Clinic Operations Executive  

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Clinic Operations Executive  

Levein Group Job

Location: Remote (Colombo 05 Sri Lanka )

Experience Level: 2-4 years

Department/ Specialism: Administration and Secretarial

Contract Type: Permanent - Full time

About Us

At Levein Group, we’re driving digital innovation across UK’s most dynamic sectors – from healthcare and fintech to hospitality and tech startups, all from our vibrant hub in Colombo, Sri Lanka. Join our passionate team of technologists where your creativity and skills can transform multiple industries. We offer more than just a job – we provide an environment where innovation meets purpose, where your growth matters, and where your solutions impact leading UK businesses. Ready to work on diverse, cutting-edge projects?

Your Key Responsibilities

Summary of The Role   The Clinic Operations Executive plays a key role in supporting the day-to-day operations of the company. The position acts as the first point of contact for practitioners working evening and weekend shifts and monitors patient communications to ensure time-sensitive enquiries are actioned promptly.  The role provides administrative and operational coordination across practitioner support, patient communications, appointment management, scheduling, and shift handovers. Working independently, the executive must use sound judgement to resolve operational matters and escalate anything requiring clinical or safety input. This is a non-clinical role and does not provide clinical advice.  Role Responsibilities  Practitioner & Clinic Operations
  • Provide real-time administrative support to practitioners during their shifts and respond to requests within agreed timeframes.  
  • Monitor consultation queues, manage practitioner breaks, and coordinate workflow to maintain capacity.  
  • Manage appointment disruptions, cancellations, rescheduling, and waitlists.  
  • Monitor practitioners for portals, calendars, and scheduling information for accuracy.  
Patient Support & Communication 
  • Monitor patient SMS and email channels and action time-sensitive enquiries, appointment requests and access issues.  
  • Respond to prospective patient enquiries, capture leads in Salesforce, and arrange consultations where appropriate.  
  • Make outbound calls to follow up enquiries, confirm or reschedule appointments and work on the waitlist.  
  • Escalate clinical, safety, privacy, or other urgent concerns in line with established procedures.  
Handover & Stakeholder Coordination 
  • Maintain accurate records of patient and practitioner interactions in Salesforce.  
  • Provide clear written handovers to the Australian team at the end of each shift.  
  • Communicate operational, technology and process updates to practitioners as required.  
  • Work closely with the Australian Clinical Operations team to ensure continuity of service. 

Required Skill and Qualifications

Essential Skills, Knowledge & Experience  
  • Experience in administration, coordination, customer support or operations.  
  • Excellent written and verbal English communication skills.  
  • Confidence making outbound calls and communicating with patients professionally.  
  • Strong organizational skills with the ability to manage multiple priorities simultaneously.  
  • Strong attention to detail when managing appointments, calendars, rosters, and records.  
  • Ability to work independently, exercise sound judgement and escalate appropriately.  
  • Comfortable using systems such as Salesforce, Google Calendar, Slack, and CRM/telephony platforms.  
  • Strong understanding of confidentiality and the importance of protecting patient information.
Personal Attributes 
  • Proactive, accountable, and comfortable working with minimal supervision.  
  • Calm and organized when managing multiple live requests and competing priorities.  
  • Strong attention to detail and commitment to accuracy.  
  • Professional, empathetic, and confident when communicating with patients and practitioners.  
  • Able to recognize urgent matters and act quickly without overstepping clinical boundaries.  
  • Commercially aware and able to identify and appropriately respond to prospective patient enquiries. 

Benefits

Work Environment 
  • Working Hours: 45 hours per week, Wednesday to Sunday, with Monday and Tuesday as scheduled days off.
  • Shift Hours: 5:30 AM – 7:30 PM Sri Lanka time, aligned with the 8:00 AM – 10:00 PM Melbourne operating window.
  • Location: Remote working from Sri Lanka, with occasional in-person meetings at our Colombo 5 office.
  • Benefits: Paid leave, career development and upskilling opportunities, and access to eLearning courses.

A Flexible Approach
to Work

OfficeRemote
Team working remotelyTeam event

Work from where you perform best

Whether from your home office, coworking space, or our Porto HQ, you have the freedom to choose.

Earn above the Sri Lankan market

Work with international companies and get paid accordingly.

EPF/ETF included

We operate as a registered Sri Lankan employer.

Flexible Remote Work

Your work hours are flexible. Work remote.

Career Growth & Support

A dedicated team that handles your hardware, HR, and growth.

Health Insurance & Benefits

Comprehensive health insurance coverage, plus additional benefits.

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