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 experience
About MyMind
MyMind 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 Overview
The 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 Responsibilities
Operational 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