The Operations Administrator will provide day-to-day operational and administrative support to ensure the smooth running of our consultancy projects and internal processes. This role is central to coordinating client consultations, managing information flow between clients and the Managing Director, supporting financial administration, and helping to build scalable systems as the company grows.
We are a small, but growing consultancy firm based in an accountancy practice, providing specialist business advice to the medical profession.
This is a part-time, office-based role in Santry, working 18–20 hours per week over 4 days, with the opportunity to increase hours as the company expands.
You will work closely with the Managing Director and clients, helping to keep projects on track and the business organised.
Key Responsibilities
1. Consultation Administration
- Assist the Managing Director in coordinating all stages of the consultation process from initial enquiry to project close, to include but not limited to:
- Schedule client meetings, manage follow-up actions,
- Collate and organise client documentation.
- Act as a first point of contact for client enquiries via phone, email, and website.
- Handle new client registrations, onboarding documentation, and initial information gathering.
- Maintain and update the appointment schedule.
- Act as the main operational point of contact between the Managing Director and clients throughout engagements.
- Coordinate weekly work-in-progress meetings with the Managing Director, record actions, decisions and follow ups.
o Maintain a professional, helpful, and timely response to all client communications.
2. Financial Administration
- General financial administration. Record keeping, preparing client invoices and preparing information for bookkeeping.
3. Systems, Processes & SOPs
- Compile and maintain a clear set of Standard Operating Procedures (SOPs) across key operational areas.
- Identify opportunities to streamline and improve existing processes and tools.
- Help implement and maintain simple systems to support efficient operations.
4. Ad Hoc Projects
- Assist in coordinating ad hoc projects e.g website redesign, webinar series, various business development initiatives.
Skills & Experience
Essential:
- Previous experience in an administrative, operations, or coordinator role (e.g. office admin, project admin, operations assistant).
- Strong organisational and time-management skills with the ability to manage multiple tasks and deadlines.
- Excellent written and verbal communication skills; confident dealing with clients.
- High attention to detail in handling documentation, scheduling, and financial information.
- Proficiency with common office software (e.g. Microsoft Office) and willingness to learn new tools.
- Comfortable working with basic financial information (spreadsheets).
- Able to work on-site in Santry for all scheduled hours (this is not a hybrid or remote role).
Desirable:
- Experience:
- in a professional services or consultancy environment.
- supporting finance/bookkeeping processes.
- coordinating small projects.
- writing or maintaining SOPs or process documentation.
Personal Attributes
- Proactive, with a “can-do” attitude and willingness to take ownership of tasks.
- Reliable and consistent, with a strong sense of responsibility and follow-through.
- Discreet and professional, able to handle confidential information appropriately.
- Comfortable working in a small, growing company where processes are still being refined.
- Problem-solver who can anticipate needs and suggest practical improvements.
Salary & Benefits
- Salary: Depending on experience.
- Hours: 18–20 hours p.w over 4 days (part-time), with potential to increase with growth.
- Pension: Auto-enrolment pension scheme.
- Office-based role in Santry with the opportunity to grow with the business.
Work Location: In person
