Operations Manager

Operations Manager — Allied Health Media

1. Job Title Operations Manager (Senior / Ownership Role) Full-time - Remote - Reports to the Founder/Chairman
2. About Allied Health Media Allied Health Media (AHM) is a healthcare marketing agency helping UK private medical consultants grow their practices through AI-driven visibility — ranking them top-3 on Google Maps and AI search, and converting that visibility into self-pay patient calls. Since 2022, AHM has built a fast-growing team spanning sales, SEO, production, web development, client success and GBP/local search, serving a client roster of over 100 private consultants across the UK. As the company scales, the founder needs an experienced operator who can take structure, accountability and consistency off his desk permanently — not someone who needs the structure explained to them first.
3. Role Overview We are hiring an Operations Manager to own the day-to-day running of the business: the systems, the SOPs, the people cadences, and the follow-through that turns plans into finished work. This is not an assistant or coordinator role — it is a senior operational leadership position for someone who has run operations at scale before and can walk in, diagnose what's broken, and fix it without being told how. You will sit between the founder's vision and the team's execution. Your job is to translate priorities into working systems, keep every department accountable to deadlines and quality, catch problems while they are still small, and report clearly on what's working and what isn't — so the founder can stay focused on strategy, sales and growth rather than day-to-day firefighting.
4. Key Responsibilities

• Own AHM's operational backbone end-to-end: project tracking, internal dashboards, SOPs, forms, and the systems that keep departments (SEO, production, web development, client success, sales) moving in sync
• Run the internal project board — what's being built, by whom, by when, and what happens the moment something slips
• Build and maintain reporting dashboards leadership relies on weekly (delivery status, team performance, client health, pipeline)
• Manage and coach backend team leads and specialists with clear KPIs, regular 1:1s, and real accountability
• Design and run structured onboarding "boot camps" so new hires are productive within days, not weeks
• Own the SOP library across every department — created, version-controlled, enforced, and improved as processes change
• Identify operational risk early (missed deadlines, unclear ownership, quality slippage, client-facing gaps) and act before it becomes a client or revenue issue
• Coordinate across departments to resolve blockers, dependencies and handoffs without needing the founder to intervene
• Report weekly to the founder on operational status, team performance, risks and wins — in a format that takes minutes to read, not an hour

5. Operations & Process Management

• Take unstructured priorities and turn them into documented workflows, owners and deadlines
• Build and maintain the "Command Centre" — the single source of truth for tasks, SOPs, forms and project status
• Identify manual, repetitive or error-prone processes and either fix the process or work with the tech team to automate it (AI tools, workflow automation, CRM)
• Maintain version control and change history on all live SOPs — no undocumented "tribal knowledge" processes

6. People & Team Coordination

• Run weekly team cadences: planning at the start of the week, daily check-ins, and an end-of-week accountability review
• Hold regular 1:1s with department leads/specialists to track output, remove blockers and flag underperformance early
• Coordinate capacity planning across sales, client success and delivery teams — know what the business can realistically take on
• Act as the first point of contact for cross-department blockers, only escalating what genuinely needs the founder's decision

7. Performance, Accountability & Reporting

• Set and track clear KPIs per team/role, in partnership with department leads
• Produce a weekly ops report to the founder covering project status, team performance, blockers and wins
• Flag underperformance or risk to the founder with evidence and a proposed next step — not just the problem
• Maintain an end-of-day or end-of-week rhythm so nothing "falls through the cracks" silently

8. Systems, SOPs & Continuous Improvement

• Own the SOP library across the business: onboarding, offboardingw, client handoffs, billing, escalations, and every other repeatable process
• Ship at least one measurable operational improvement every week — a fixed process, a new automation, a closed gap
• Regularly audit existing SOPs and dashboards for accuracy; retire or rewrite anything out of date
• Bring in and evaluate tools (project management, automation, reporting) where they genuinely improve throughput or accuracy

9. Problem-Solving & Escalation Management

• Build and maintain a clear escalation path so every team member knows who to go to when blocked — and enforce that employees raise blockers immediately rather than sitting on them
• Personally resolve operational issues wherever possible; escalate to the founder only decisions that genuinely require his input
• Respond to escalations within the same working day, and treat anything client-facing or revenue-impacting as urgent
• Conduct light root-cause analysis on recurring issues rather than repeatedly firefighting the same problem

10. Communication & Cross-Department Coordination

• Keep departments (SEO, production, web development, client success, sales) aligned on shared deadlines and dependencies
• Communicate clearly and directly — in writing and verbally — with both junior team members and senior leadership
• Represent operational status accurately to the founder: no sugar-coating, no burying bad news
• Maintain professional discretion with confidential business, client and financial information

11. Required Experience Essential

• 4+ years' experience in an operations management role, ideally within an agency, services business, or fast-growing SME
• Demonstrated experience building and running SOPs, dashboards, and project-tracking systems from scratch
• Experience managing or coaching a team (direct reports or cross-functional coordination), including performance conversations
• Experience working with remote, distributed teams and fully digital workflows Desirable
• Experience in a marketing, digital agency, or healthcare-adjacent business
• Familiarity with automation/workflow tools (e.g. Make, Zapier, n8n) and CRM platforms (e.g. GoHighLevel)
• Exposure to AI-assisted operations tools (e.g. Claude, ChatGPT, Viktor-style AI agents) used for internal workflow
• Prior experience building onboarding "boot camp" style ramp-up programmes for new hires

12. Skills & Competencies

• Strong ownership mentality — solves problems rather than escalating everything upward
• Excellent organisational skills and high attention to detail, with the discipline to keep documentation current
• Clear, confident written and verbal communicator, comfortable presenting status (including bad news) to senior leadership
• Sound judgement on what to decide independently versus what to escalate
• Comfortable holding others accountable, including people more senior or tenured than themselves
• Analytical enough to read a dashboard or report and immediately spot what's wrong
• Calm under pressure when priorities shift or something breaks

13. Ideal Candidate Profile You have run operations somewhere before — not just supported them. You've built a project board that people actually use, written an SOP that stopped a recurring mistake, and had the uncomfortable conversation with someone whose output had been slipping. You don't wait for instructions on what "good" looks like; you set the bar and hold the team to it. You're equally comfortable in a spreadsheet, a 1:1, and a founder update — and you know which one the moment calls for.
14. What Success Looks Like in This Role

• Within 30 days: you have visibility into every active project, team and client-facing workflow, and the founder is fielding noticeably fewer operational questions
• Within 60 days: core SOPs are documented, the project board is the team's default reference, and at least one manual process has been automated or eliminated
• Within 90 days: department cadences run on their own rhythm, escalations are resolved before they reach the founder, and weekly reporting gives leadership a clear, trustworthy read on the business — with a visible track record of ops improvements shipped

15. Working Arrangement / Schedule

• Remote, full-time
• Core working hours aligned with the UK team (Monday–Saturday, business hours) with overlap required for daily/weekly team cadences
• Some flexibility expected around escalations and time-sensitive issues outside core hours

16. Salary / Compensation Competitive, based on experience — to be discussed during the interview process and set at a level appropriate for a senior operations hire taking full ownership of the function.
17. How to Apply Please apply with your CV and a short video covering:

• A specific operational system or process you built or fixed, and the measurable result
• An example of holding a team or individual accountable to a standard that wasn't being met
• Why this ownership-level operations role — rather than a supporting operations position — is the right fit for you Applications without this note will not be considered.