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Clinic Operation Manager

3 months ago

Kuala Lumpur, Kuala Lumpur, Malaysia IFloss Dental Full time
Job Description: Clinic Operational Manager

Position: Clinic Operational Manager

Reports To: Clinic Director

Job Overview:
The Clinic Operational Manager will be responsible for overseeing the daily operations of all three clinic branches, managing performance data, coordinating administrative tasks, and ensuring the smooth functioning of all operational processes. This role will also be tasked with compiling and creating Standard Operating Procedures (SOPs) for each branch and measuring key metrics to optimize the clinics' performance. The ideal candidate will have strong leadership skills, experience in multi-site operations management, and proficiency in data and metric management.

Key Responsibilities:
Operational Management:
  • Oversee daily operations of all three clinic branches to ensure efficiency and effectiveness.
  • Coordinate with different departments to streamline processes and improve patient care.
  • Manage and resolve operational issues promptly.
Performance Data Coordination:
  • Distribute performance surveys and feedback forms to employees, peers, supervisors, and relevant stakeholders across all branches.
  • Collect and compile performance data from various sources.
  • Maintain detailed and organized records of employee performance, attendance, and leave management.
  • Assist in generating performance reports and summaries for review by HR and management.
Key Metrics Measurement:
  • Identify and track key performance indicators (KPIs) that drive clinic optimization and success.
  • Analyze data to identify trends, inefficiencies, and areas for improvement.
  • Provide regular reports on key metrics to the Clinic Director and management team.
Standard Operating Procedures (SOPs):
  • Compile and create comprehensive SOPs for all operational processes within each clinic branch.
  • Ensure SOPs are up-to-date and reflect current best practices.
  • Train staff on SOPs and monitor adherence to ensure consistency and quality in operations.
Administrative Support:
  • Assist in scheduling peer reviews, performance meetings, and training sessions.
  • Provide administrative support to the HR department and clinic management.
  • Facilitate communication between departments to ensure smooth data collection processes.
Quality Assurance:
  • Ensure compliance with clinic policies and procedures.
  • Maintain high standards of clinic cleanliness and hygiene.
  • Monitor and ensure the quality of patient care and services.
Team Coordination:
  • Support HR in the onboarding process and ensure new hires understand operational procedures and performance expectations.
  • Coordinate training and development activities for clinic staff.
  • Foster a positive and productive work environment.
Financial Management:
  • Assist in budget planning and cost management for all three branches.
  • Monitor inventory levels and ensure timely reordering of supplies.
Confidentiality and Compliance:
  • Handle all performance-related data with the highest level of confidentiality.
  • Ensure compliance with company policies and data protection regulations.
Qualifications:
  • Education:
  • Bachelor's degree in Business Administration, Healthcare Management, Operations Management, or a related field.
  • Experience:
  • Previous experience in operations management, healthcare administration, or a similar role.
  • Experience in managing multiple locations.
  • Experience in compiling and creating SOPs.
  • Familiarity with performance management systems and tools.
  • Proficiency in data analysis and metric tracking.
Skills:
  • Strong leadership and organizational skills.
  • Proficiency in Microsoft Office (Excel, Word, Outlook) and Google Workspace.
  • Excellent attention to detail and accuracy.
  • Good communication and interpersonal skills.
  • Ability to handle confidential information with discretion.
  • Financial acumen and budget management skills.
  • Knowledge of SOP development and implementation.
  • Data analysis and KPI measurement skills.
Key Competencies:
  • Leadership: Ability to lead and motivate a team to achieve operational excellence.
  • Organizational Skills: Capability to manage multiple tasks and maintain detailed records.
  • Analytical Thinking: Proficiency in analyzing data to make informed operational decisions.
  • Problem-Solving: Ability to address and resolve operational issues efficiently.
  • Attention to Detail: Meticulous in recording and managing data to ensure accuracy.
  • SOP Management: Skilled in creating, updating, and training staff on SOPs.
  • Metric Measurement: Expertise in identifying, tracking, and reporting key performance indicators.