Eyecare For You
Part-Time Operations & Administrative Assistant
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Operations Assistant / Office Administrator (Part-Time)
Eyecare For You
Leigh, WN7 (Office Based)
Competitive hourly rate (dependent on experience)
15 hours per week
About Us
Eyecare For You is one of England’s leading domiciliary opticians, providing NHS-funded eye care services to care homes and vulnerable patients throughout England and Northern Ireland.
Due to continued growth, we are looking for a reliable, organised and proactive Operations Assistant / Office Administrator to join our friendly team and support the day-to-day running of our business.
This is a varied office-based role that would suit someone who enjoys administration, organisation, customer service and ensuring that important tasks are completed accurately and efficiently.
The Role
You will play an important role in supporting our operations team by managing enquiries, coordinating information, tracking orders and supporting our care homes, optometrists and fitters.
This role would suit someone who enjoys working in a support-focused environment, following processes and taking ownership of completing tasks to a high standard.
No two days are the same, so the successful candidate must be comfortable managing multiple priorities whilst maintaining excellent attention to detail.
Key Responsibilities
Enquiry Management
- Monitor and respond to incoming telephone enquiries.
- Review and action messages from our call handling service.
- Ensure enquiries are dealt with promptly and professionally.
- Monitor the company email inbox and ensure emails are actioned appropriately.
- Escalate urgent matters to management where required.
Courtesy Calls & Client Support
- Carry out courtesy calls to existing care homes.
- Build and maintain positive relationships with care home managers and staff.
- Identify residents requiring eye tests, fittings or follow-up appointments.
- Record feedback accurately.
- Escalate concerns or service issues where appropriate.
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Care Home Administration
- Chase resident bed lists and required information from care homes.
- Maintain and update internal trackers and spreadsheets.
- Follow up outstanding actions and requests.
- Ensure information is received in sufficient time for clinics.
Lab Orders & Fitting Coordination
- Monitor outstanding spectacle orders.
- Track deliveries and manage outstanding jobs.
- Liaise with laboratories regarding delivery dates.
- Coordinate fitting appointments with care homes and fitters.
- Keep care homes informed regarding delivery and fitting dates.
- Escalate delays where necessary.
Glasses & Delivery Management
- Pack glasses ready for dispatch.
- Cross-check frame engravings against patient details and paperwork.
- Organise glasses into care home delivery batches.
- Prepare deliveries for fitters and optometrists.
- Assist with managing delivery backlogs.
- Ensure all outgoing deliveries are clearly labelled and organised.
Post & Logistics
- Prepare and send parcels to care homes, optometrists, fitters and suppliers.
- Organise Royal Mail and courier collections.
- Track outgoing items where appropriate.
- Receive and organise incoming deliveries.
Signage & Marketing Materials
- Prepare and dispatch dementia signage packs.
- Process signage requests from care homes.
- Organise and send leaflets, brochures and marketing materials.
- Assist with maintaining marketing stock.
Representative Support
- Ensure field representatives have sufficient supplies.
- Prepare and send leaflets, promotional materials and welcome packs.
- Maintain stock levels of representative materials.
Stock Control
Monitor stock levels of:
- Spectacle cases
- Cleaning cloths
- Leaflets
- Signage materials
- Marketing materials
- Merchandise
- Office supplies
You will also:
- Notify management when stock requires replenishment.
- Keep stock areas organised and tidy.
General Administration
- Support the Operations Team with day-to-day administration.
- Update spreadsheets and trackers.
- Assist with general office administration tasks.
- Help maintain an organised and professional office environment.
- Follow up on outstanding actions when required.
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About You
We are looking for someone who:
- Has previous administration or office experience.
- Is organised, reliable and proactive.
- Has excellent attention to detail.
- Enjoys completing tasks and following processes.
- Is confident speaking with people by telephone and email.
- Enjoys building positive relationships.
- Is comfortable managing multiple priorities.
- Can work independently and take ownership of tasks.
- Enjoys supporting a team and helping things run smoothly.
Most importantly, we are looking for someone who is dependable, positive and enjoys being part of a supportive team.
Essential Requirements
- Previous administration or office experience.
- Excellent organisational skills.
- Strong attention to detail.
- Good written and verbal communication skills.
- Comfortable using email, Google Sheets and online systems.
- Reliable, punctual and proactive.
- Ability to work independently.
- Access to a laptop/computer.
Preferred Requirements
- Customer service experience.
- Experience working within healthcare, care homes or a similar environment.
- Access to a car and a full UK driving licence.
- Experience using Google Workspace (Gmail, Sheets and Drive).
What We Offer
- Competitive hourly rate (dependent on experience)
- Consistent weekday hours.
- Friendly and supportive working environment.
- Stable, long-term part-time role.
- Varied role with responsibility and autonomy.
Please note that shortlisted candidates will be invited to attend a face-to-face interview, provide two professional references and attend a short paid trial session prior to appointment.
If you’re organised, reliable and enjoy keeping things running smoothly behind the scenes, we’d love to hear from you.
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