Operations Lead

Role Overview

In this clinic administration role, you will coordinate the Managing Director’s day-to-day support while keeping reception, patient services, staff administration and office operations running smoothly. Your work will help patients receive a responsive, respectful experience and ensure the clinic has reliable processes, accurate records and well-coordinated support staff.

Key Responsibilities

• Manage the Managing Director’s diary, meetings, correspondence and travel, prepare reports, and track follow-up actions.
• Coordinate reception activities, patient registration and appointment schedules; respond to enquiries and help resolve complaints with care and professionalism.
• Arrange office facilities, equipment, supplies, maintenance and IT support to reduce disruption to daily clinic services.
• Manage procurement administration, including supplier enquiries, quotations, purchase orders, deliveries, stock replenishment and contract renewals, following approved budgets and procedures.
• Assist with recruitment and onboarding, maintain employee records, administer leave, update job descriptions and coordinate staff KPI processes.
• Assign and oversee administrative and front-office work, monitor progress and address delays or gaps in performance.
• Record administrative expenditure, maintain supporting documentation, prepare operational reports and suggest improvements to workflows and internal controls.
• Keep contracts, personnel files and other administrative records accurate, confidential and current, and coordinate required approvals and renewals.

Requirements & Qualifications

• Bachelor’s degree in Business Administration, Business Management, Human Resource Management, Law or a related field.
• At least three years of relevant experience in administration or front-office operations, including staff coordination or supervisory duties.
• Experience managing reception, scheduling appointments, responding to enquiries and resolving client concerns; healthcare or other service-based experience is preferred.
• Proficiency in Microsoft Office, particularly Word, Excel, Outlook and PowerPoint.
• Strong planning and prioritisation skills, with the judgement to resolve operational issues and keep work moving on time.
• Clear communication and stakeholder-management abilities, alongside a customer-focused approach suited to patient-facing services.
• Ability to coordinate staff performance and apply established procedures consistently.