Office Operations Manager

We are seeking an experienced, multi-faceted, highly motivated and self-directed office manager to join our team. The successful candidate will help with day-to-day business management and with delivering mission-critical operations projects. This role is ideal for someone with a passion for detail, structure and efficiency. People management and excellent organizational skills are also critical for this role. Problem solving and good judgement are a must-have.

The best candidates will have similar experience in an operations or office management role in a premium healthcare clinic, veterinary care clinic, spa/body care clinic or high-end gym.

• Managing Physical Operations: Managing Utilities, Business Rates, Maintenance Schedules, Facilities & Cleaning, Physical Assets, Scheduling and Overseeing Works
• Supporting HR: Working closely with the HR Director on recruitment, onboarding, rota management and employee management activities, as directed
• Inventory Management: Supporting the clinical team with inventory management and with equipment orders placed for new clinics
• Finance: Supporting the finance function, as needed, and managing purchasing and payments, as directed
• Co-ordinating IT Infrastructure: Working closely with the in-house and external IT specialists to ensure that IT infrastructure is functional
• Project Management: Managing and overseeing operations projects, as directed
• Managing Schedules and Appointments: Managing the overall diary for the business and keeping track of upcoming events and activities
• Co-ordinating Teams: Working with clinical and non-clinical teams to co-ordinate specific mission critical activities focused on marketing and event management

• Previous experience in a similar role in operations.
• Strong administrative skills with excellent attention to detail.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Good understanding of UK employment law and HR best practices.
• Ability to handle confidential information with discretion.
• Strong interpersonal and communication skills.
• Ability to prioritize workload and work to deadlines.

An entrepreneurial nature is a must-have. A healthy appreciation for the benefits of working in a modern setting with a supportive and competent team while being well compensated is a must.

In practical terms, this means:

• Being a self-starter (takes responsibility, gets things done, no hand-holding needed)
• Being an exceptional problem solver
• Comfortable with change, as we optimize our clinical model frequently
• Comfort with ambiguity and able to deal with imperfection
• The desire to help improve the clinic’s operational performance in meaningful ways
• Not “gossipy”
• Serious about work, but fun to be around

Successful candidates will work in new, purpose-built clinics in London. The clinics are contemporary, stylish and appeal to a cosmopolitan clientele. The clinic operating model is set up to:

• Deliver exceptional quality of care
• Demonstrate empathy for pet owners
• Deliver a premium client experience
• Safeguard the welfare of clinical teams

The Team: Each site employs vets and nurses, supported by VCAs and client care managers. The team is exceptional, as the business has been extremely selective about hiring only the best veterinary professionals in London. Each team member is clinically competent and keen on supporting each other in the workplace.

Hours: Clinic hours: 08:00 – 19:00 Monday through Sunday. Hours of work: 40 hours per week, predominantly Monday to Friday, 08:30 to 17:30 (with a 1-hour unpaid break) but flexibility required on occasions with time in lieu.

• Salary, depending on qualifications and experience (£35k+)
• Meaningful salary progression linked to professional achievement

• 5.6 weeks per calendar year, inclusive of public holidays
• Other discretionary holiday and leave benefits

• Pension contributions
• Health and other benefits after the initial probationary period
• Staff discounts on treatments and drugs for own pets