Operations Support Coordinator

This role supports the Operations Manager by maintaining organisational trackers, monitoring operational processes and ensuring systems remain accurate and up to date.

Integrated Treatment Services is a UK Speech and Language Therapy service working with schools, therapists and families across the country. We are seeking an assistant VA to support operational systems and monitoring processes within the business. This role focuses on running regular system checks, maintaining organisational trackers and ensuring processes are followed, rather than managing operational decisions. The Systems & Compliance Administrator will work alongside the Operations Manager, helping ensure that key administrative processes are completed and systems remain organised and up to date.

MUST BE UK BASED DUE TO THE ASPECT OF THE ROLE.

Hours - Approximately 2–3 hours per week
Estimated monthly workload 8–12 hours

Key Responsibilities:

Clinical Supervision Tracking
• review supervision tracking sheets
• ensure therapists have booked supervision sessions
• flag any overdue sessions to the Operations Manager

Case Note Monitoring
• review case note trackers
• ensure therapists have uploaded required case notes
• flag any missing records

Caseload Tracking
• ensure therapist caseload trackers are updated
• confirm new pupils are added and discharged pupils removed

Case Note Archiving
• move completed caseload folders to archive locations
• maintain archive tracking systems

Training Administration Checks
• ensure training attendance lists are updated
• confirm certificates have been issued following training events
• follow up where certificates have not yet been sent

Case Note Audit Coordination
• assist in scheduling case note audits when required
• ensure required documentation is prepared and accessible for audit review

Systems Monitoring
• run through the weekly operations checklist
• ensure internal trackers are updated
• flag any issues to the Operations Manager

Data Organisation & CRM Support
• assist with organising databases within CRM systems to support bespoke marketing campaigns
• support the collation and organisation of internal organisational data when required
• assist the Operations Manager with organising operational documentation, templates and system records

Experience with some of the following would be helpful:
• Google Workspace (Drive, Docs, Sheets)
• spreadsheets and trackers
• CRM systems
• basic document management systems

We are looking for someone who:
• is highly organised and detail-focused
• enjoys working with systems and checklists
• is comfortable working with spreadsheets and databases
• is reliable and consistent

Clinical knowledge is not required for this role.

Applicants must:
• operate as a freelancer / independent contractor
• hold professional indemnity or freelancer liability insurance, or be willing to obtain this before starting
• sign a confidentiality and data protection agreement (GDPR compliant)

Safeguarding & Data Protection
Integrated Treatment Services works with schools and children.
The successful applicant must:
• be willing to obtain a Basic DBS check if not already held
• follow strict GDPR and confidentiality procedures

This role involves administrative oversight only and does not involve clinical decision-making.