Operations Specialist

Operations Specialist (Fixed-Term Contract, 12 months) The Operations Specialist will lead a one-year programme of work to strengthen and systematise MyMind’s operational infrastructure.  Location: Remote (regular travel to offices in Dublin 1, Dublin 6, Dublin 8, Cork, and Limerick; occasional travel may be required to MyMind Hubs in Galway, Carlow, Clondalkin, Athlone, Ballina, and Ballinrobe) Type: Full-time, fixed term (12 months) Reports to: CEO, with close collaboration with Clinical Manager, Tech and Operations teams Salary: Commensurate with experienceAbout MyMindMyMind is a multi-award-winning mental health charity committed to providing professional, affordable, and accessible therapy for individuals facing mild to moderate mental health challenges.Our Vision: An Ireland where no one faces mental health challenges alone.Our Mission: To positively change lives by providing professional, affordable, accessible therapy to anyone experiencing mild to moderate mental health challenges.Role OverviewThe Operations Specialist will lead a one-year programme of work to strengthen and systematise MyMind’s operational infrastructure. You will conduct a full review of operational processes, develop/update policies and procedures, and embed best practice across areas such as Mental Health Professional management and onboarding, Client Management, facilities, data protection, training, and health & safety.You’ll work closely with Operations, Tech, and Clinical teams to ensure processes are efficient, compliant, and aligned with service needs.This is a remote role with regular travel to MyMind offices for project-based work.Key Objectives· Deliver a comprehensive review of MyMind’s operational functions and workflows.· Design and implement clear, standardised policies and procedures (SOPs) for the Operations Team.· Establish and embed GDPR procedures in Operations.· Develop a training and development framework for Operations staff.· Address all health & safety actions arising from Peninsula’s annual review.· Define facilities management procedures and service protocols.· Align new/updated procedures with the upcoming system change.· Support day-to-day escalations for Operations Team and troubleshooting to ensure continuity of service.· Specific projects: MHP contract updates, archiving project, new system rollout, GDPR review, and health & safety updates across all main offices.Core ResponsibilitiesOperational Review & Development· Conduct a 360° audit of operational systems to identify gaps and improvement opportunities in area.· Document and map workflows across client services, MHP management, client management, and facilities.· Lead the creation and implementation of SOPs for all operational areas.· Ensure consistency and clarity across internal documentation and communication channels.Policy & Compliance· Update and implement operational policies in line with current legislation and sector best practice.· Oversee the establishment of GDPR compliance procedures with external consultancy support.· Support audit readiness and internal compliance monitoring.Training & Development· Design a training plan for the Operations team.· Create onboarding guides and reference materials to drive consistency and quality.Facilities & Services· Implement all actions from Peninsula’s Health & Safety review to close identified gaps.· Coordinate the annual health & safety inspection with Peninsula.· Conduct and document Fire Risk Assessments.· Define procedures for facilities management, vendor coordination, and service maintenance.· Establish clear escalation routes and service-level expectations.Systems & Implementation Support· Work with management and tech team to map new operational processes to system changes.· Assist in testing, feedback, and staff training during system implementation.Collaboration & Support· Support the Operations Team Lead with day-to-day operational coordination as required.· Contribute to cross-departmental projects and organisational initiatives.Qualifications & Skills· 3+ years’ experience in operations, business process improvement, or project management—ideally in healthcare, non-profit, or service-based environments.· Proven ability to document, standardise, and streamline procedures across multiple teams.· Working knowledge of GDPR and operational compliance (hands-on implementation experience is a plus).· Strong project management, analytical, and organisational skills.· Excellent interpersonal and communication skills; confident working cross-functionally.· Full driver’s licence and access to a car.· Experience with digital systems, CRMs (e.g., monday.com), or workflow tools.· Familiarity with clinical or client-facing service environments is preferred.· Comfortable working independently and meeting deadlines in a remote setting.Contract Details & Benefits· Fixed-term, 12 months· Remote role with regular travel for project work· 23 days annual leave· Bike-to-Work Scheme· Employee Assistance Programme· Wellness Initiatives