Practice & Operations Coordinator - 63027851329

Location: Remote (South Africa Preferred | Philippines, Sri Lanka & India also considered)
Compensation: USD $1,500–$2,000 per month (DOE)
Schedule: Full-Time | Approximately 40 hours per week | Flexible overlap with UK Business Hours

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, technology, and scalable systems that support long-term growth while maintaining an exceptional patient experience.

As the business expands, they are looking for someone who can become a trusted operational partner, someone who doesn't simply maintain existing systems but actively improves them.

We are seeking a highly organised, commercially minded Practice & Operations Coordinator to become the operational backbone of the business.

Reporting directly to the Practice Manager, you will take ownership of the day-to-day administrative and operational functions that keep the practice running efficiently. This includes workforce coordination, payroll preparation, HR administration, recruitment coordination, reporting, documentation, and continuous process improvement.

Beyond administration, we're looking for someone with strong business judgement who enjoys analysing information, identifying opportunities to improve operations, and using AI tools to streamline processes and increase efficiency.

This is an ideal opportunity for someone who thrives behind the scenes, enjoys building systems, solving operational challenges and takes genuine ownership of improving how a business operates.

As the practice continues to grow, the Practice Manager needs to spend less time coordinating administrative tasks and more time leading people, improving patient experience, and supporting business expansion.

Your role will become the operational engine that allows this transition to happen.

You'll not only maintain existing processes, you'll continuously improve them while helping build the operational infrastructure of a future multi-site healthcare organisation.

• Coordinate staff rotas, workforce scheduling, leave administration, and timesheets
• Prepare payroll information, associate payment summaries, and laboratory deduction schedules
• Coordinate workforce planning and assist with last-minute staffing requirements
• Maintain operational calendars and business deadlines
• Ensure administrative tasks are completed accurately and on time

• Coordinate recruitment administration from initial candidate screening through onboarding
• Conduct initial screening calls with prospective candidates and schedule interviews
• Maintain HR records, employment documentation, and compliance requirements
• Follow up with candidates and employees to obtain outstanding documentation
• Coordinate onboarding activities for new hires

• Document, maintain, and improve Standard Operating Procedures (SOPs)
• Continuously identify opportunities to improve workflows and administrative efficiency
• Leverage AI tools to automate repetitive work, improve reporting, and enhance operational processes
• Maintain documentation within Notion and other business systems
• Recommend practical improvements that make the business more efficient

• Collect operational data and maintain KPI dashboards
• Produce regular operational and management reports
• Analyse business data and identify trends, risks, or opportunities for improvement
• Present findings and practical recommendations to leadership
• Support operational decision-making through accurate reporting and insight

• Research suppliers, gather quotations, and present recommendations
• Support operational improvement initiatives as the practice expands
• Assist the Practice Manager with strategic operational projects
• Coordinate cross-functional administrative tasks as required

• Previous experience in Operations Coordination, Office Management, Executive Assistance, Healthcare Administration, HR Administration, or Business Operations
• Strong organisational and project coordination skills
• Experience coordinating payroll preparation, workforce scheduling, or HR administration
• Excellent written and spoken English
• Strong proficiency with Google Workspace, Microsoft Office, and modern business software
• Experience creating reports, dashboards, or analysing operational data
• Comfortable documenting systems and creating SOPs
• Strong AI literacy with the ability to use AI tools to improve productivity and workflows
• Excellent attention to detail and ability to manage multiple priorities

Highly desirable backgrounds include:

• Healthcare or Dental Practices
• Medical Clinics
• Allied Health Services
• Veterinary Practices
• Hospitality
• Professional Services
• Other service-based businesses with structured operational environments

Candidates who have supported Practice Managers, Clinic Managers, or Operations Managers will be highly regarded.

We're looking for someone who is:

• Highly organised and exceptionally detail-oriented
• Naturally proactive and takes ownership without being asked
• Commercially aware with strong business judgement
• Comfortable analysing information and making recommendations
• Process-driven while remaining adaptable
• Professional, discreet, and trustworthy with confidential information
• Curious and continuously looking for better ways of working
• Confident communicating with leadership and internal teams

The ideal candidate enjoys creating order from complexity.

You don't simply complete administrative tasks, you improve how they're done.

You're comfortable working independently, solving problems before they become issues, and using data to help guide better business decisions. You enjoy finding efficiencies, embracing new technology, and leveraging AI to improve productivity.

You're looking for a long-term opportunity where you can grow alongside a business and become an indispensable member of the leadership team.

Candidates must have:

• Quiet, professional home office
• Reliable high-speed internet (minimum 25 Mbps download / 10 Mbps upload)
• Intel i5 (8th Generation or newer) or AMD Ryzen 5 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

Candidates should also provide:

• Internet speed test screenshot
• Computer make, model, and approximate purchase date
• Confirmation of backup power (where applicable)