Practice & Operations Coordinator

Location: Remote (South Africa Preferred Philippines Sri Lanka & India also considered)
Compensation: USD $1500$2000 per month (DOE)
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 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 doesnt simply maintain existing systems but actively improves them.

Role Overview

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 were 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.

Why This Role Matters

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.

Youll not only maintain existing processes youll continuously improve them while helping build the operational infrastructure of a future multi-site healthcare organisation.

Key Responsibilities

Operations Administration

• 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

HR & Recruitment Support

• 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

Process Improvement & AI

• 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

Reporting & Business Analytics

• 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

Operational Project Support

• 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

Required Hard Skills

• 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

Preferred Experience

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.

Soft Skills

Were 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

About the Ideal Candidate

The ideal candidate enjoys creating order from complexity.

You dont simply complete administrative tasks you improve how theyre done.

Youre 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.

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

Technical Requirements

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

Why Join This Opportunity

This is an opportunity to become far more than an administrator.

Youll play a central role in helping build the operational foundation of a growing healthcare business while working directly alongside leadership. Your ideas systems and process improvements will have a tangible impact on how the organisation scales making this an ideal role for someone who enjoys ownership continuous improvement and long-term career growth.

Verification Checklist:

Candidates should also provide:

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

Required Experience:

IC