Senior Operations Coordinator
Location: Remote (South Africa Preferred | Philippines, Sri Lanka, India also considered)
Compensation: USD $1,500-$2,000 per month (Depending on Experience)
Schedule: Full-Time | Approximately 40 hours per week | Flexible overlap with UK Business Hours
About The Company
Our client is a fast-growing, fully private dental practice based in Oxfordshire, United Kingdom. With ambitious plans to evolve into a multi-site dental group, they are investing heavily in operational excellence and scalable systems that support long-term growth while maintaining an exceptional patient experience.
Role Overview
Our client is seeking an experienced Senior Operations Coordinator to become the operational backbone of the business.
Reporting directly to the Practice Manager, this role is responsible for owning the day-to-day administrative operations that keep the practice running efficiently. The successful candidate will build systems, improve processes, maintain operational documentation, and ensure critical administrative functions are executed accurately and consistently.
This is an ideal opportunity for someone who thrives behind the scenes, enjoys creating order from complexity, and takes genuine ownership of operational excellence.
Why This Role Matters
As the business continues to grow, the Practice Manager needs to spend less time on administration and more time leading the team, improving patient experience, developing staff, and supporting expansion.
Your success will directly enable that transition.
Within your first year, you will become the trusted operational partner responsible for creating efficient systems that support the growth of a multi-site healthcare business.
Key Responsibilities
Operations Administration
- Coordinate payroll preparation, timesheets, and workforce administration
- Prepare associate payment summaries and laboratory deduction schedules
- Manage staff rotas, leave administration, and workforce planning
- Maintain operational calendars and key business deadlines
HR & Recruitment Support
- Coordinate onboarding and employee documentation
- Maintain employment contracts and HR records
- Support recruitment administration throughout the hiring process
- Track compliance documentation and mandatory staff requirements
Process Improvement
- Create, document, and maintain Standard Operating Procedures (SOPs)
- Continuously improve workflows and operational systems
- Maintain documentation within Notion and other business platforms
- Identify opportunities to improve efficiency across administrative functions
Reporting & Business Support
- Produce KPI reports and operational dashboards
- Maintain accurate records across business systems
- Prepare management reports to support business decision-making
- Assist with operational projects as the practice expands
Required Experience
Our client is interested in professionals who have previously worked in positions such as:
- Operations Coordinator
- Operations Administrator
- Executive Assistant
- Office Manager
- HR Administrator
- Healthcare Administrator
- Business Operations Coordinator
Experience within healthcare or dental environments is advantageous but not essential.
Required Skills
- Excellent organisational and planning abilities
- Exceptional attention to detail
- Strong written and verbal English communication skills
- Excellent computer literacy
- Highly proficient with digital systems and business software
- Comfortable documenting and improving business processes
- Ability to work independently with minimal supervision
- High level of professionalism, discretion, and confidentiality
Personal Attributes
The Successful Candidate Will Be
- Highly proactive and self-directed
- Naturally organised and systems-oriented
- Detail-focused without losing sight of the bigger picture
- Commercially aware and solutions-driven
- Comfortable taking ownership of responsibilities
- Adaptable within a growing business environment
- Trustworthy with sensitive business information
Technical Requirements
Candidates Must Have
- Quiet, professional home office
- Reliable high-speed internet connection (minimum 25 Mbps download / 10 Mbps upload)
- Intel i5 (8th Generation or newer) or AMD Ryzen 5 processor (or equivalent)
- Minimum 8GB RAM
- SSD storage
- Windows 10/11 or current macOS
- Webcam and professional noise-cancelling headset
- Dual monitors preferred
- Backup power solution where applicable
Recruiter Verification Requirements
Recruiters Should Verify
- Proven remote work experience in a similar operations or administration role
- English communication skills suitable for a UK-facing position
- Computer specifications during live screen share
- Internet speed and connection stability
- Professional home working environment
- Comfort using Google Workspace, Zoom, and modern collaboration tools
- Availability to work approximately 40 hours per week with flexibility during UK business hours
Candidates Should Also Provide
- Internet speed test screenshot
- Computer make, model, and approximate purchase date
- Confirmation of backup power (where applicable)
Why Join This Opportunity?
This is an opportunity to become a key member of a growing healthcare business at an exciting stage of expansion.
Rather than simply maintaining existing processes, you'll help build the operational infrastructure that supports a future multi-site organisation while working closely with leadership and having genuine influence over how the business operates.