Operations Manager

Do you have a passion for helping people and enjoy working with others? Do you enjoy arranging, supervising, and taking care of finances? Do you enjoy coming up with fresh, new ideas? If you are business savvy, a people person, and have a flair of creativity, we would like to get to know you!

RECEIVE A $250 BONUS after being employed for 6 months!

Responsibilities:

Ensure the efficient day to day running of the practice
To maintain good customer relations with all guests and their families
To portray a professional attitude to doctors, team, and guests
observe guest confidentiality at all times
to be fully aware of and being responsible for teams’ individual duties and responsibilities

Staffing Matters:

Maintaining knowledge of current employment legislation and being responsible for putting into practice
Supervise team as necessary
Arrange for recruitment and selection of permanent and temporary staff members
Monitor and evaluate trainings and induction processes
Monitor and evaluate trainings on a routine basis
Create job descriptions for new positions and update current job descriptions as needed
Organize disciplinary and grievance arrangements while working with specific team leaders and keeping records up to date
overseeing and monitoring staff employment record (holiday and sick day and vacation days, etc.)
Organize (if needed), attend and participate in practice meetings
Arrange refresher and update trainings for medical emergencies, CPR training and OSHA trainings
Addressing inner office conflicts
Encourage and develop team motivation and teamwork
Regular meetings with owner doctor and associate doctors (frequency TBD)

Finance:

Take responsibility for and supervise all banking procedures, including deposits, payments and checking bank statements
Develop and maintain all processes to diminish/eliminate the possibility of embezzlement
Ensure the operation of guest payment policy and collection of outstanding debts
Potentially develop new/better financing options for guests
Ensure petty cash is reconciled and is checked and monitored daily
Ensure dayshifts are reconciled and are checked and monitored daily
Monitoring staff payroll and bonus and corresponding record keeping
Producing end of year accounts for practice accountant
Generating financial reports such as profit and loss for use in budgeting, monitoring and planning
Working with partners (ex: Scheduling Institute) to produce financial and business plans
Analyzing financial information to identify positive or negative trends
Following up with any overdue accounts

Guests:

Ensure that our “best practices” are being followed by each team member
Ensure the operation of the practice guest complaints procedure
Deal with guest queries in a sympathetic and polite manner
Keep guest information from the practice (guest communications) fresh and up to date

Administration:

Keep all practice documentation up to date, including policies, insurances procedures and employee handbook
Work with IT and ensure the maintenance of the practice computer system
Maintain and keep the website up to date and fresh working with the Community Development Director
Coordinating functions, meetings, courses and travel arrangements
Ensure a daily backup is in place

Marketing:

Undertaking various analysis (ex: SWOT)
Identify the owners vision: What it is; what is stands for; why we do it
Setting objectives in the following areas: Financial, marketing, guest care, team culture, training and various resources with input from the leadership team
Helping in planning, developing and implementing new strategies for marketing the practice
Identifying target markets within the practice and exploiting their potential
Designing and planning new services the practice can provide
Facilitating the set up/start up of above said services
Liaising with the media groups and the Community Development Director and providing them with information for our guests
Devising sales strategies, implementing and overseeing new sales initiatives
Organizing the production and distribution of guest communications such as emails, newsletters, display events print media while working in tandem with the Community Development Director

Experience and Qualifications:

REQUIREMENT: Experience in finance and accounting.

To apply, please fill out the employment application below:

Employment Application

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I certify that all the information I provided to apply for and secure work is true, complete and correct.

If accepted for employment, I hereby agree to comply with all rules and regulations, to perform all assigned duties to the best of my ability, and to assume all responsibility for company property entrusted to my care.

Furthermore, I authorize with no reservation, the employer, its agents, representatives, or employees to contact and gather information from all references (personal and professional), employers, public agencies, licensing authorities and educational institutions and to otherwise verify the accuracy of all information provided by me in this application, or in a resume or job interview. I hereby waive and and all rights and claims I may have regarding the employer, its agencies, employees or representatives, for seeking, gathering and using truthful and non-defamatory information, in a lawful manner, in the employment process and all other persons, corporations or organizations for providing such information about me.

I understand this employer does not unlawfully discriminate in employment and no inquiry or question in this application is used for the purpose of limiting or eliminating any applicant from consideration for employment on any basis prohibited by applicable local, state, or federal law.

I understand that this application remains current for 30 days, and at the conclusion of 30 days if I have not heard back from the employer and still desire to be considered for employment, it will be necessary to reapply and fill out a new application.

If I am hired, I understand that I am free to resign at any time, with or without cause and with or without prior notice, and the employer reserves the same right to terminate my employment at any time, with or without cause and with or without prior notice, except as may be required by law. This application does not constitute an agreement or contract for employment for any specified period or definite duration. I understand that no supervisor or representative of the employer is authorized to make any assurances to the contrary and that no implied oral or written agreements contrary to the foregoing express language are valid unless they are in writing and signed by the employer's president.

I also understand that if I am hired, I will be required to provide proof of identity and legal authorization to work in the United States and that federal immigration laws require me to complete an I-9 Form in the regard.

I understand any information provided by me that is found to be false, incomplete or misrepresented in any respect, will be sufficient cause to (a) eliminate me from further consideration for employment, or (b) may result in my immediate discharge from employment, whenever discovered.

Finally, in consideration of my employment and any wages, salary or other remuneration paid to me by the company, I agree not to communicate or disclose to any person, not employed by the company, any proprietary knowledge, confidential information or trade secrets acquired by me during my association with the company and that the company shall have full title to every invention, discovery, or improvement conceived or delivered by me during my employment, and I agree, if requested, to execute such instrument and assignments as may be necessary to enable the company to obtain letters or patent thereon in the U.S. and elsewhere.
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Operations Manager