Overview
We are seeking a dynamic and highly organized Senior Operations Administrator / Office Coordinator to join our team! This vital role is designed for a proactive individual who thrives in a fast-paced environment and is passionate about streamlining office operations, supporting team management, and ensuring smooth administrative workflows. As a key member of our administrative team, you will coordinate daily office functions, oversee clerical tasks, and assist with human resources activities to foster an efficient and welcoming workplace. Your energetic approach and excellent communication skills will help drive our organizational success forward!
About Us
Eyecare For You is a growing domiciliary eyecare provider delivering NHS-funded eye care services to care homes and vulnerable patients across England and Northern Ireland.
We are looking for an experienced, highly organised and proactive Senior Operations Administrator / Office Coordinator to become a key member of our office team.
This is not simply a data-entry or basic administration role.
We are looking for someone who takes ownership, notices when something needs doing and gets it sorted without needing to be constantly directed.
The Role
You will help coordinate the day-to-day operation of a busy healthcare business, working closely with our office team, optometrists, laboratories, fitters and care-home clients.
You'll need to be comfortable juggling several priorities at once, following up with people, solving problems and ensuring nothing is allowed to fall through the cracks.
A typical day may involve dealing with a care-home enquiry, chasing an outstanding resident list, checking the progress of spectacle orders, coordinating a fitter visit, resolving a delivery problem and ensuring outstanding actions from the previous day have been completed.
Key Responsibilities
- Oversee the day-to-day organisation of the office.
- Monitor and respond to incoming emails and telephone enquiries.
- Liaise professionally with care-home managers and staff.
- Chase outstanding resident bed lists ahead of scheduled clinics.
- Monitor spectacle and laboratory orders and proactively chase delays.
- Coordinate spectacle deliveries and fitter visits.
- Follow up outstanding actions rather than waiting to be reminded.
- Support optometrists and other members of the clinical team with operational queries.
- Maintain accurate trackers and internal systems.
- Identify potential problems early and take appropriate action.
- Ensure important enquiries and issues are followed through to completion.
- Help organise stock, deliveries, post and office materials.
- Support and work alongside other members of the administration team.
- Escalate important issues to management where appropriate.
- Suggest practical improvements when you identify a better way of doing something.
Who We're Looking For
We're particularly interested in someone who has previously worked in a busy office where they were trusted to take responsibility and use their own judgement.
You should be:
- Highly organised and dependable.
- Naturally proactive.
- Confident making decisions within your responsibilities.
- An excellent communicator, particularly over the telephone.
- Comfortable chasing people when something needs completing.
- Able to prioritise without constantly asking what to do next.
- Calm when dealing with problems.
- Extremely attentive to detail.
- Comfortable using email, spreadsheets and online systems.
- A team player who is equally comfortable working independently.
- Receptive to feedback and willing to learn.
Previous experience within healthcare, care homes, optical, dental, property, logistics or another fast-paced administrative environment would be advantageous, but isn't essential.
Hours
Part-time, Monday to Friday.
Exact working hours can be discussed with the successful candidate.
£15.00 per hour.
- How many years of office/administration experience do you have?
- Tell us about a role where you were trusted to manage your own workload without constant supervision.
- Give an example of a problem you noticed at work before your manager raised it. What did you do?
- You start work and discover several unanswered emails, a care home missing information for tomorrow's clinic, an overdue spectacle order and a missed call from an optometrist. Talk us through what you would do first and why.
- Tell us about a time you had to chase a colleague, supplier or customer repeatedly to get something completed.
- Are you comfortable challenging or following up with colleagues when agreed tasks haven't been completed?
- How long would your commute to our Farnworth office be?
- Can you provide two recent professional references?
Pay: £15.00 per hour
Benefits:
- Free parking
- On-site parking
Application question(s):
- How many years of office/administration experience do you have?
- Tell us about a role where you were trusted to manage your own workload without constant supervision.
- Are you comfortable challenging or following up with colleagues when agreed tasks haven't been completed?
- Tell us about a time you had to chase a colleague, supplier or customer repeatedly to get something completed.
- You start work and discover several unanswered emails, a care home missing information for tomorrow's clinic, an overdue spectacle order and a missed call from an optometrist. Talk us through what you would do first and why.
Work Location: In person
