Workflow & Operations Systems Manager
New
H
Hunt StCoaching and Learning Experiences
Philippines, AU business hours (approx. 9 AM - 5 PM, Monday to Friday)ContractManager
Salary1500 - 2000 AUD per month
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Job Details
- Languages
- English
- Experience
- 3–5 years
- Required Skills
- AsanaNotion
Requirements
- 3–5 years of experience in building and managing workflows or similar project management systems
- Proficiency in Asana, Trello, Clickup, Notion or Vikunja
- Proven experience in SOP creation and documenting SOPs, with the ability to improve operational processes
- Strong experience in workflow/process mapping and structuring complex workflows into simple, scalable systems
- Experience in automation and systems thinking
- Ability to work with teams to implement and improve internal processes
- Strong organisational skills and strong attention to detail, with the ability to maintain process consistency
- Excellent communication skills for documenting and clearly explaining workflows and systems
- Strong English communication, high attention to detail, initiative and proactiveness, structured and logical thinking, and confidence in leading discussions
- Preferred: Healthcare or dental experience
- Preferred: Training system development
- Preferred: Experience with tools like Trainual, Loom, Notion
Responsibilities
- Break down and systemise all areas of the business, including patient journey, sterilisation processes, lab workflows, clinical workflows, administrative workflows, training and onboarding, and education/events operations.
- Ensure all workflows are role-specific, step-by-step, trigger-based, easy to execute without thinking, and linked to SOPs and AI-assisted tools.
- Work directly with key team members to schedule and lead workflow discovery sessions, ask detailed and proactive questions, and extract real processes, including edge cases.
- Identify gaps, inefficiencies, and dependencies, and take strong initiative to actively drive the process forward.
- Convert extracted information into workflow maps, including step-by-step sequences, decision points, dependencies, and role ownership.
- Develop SOPs (Standard Operating Procedures), ensuring each SOP includes purpose, trigger, responsible role, clear step-by-step instructions, tools required, quality checks, and error handling.
- Produce and maintain formats including written SOPs, visual workflows, linked video references, and AI knowledge files.
- Recommend a system based on requirements (e.g., Asana, Trello, Clickup, Notion, Vikunja) and translate workflows into automated systems.
- Ensure that when a workflow is triggered, all required tasks are automatically generated with no manual thinking.
- Develop a structured training system: recommend platforms for hosting SOP videos, link training materials to workflows, and ensure consistent onboarding across all roles.
- Create a training matrix that includes role-based competencies, required SOP completion, skill tracking, feedback loops, testing, and reconfirming trained knowledge and skills.
- Create organisational structure by mapping all roles, defining responsibilities, assigning workflow ownership, and building an organisational chart.
- Test and optimise workflows by running them in real scenarios, identifying issues and gaps, refining and simplifying processes, and continuously improving systems.
- Meet communication expectations by proactively scheduling calls, following up consistently, extracting missing information, and driving progress and timelines.
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