PR & IR & Legal Officer

Role & responsibilities

1.Job Purpose

To manage Employee Relations, Industrial Relations, labour-law compliance, disciplinary matters, legal cases, notices, employee grievances and statutory/legal coordination for the 108 Emergency Ambulance Services.

The incumbent will provide timely PR/IR and legal support to field operations, minimize employee-related and legal risks, ensure compliance with applicable laws and organizational policies, and support uninterrupted 247 emergency ambulance operations.

2. Key Responsibilities

A. Employee Relations (ER)

• Maintain healthy and professional employee relations across all districts and ambulance bases.
• Conduct regular field visits and employee interaction meetings.
• Address grievances raised by EMTs, Pilots/Drivers, Helpers, EROs and other operational employees.
• Maintain a grievance register and ensure timely resolution and closure.
• Identify recurring employee concerns and recommend corrective actions.
• Coordinate employee counselling and awareness programs.
• Support management in employee retention and engagement initiatives.
• Ensure consistent implementation of HR policies across field locations.

B. Industrial Relations (IR)

• Manage day-to-day industrial relations across the 108 ambulance workforce.
• Monitor employee associations, unions or employee representative activities and their potential impact on operations.
• Handle collective representations and employee-related IR issues in coordination with senior management.
• Identify early warning signals of employee unrest, mass absenteeism, demonstrations or work disruptions.
• Prepare IR situation reports and escalation notes for management.
• Support management during discussions/meetings with employee representatives.
• Maintain proper records of IR incidents, meetings, representations and resolutions.
• Ensure all IR actions are taken in accordance with applicable law and company policy.

C. Disciplinary & Misconduct Matters

• Handle disciplinary cases involving ambulance employees.
• Conduct preliminary investigations into:
• Misconduct
• Negligence of duty
• Unauthorized absence
• Insubordination
• Theft or misappropriation
• Fraud
• Violence or threatening behaviour
• Breach of company policy
• Data/confidentiality violations
• Operational violations
• Damage/misuse of organizational assets
• Collect and preserve relevant documentary and other available evidence.
• Coordinate with Operations, Fleet, Quality, Security and HR during investigations.
• Draft show-cause notices, warning letters, charge sheets and other disciplinary communications as authorized.
• Coordinate domestic enquiry proceedings where required.
• Maintain complete disciplinary-case documentation.
• Ensure disciplinary action follows applicable law, company policy and principles of natural justice.

D. Legal Advisory & Compliance

• Provide preliminary legal advice to HR and Operations on employee-related matters.
• Review HR/IR-related notices, letters, agreements and communications.
• Identify potential legal risks arising from employee disputes and operational practices.
• Advise management regarding employment-related legal requirements.
• Support implementation of applicable labour and employment laws.
• Coordinate with external advocates and legal consultants as authorized by management.
• Maintain a database of legal cases, notices, claims and statutory proceedings.

E. Labour Law Compliance

Monitor compliance with applicable labour and employment legislation, including requirements relating to:

• Minimum wages
• Payment of wages
• Working hours and overtime
• EPF
• ESIC
• Gratuity
• Bonus
• Leave and attendance
• Contract labour
• Shops & Establishments requirements, where applicable
• Labour welfare provisions
• POSH requirements
• Applicable state-specific employment regulations
• Coordinate with HR and other departments for statutory compliance.
• Support preparation for Labour Department inspections.
• Track compliance observations and ensure timely closure.
• Maintain required records and documentation.
• Escalate any material compliance risk to management.

F. Legal Notice & Case Management

• Receive, register and track legal notices received by the organization.
• Analyze the subject matter and identify the responsible department.
• Coordinate responses with HR, Operations, Legal Head and external counsel.
• Prepare factual briefs and supporting documents for advocates.
• Maintain a centralized legal case tracker.
• Monitor hearing dates, deadlines and pending actions.
• Coordinate with external advocates for timely filing of replies, affidavits and other documents.
• Ensure management receives timely updates on important legal matters.
• Maintain confidentiality of legal documents and sensitive employee information.

G. Labour Court / Conciliation / Government Proceedings

• Coordinate matters before Labour Authorities, Conciliation Officers and other statutory authorities.
• Prepare case summaries and supporting documentation.
• Coordinate with advocates during labour disputes and legal proceedings.
• Attend conciliation meetings and other proceedings as authorized.
• Maintain records of notices, replies, orders and hearing proceedings.
• Track statutory deadlines and ensure timely submission of documents.
• Escalate high-risk matters to the State/Regional/Corporate Legal Team.

H. Government & Stakeholder Coordination

Coordinate, as authorized, with:

• Labour Department
• EPFO
• ESIC
• Police authorities
• Government/project authorities
• District administration
• Legal authorities
• External advocates
• Other statutory authorities

The incumbent must ensure that no unauthorized legal commitment, admission or representation is made on behalf of the organization.

I. 108 Ambulance Operational Legal Support

Provide legal/IR support for operational matters involving:

• Ambulance crew misconduct
• Road accidents involving ambulance staff
• Theft/misappropriation
• Patient/attendant complaints
• Workplace violence
• Employee assault or threats
• Damage to ambulance/property
• Unauthorized absence affecting emergency operations
• Operational negligence
• Employee disputes at ambulance bases
• Police complaints involving employees
• Confidentiality/data-related incidents
• Disputes involving ambulance staff and external persons

Coordinate with Operations, Fleet, Quality and Security teams for fact verification and documentation.

J. Employee Association / Union Management

• Maintain records of employee associations/representatives.
• Monitor formal representations received from employee groups.
• Verify whether a representation is legally/organizationally authorized before responding.
• Ensure management communications remain factual, professional and legally appropriate.
• Support senior management during meetings with employee representatives.
• Document discussions, decisions and agreed actions.
• Immediately escalate any activity that may affect emergency ambulance operations.

K. Employee Grievance & Case Documentation

For every significant employee case, ensure availability of:

• Employee statement
• Complaint/representation
• Supporting documents
• Attendance records
• Relevant HR records
• CCTV/electronic evidence, where available and lawfully obtained
• Witness statements, where applicable
• Investigation report
• Management decision
• Communication issued to employee
• Closure documentation

All records should be maintained securely and confidentially.

L. Policy & Process Improvement

• Review HR/IR processes from a legal-risk perspective.
• Identify gaps in disciplinary and grievance procedures.
• Recommend improvements to HR policies.
• Support development of SOPs for employee misconduct, grievance handling, investigation and legal escalation.
• Conduct awareness sessions for PMs, EME Managers, HR Executives and other field leaders on employee-relations and legal requirements.

3. Key Stakeholder Coordination

The position will work closely with:

• State Head
• HR Head / Regional HR Head
• Operations Head
• PMs / EME Managers
• HR Team
• Fleet & Workshop Team
• Quality Team
• Finance & Payroll
• Recruitment Team
• Security Team
• Corporate/Regional Legal Team
• Government/Project Authorities
• Labour Authorities
• External Advocates
• Ambulance employees and their representatives.

4. Key Competencies

Technical Competencies

• Labour laws and employment regulations
• Industrial relations
• Employee grievance handling
• Disciplinary proceedings
• Legal notice handling
• Case documentation
• Contract and agreement review
• Labour authority proceedings
• Investigation and evidence management
• HR policy interpretation

Behavioral Competencies

• Strong communication
• Negotiation and conflict-resolution skills
• Analytical ability
• Sound judgment
• Confidentiality
• Professional integrity
• Crisis management
• Stakeholder management
• Ability to work under pressure
• Strong field orientation

5. Key Performance Indicators (KPIs)

Area

KPI

Employee Grievances

Timely resolution and closure

IR

Early identification and resolution of IR risks

Disciplinary Cases

Timely disposal of cases

Legal Notices

Timely response and tracking

Litigation

Effective case monitoring and documentation

Labour Compliance

Timely closure of compliance observations

Field Visits

Regular employee/base interaction

Case Documentation

Complete and accurate records

Legal Risk

Identification and escalation of potential risks

Employee Relations

Reduction in recurring employee grievances

Operational Support

Timely support during workforce-related emergencies

MIS

Accurate and timely monthly reporting

6. Monthly MIS / Reports

The incumbent should submit a monthly PR, IR & Legal MIS covering:

1. District-wise employee grievances
2. Pending and closed grievances
3. Disciplinary cases
4. Show-cause/warning/charge-sheet status
5. Domestic enquiries
6. Labour disputes
7. Employee association/union representations
8. Legal notices received
9. Court/labour authority cases
10. Upcoming hearing dates
11. Statutory compliance status
12. Critical employee-relations issues
13. High-risk cases requiring management intervention
14. Field visits and employee interactions
15. Corrective and preventive action status

9. Authority & Accountability

The PR & IR & Legal Officer will be responsible for identifying, documenting, coordinating and escalating employee-relations and legal risks.

The incumbent shall not independently make any settlement, admission of liability, legal commitment, financial commitment or representation on behalf of the organization unless specifically authorized by the competent authority.

10. Critical Success Factors

The incumbent should be capable of:

• Maintaining stable employee relations across a large, geographically dispersed workforce.
• Resolving grievances before they escalate into major IR disputes.
• Handling disciplinary matters objectively and systematically.
• Ensuring proper legal documentation and timely case follow-up.
• Supporting management during labour-authority proceedings.
• Identifying legal and employee-relations risks at an early stage.
• Supporting uninterrupted 247 emergency ambulance operations.
• Building effective relationships with field employees and operational managers.
• Maintaining strict confidentiality of employee and legal information.
• Providing timely and fact-based advice to senior management.

Preferred candidate profile

Male Candidates

Location- Bhubaneswar