About us
At Oushk Pharmacy, we believe that feeling good and looking great should go hand in hand. We're a modern, boutique-style online pharmacy offering expert support in weight loss, skin health, and wellness. From personalised treatment plans to trusted medications like Mounjaro, our mission is to help people take control of their health in a way that feels empowering, supportive and safe. As a growing team, we're committed to creating a workplace that values care, customer experience, and confidence — both for our customers and for the people who work with us.
About the role:
We are recruiting a Clinical Office Manager, reporting to the Director of Medicines Management, who will be responsible for the smooth operation of a clinical office environment, ensuring both administrative and clinical support functions run efficiently. This includes, managing staff, clinical and non-clinical resources, compliance with regulatory and health and safety standards, staff training and the implementation of process improvements and automation to enhance operational safety. The role is pivotal in support clinical teams, maintaining patient safety and ensuring the highest standards of service delivery.
Key responsibilities:
1. Clinical & Office Administration
* Manage day-to-day operations of the clinical office, including staff scheduling, patient flow, and clinical documentation.
* Maintain inventory of clinical consumables, sundries and medical supplies including ordering and reordering to prevent stock shortage.
* Ensure proper storage, tracking and disposal of clinical materials in line with safety and regulatory requirement.
* Maintain accurate patient records, databases and reporting systems, ensuring confidentiality and compliance with GDPR and healthcare regulations.
* Support the recruitment and onboarding of clinical and administrative staff.
2. IT & Systems Management
* Oversee clinical IT systems, including electronic patient records, prescription software and office management tools.
* Troubleshoot basic IT issues for staff and liaise with IT support providers as needed.
* Implement and maintain digital tools to improve efficiency, including Power Automate workflows for tasks such as patient follow-ups, leave requests, training reminders and procurement approvals.
* Maintain access permissions to clinical systems and ensure data security protocols are followed.
3. Clinical Compliance & Safety
* Maintain and enforce compliance with healthcare regulations, professional standards and internal policies.
* Lead fire safety, health and safety and infection control procedures, including regular risk assessments, drills, and staff training.
* Monitor clinical governance procedures, incident reporting and escalation processes.
* Ensure all clinical staff maintain professional registration and complete mandatory training (CPD, safeguarding, infection control, etc).
4. Training & Development
* Develop and maintain a training matrix for all clinical and administrative staff, ensuring mandatory and role-specific training is completed.
* Coordinate induction and ongoing training for clinical staff, including systems, protocols, and patient safety procedures.
* Support managers in creating PDPs (personal development plans) and scheduling regular one-to-ones and appraisals.
* Identify gaps in training and recommend improvements.
5. Efficiency & Process Improvement
* Identify opportunities to improve workflows and office efficiency.
* Implement automation solutions using Power Automate or other workflow tools to reduce manual administrative burden. Examples include:
* o Automated staff leave and absence tracking
* o Clinical supply requisitions and approvals
* o Patient communication and follow-up reminders
* o Training and compliance reminders
* Monitor and report on operational metrics, making recommendations to improve service delivery.
6. Financial & Resource Management
* Manage office and clinical budgets, monitor expenditure and ensure cost-effective use of resources.
* Maintain relationships with suppliers and service providers, negotiating contracts where appropriate.
* Ensure timely and accurate invoicing, reimbursements, and petty cash management.
7. Communication & Leadership
* Act as a first point of contact for clinical staff, patient and external stakeholders.
* Communicate effectively with senior management, clinical teams and support staff to maintain smooth operations.
* Prepare reports, summaries and presentations on office performance, compliance and resource utilisation.
What we're looking for – Essential:
* Proven experience in office management or administration, ideally in healthcare or in a clinical environment.
* Knowledge of clinical systems, patient record software, and regulatory compliance.
* Health and safety and fire safety training.
* People management
Nice to have but not essential (desirable):
* HR and training experience
* Relevant professional qualifications in healthcare administration, business management or clinical management.
Key Skills & Competencies
* Strong organisational and multi-tasking skills
* Attention to detail
* Excellent IT skills including Microsoft Office 365 and workflow automation tools (e.g. Power Automate)
* Understanding of health & safety, fire safety, and infection control in a clinical setting
* Experience managing clinical and administrative staff.
* Strong communication and interpersonal skills.
* Ability to problem-solve and implement process improvements independently.
* Continuous improvement.
We welcome applicants to apply if they feel they have what we are looking for.
Job Type: Full-time
Pay: £43,000.00 per year
Benefits:
* Employee discount
* Free parking
* On-site parking
Application question(s):
* Do you have health and safety and fire safety training?
* Do you have knowledge of clinical systems, patient record software and regulatory compliance?
* Do you have experience of office management or administration?
Work authorisation:
* United Kingdom (required)
Work Location: Hybrid remote in Stockport SK4 1RS