At a Glance
- Tasks: Support product and clinical study operations while coordinating with teams and partners.
- Company: Join a cutting-edge med-tech company revolutionising digital health with AI.
- Benefits: Competitive pay, supportive team culture, and opportunities to work on impactful projects.
- Other info: Ideal for self-starters eager to learn and grow in a dynamic environment.
- Why this job: Make a difference in healthcare by supporting innovative tools that enhance clinical research.
- Qualifications: Strong communication skills, attention to detail, and a proactive attitude.
About Machine Medicine Technologies
We are a med-tech company leveraging cutting-edge AI to build scalable, regulatory-grade tools for video-based motor assessments. As part of our growing operations team, we’re looking for a detail-oriented and proactive Operations Assistant to support our product and clinical study operations. You’ll play a key role in coordinating between internal teams, external partners, and clinical sites, ensuring smooth operations and exceptional user support across our Kelvin platform.
About Machine Medicine Technologies
We are a med-tech company leveraging cutting-edge AI to build scalable, regulatory-grade tools for video-based motor assessments. As part of our growing operations team, we’re looking for a detail-oriented and proactive Operations Assistant to support our product and clinical study operations. You’ll play a key role in coordinating between internal teams, external partners, and clinical sites, ensuring smooth operations and exceptional user support across our Kelvin platform.
About The Role
We’re looking for a detail-oriented, proactive, and highly organised Operations Assistant to support our product and clinical study operations.
You’ll work closely with the operations team to ensure smooth coordination between internal teams, external partners, and clinical sites using the Kelvin platform.
This is a dynamic role that combines customer support, training, day-to-day operations and light product operations. Ideal for someone who enjoys managing multiple stakeholders, learning about digital health technologies, and contributing to a product that directly supports clinical research and care.
This role is best suited to someone who enjoys taking ownership of their work. Following an initial onboarding period, you'll be expected to manage routine responsibilities independently, prioritise your workload, and identify when to seek guidance versus when to resolve issues yourself.
Key Responsibilities
Customer & Site Support
- Act as a first point of contact for investigators, site staff, and clinical study coordinators using the Kelvin platform.
- Manage and respond to user support requests (by email or video call) with professionalism and empathy.
- Troubleshoot basic app or portal issues and elevate technical problems when needed.
- Maintain logs of incoming queries and resolutions for quality tracking using Jira, Confluence, and Trello.
Training & Onboarding
- Lead or co-host virtual training sessions for new sites and users (via Zoom or Google Meet).
- Prepare and update training materials, including slide decks and demo videos.
- Monitor ongoing communications and action items, following up promptly with anyone who hasn’t responded or completed required steps, and keep documentation current.
Operational & Administrative Support
- Update spreadsheets, trackers, and documentation related to ongoing projects.
- Review and handle long, detailed clinical and regulatory documents (e.g., IRB materials) with a very high level of accuracy and attention to detail.
- Assist with preparing client-facing materials using tools like Figma, Canva, or Adobe.
- Assist in day-to-day operations and admin activities.
- Learn and understand the Kelvin platform (Reach, Clinic, Cloud, etc.) to effectively support users and internal workflows.
Requirements
Essential
- Strong written and verbal communication skills, with a clear and professional tone.
- Excellent organisational skills and attention to detail.
- Confidence in running online meetings and engaging with customers or clinical professionals.
- Comfortable working with complex and lengthy documents where accuracy is critical.
- Be flexible to occasionally adjust working hours (once or twice a week) to support US-based customers, with a late start the following day.
- Strong problem-solving skills with the ability to think critically, exercise good judgement, and work independently. Able to research, troubleshoot, and propose solutions rather than relying on constant direction.
Desirable
- Experience in digital health, clinical trials, or SaaS customer support.
- Familiarity with Jira, Confluence, or similar project management systems.
- Experience preparing training or onboarding materials.
- Basic experience with Figma, Canva, or Adobe for visuals or short videos.
Personality & Work Style
- Reliable, resourceful, and comfortable taking ownership of tasks.
- Proactive self-starter who identifies problems, suggests improvements, and takes initiative without waiting for instructions.
- Curious and eager to learn new tools and systems.
- Warm, patient communicator. Must be able to make complex things simple for users.
- Collaborative team player with initiative.
What We Offer
- Competitive compensation and benefits
- Opportunity to work on impactful problems in digital health
- A fast-paced, supportive team culture focused on innovation and collaboration
Please Note: A cover letter is mandatory; applications submitted without a cover letter will not be considered.
Operations Assistant employer: Machine Medicine
At Machine Medicine Technologies, we pride ourselves on fostering a collaborative and innovative work environment that empowers our employees to thrive. As an Operations Coordinator for our Digital Health Platform, you will benefit from comprehensive training, opportunities for professional growth, and a supportive culture that values your contributions. Located in a dynamic sector, our team is dedicated to making a meaningful impact in healthcare, ensuring that your work is both rewarding and significant.
StudySmarter Expert Advice🤫
We think this is how you could land Operations Assistant
✨Get Involved with Local Health Initiatives
Join local community health events or volunteer for organisations like public health agencies. This not only builds your experience but also helps you network with industry professionals who might know of openings at places like Machine Medicine.
✨Tap into Professional Associations
Check out associations like the Institute of Healthcare Management. They often have job boards, networking events, and conferences that are perfect for connecting with potential employers in health sciences administration.
✨Stay Updated with Industry Trends
Follow health policy news and trends—being knowledgeable about the current landscape will not only help you in interviews but also make you stand out as a candidate. You can discuss recent developments and their implications when chatting with folks at Machine Medicine.
✨Apply Through Our Website for Better Visibility
When you find roles that excite you, especially at places like Machine Medicine, don’t forget to apply through our website. This can sometimes give you an edge by showing the employer you’re savvy and committed to finding the right fit.
We think you need these skills to ace Operations Assistant
Some tips for your application 🫡
Highlight Your Relevant Experience:When applying for a role in health sciences administration, it's super important to spotlight any relevant experience you have in healthcare settings. Whether you've worked in a hospital, a clinic, or any related environment, make sure to detail those roles in your CV – focusing on your responsibilities and achievements that align with the job at Machine Medicine.
Showcase Your Administrative Skills:Administrative skills are key in this field, so don’t hold back! Make sure your CV reflects your proficiency in things like scheduling, data management, and compliance with health regulations. Mention specific software you’ve used, such as patient management systems, as this will demonstrate your hands-on abilities and readiness for the role at Machine Medicine.
Craft a Meaningful Cover Letter:Your cover letter should reflect your passion for the health sciences field and your eagerness to contribute to Machine Medicine. Share a bit about why you’re drawn to this sector, any impactful situations or challenges you’ve encountered, and how they’ve shaped your desire to work in health sciences administration. This personal touch can really set you apart!
Tailor Your Documents to the Job:Don't use a one-size-fits-all approach! Make sure your CV and cover letter are specifically tailored for this role. Highlight any certifications you have relevant to health administration, and ensure you clearly connect your previous roles to the skills needed for the full-time position at Machine Medicine. This way, you're showing them you’ve done your homework and are genuinely interested in being a part of their team.
How to prepare for a job interview at Machine Medicine
✨Showcase Your Administrative Skills
In health sciences administration, being organised is key. Make sure you can demonstrate your skills in managing schedules, paperwork, and data accurately. Be ready to discuss specific tools you've used, like electronic health record systems or scheduling software, and how they improved efficiency in your past experiences.
✨Know Your Regulations
Familiarity with healthcare regulations and compliance is crucial. Brush up on HIPAA, GDPR, or other relevant policies before your interview. We recommend preparing examples of how you've ensured compliance or handled sensitive information in past roles—this will show you're not just knowledgeable but also responsible.
✨Prepare for Scenario Questions
Interviews for administrative roles often involve scenario-based questions to assess your problem-solving skills. Practice responses to common situations you might face, such as dealing with a challenging patient or managing a sudden schedule change. This will not only demonstrate your ability to think on your feet but also highlight your interpersonal skills.
✨Align Your Goals with the Organisation
As a full-time candidate, employers will want to know how your long-term career goals align with their mission. Take some time to research Machine Medicine’s values and be ready to tie your passion for health sciences administration into their objectives. Demonstrating enthusiasm and career alignment can be a game-changer in this competitive field!
