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