Operations Admin & Rota Coordinator - EMALG08

Location: Cape Town ( Hybrid ) 3 days in Century City Office

Position Type: Full-Time ( Contractor )

Working Hours: Monday to Friday - 8:00am – 17:00pm (UK Time)

Salary Expectations: R20 000 - R22 000 per month ( Based on Experience )

Role Summary

We are looking for an organised and proactive Operations Admin & Rota Coordinator to support daily functions across our clients business. This role plays a key part in rota management, patient and CRM support, and driving operational efficiency through digital and AI tools. You’ll work closely with the Head of Operations and other team leads to ensure their services run smoothly across both onshore and offshore teams.

Key Responsibilities

Rota & Scheduling

• Coordinate and maintain staff rotas (doctors, nurses, admin, and offshore teams) in collaboration with the Head of Operations.

• Monitor staffing levels and flag any areas of over- or under-resourcing.

• Support implementation and optimisation of rota systems, including AI-assisted scheduling tools.

Productivity Monitoring

• Use AI tools to track productivity and effectiveness across teams.

• Support the development of performance dashboards and reporting metrics.

• Provide weekly insights to the Head of Operations with suggested improvements where relevant.

Templates & Workflow Support

• Assist with creating and maintaining operational templates, SOPs, and structured business development workflows.

• Help embed new services or systems into day-to-day operations. Patient Coordination & CRM

• Support the Treatment Coordinator to ensure a smooth patient journey.

• Provide administrative input into CRM system use and suggest improvements.

• Monitor and escalate patient feedback, helping to close the loop on complaints or concerns.

General Admin & Communication

• Handle day-to-day communications professionally across teams and with patients where needed.

• Provide administrative support such as data entry, call handling, and task follow- ups.

• Act as a point of contact between internal operational teams and external client- facing staff.

About You

• You’re friendly, helpful, and comfortable working in a structured team environment.

• You enjoy finding ways to make systems run more smoothly.

• You’re tech-savvy, efficient, and not afraid to learn new tools or methods.

• You bring a solutions-focused mindset to your work and thrive when helping others succeed.

Requirements

• Previous experience in administrative or rota coordination roles (healthcare experience beneficial but not required).
• Good working knowledge of CRM systems and client management processes.
• Confident using digital and AI-based tools to improve workflows.
• Excellent written and verbal communication skills.
• Highly organised, responsive, and detail-oriented.
• Comfortable working in a fast-paced, evolving environment.
• Tech-savvy, efficient, and not afraid to learn new tools or methods.

Benefits

• Hybrid schedule: three days a week in our vibrant Cape Town office, two days remote
• Collaborative, empowering culture where your voice is heard
• Direct exposure to senior leadership and innovation projects
• Defined pathways for progression into operational, innovation, or leadership roles
• Total: 40 hours per week