly to government employees’ bank accounts with appropriate deductions and of 3rd party payments. It is also a department under the Office of the Head of Civil Service of the Federation which is responsible for updating personnel information like change of name, migration of staff, correction of date of birth and 1st appointment. Following this innovation by Federal Government, the hospital was enrolled into the IPPIS platform in June 2013. This necessitated the establishment of the IPPIS Unit in the hospital. The IPPIS Unit in the hospital has three sub-units: The Human Resource sub-unit headed by Mr O. T. Odumala; the Payroll sub-unit headed by Mr K. M. Alaran, and the Audit sub-unit headed by Mr A. Somuji.
Objective
The main objective of the unit is to update personnel information on IPPIS Platform
Functions
IPPIS Human Resources have three Desk Officers and their responsibilities are to carry out the functions stated below:
- Placement of staff on grade level
- Inputting of staff designation and department
- Inputting of staff tax state
- Updating of staff salary income components such as call duty and shift.
- Suspension, termination of staff appointment and withholding of salary and demotion
- Responsible for change of name of staff
- Inputting of Pension Pins
- Reinstatement of officers on salary suspension
- Placement of staff into different unions
