Practice Coordinator / Operations Manager (Virtual – Part Time)

Integrated Treatment Services is a UK Speech and Language Therapy service working with schools, therapists and families across the country.

We are seeking a highly organised Operations Manager / Practice Coordinator to support the operational running of the business.

UK based applicants only

This role focuses on coordinating services, managing operational processes and supporting therapists and schools to ensure services run smoothly.

The Operations Manager will work closely with the Director and will be supported by an Administrative Systems Assistant who helps run routine monitoring and checklist tasks. The role therefore focuses on coordination, organisation and process management, rather than completing all administrative tasks personally.

A structured handover will take place with the current post holder to ensure a smooth transition into the role.

The Operations Manager may also conduct initial screening interviews with therapist applicants to explain the role and operational processes before candidates progress to interviews with schools or therapists. These interviews are not clinical interviews.

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Hours

Approximately 7–10 hours per week
Estimated monthly workload: 30–40 hours

Daily availability during weekdays is required.

Hours are not expected to be worked in one block but spread across the week depending on operational needs. Time worked will be tallied flexibly based on business requirements.

Workload may vary depending on school term activity.

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Key Responsibilities

School & Client Enquiries

• respond to enquiries from schools and organisations
• gather information about service needs
• coordinate follow-up communication
• maintain enquiry tracking systems

Therapist Coordination

• maintain therapist availability lists
• coordinate therapist placements with schools
• schedule meetings between therapists and settings
• maintain therapist contact records

Recruitment Coordination

• manage therapist applications
• schedule interviews with applicants
• provide applicants with an overview of the role and operational expectations
• maintain recruitment tracking systems
• coordinate next recruitment stages with schools or therapists

Training & Course Coordination

• coordinate training events and courses
• book and coordinate trainers
• liaise with trainers regarding logistics and requirements
• manage attendee communications
• support post-course administration

Operational Systems Oversight

• ensure operational trackers and systems remain up to date
• monitor workflows and flag issues where processes are not followed
• work with the Systems Assistant to ensure key processes are completed

Finance Administration

• coordinate therapist hours tracking
• assist with invoice preparation
• maintain financial spreadsheets
• support invoicing using Xero accounting software

Operational Organisation

• organise shared folders within Google Workspace
• maintain operational spreadsheets and trackers
• support the Director with administrative coordination

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Systems We Use

Must have experience with:

• Google Workspace (Drive, Docs, Sheets)
• Gmail
• spreadsheets and operational trackers
• Zoom
• Eventbrite
• Xero
• basic CRM systems

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AI Tools

Familiarity with AI tools such as ChatGPT is beneficial. The Director regularly develops ideas and draft documents using AI tools and the Operations Manager may assist with refining or organising these workflows.

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Ideal Candidate

We are looking for someone who:

• is confident, organised and personable with clients
• enjoys coordinating processes and systems
• works efficiently and independently
• is comfortable managing multiple workflows
• has experience supporting small businesses or professional services

Experience working with education, healthcare or therapy services is very helpful but not essential.

Expected hourly rate: £20–£30 per hour (depending on experience)

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Professional Requirements

Applicants must:

• operate as a freelancer / independent contractor
• hold professional indemnity insurance (or be willing to obtain it)
• sign a confidentiality and GDPR agreement
• be comfortable handling confidential information

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Safeguarding

As we work with schools and children, applicants must:

• be willing to obtain a Basic DBS check if not already held
• follow strict confidentiality and data protection procedures

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Application

Please include:

• a brief overview of your experience in operations or VA roles
• examples of operational or coordination work you have undertaken
• your hourly rate
• your weekly availability