Operations Manager - HSL

Job Title: Operations Manager - HSL

Department: Operations

Location / Coverage: Republic of Ireland / Northern Ireland

Reporting To: Nominated member of HSL Leadership Team

Direct Reports: ~10 - 15 across Procurement, Warehousing and Sales Administration

Contract Type: Permanent - Full-Time

Salary: In line with role, market and candidate experience

PURPOSE OF THE ROLE

The Operations Manager is a key leadership role, with the primary focus of ensuring the effective realisation and delivery of customer sales to our customers on time and to quality.

Responsible for a continued focus on maintaining and improving the effectiveness and efficiency of Operational execution, to support current and future business growth needs, the role holder will manage a team of ~10-15 reports across 3 core pillars of responsibility:

- (Internal) Sales Administration

- Procurement

- Warehousing and Inventory / Stock Management

Working within a regulated environment, the post-holder will ensure that all operations are conducted safely, and in compliance with applicable regulatory standards.

KEY RESPONSIBILITIES

1. Procurement

Ensure effective operational execution of daily demand signals to procure / place orders on a wide supply base, in line with confirmed new sales demand.

Ensure effective operational management of open order books with all suppliers, with focus on delivery of materials on time delivery (OTD), and expedition / escalation of late / priority materials where supplier performance not in line with agreed performance levels.

Ensure delivery of product from supplier to warehousing, including managing documentation, customs and other logistical needs to support required OTD.

Ensure maintenance of accurate information in the required systems that enables accurate understanding of price, product, and stock holding.

Ensure continuous review of required inventory / stock levels in line with current demand, forecasted demand and demonstrable supplier performance that balances minimum stock and customer delivery.

2. Sales Administration

Ensure the sales administration function delivers accurate and timely processing of customer quotes, orders, and all invoicing and documentation (including regulatory) requirements.

Ensure the management of customer accounts, credit control liaison, and dispute resolution.

Maintain and improve efficient sales support processes and systems (CRM, ERP) that enable the (external) Sales team to deliver sales and sales growth.

3. Warehousing & Logistics

Ensure all warehousing operations (currently 2 facilities) operate efficiently and effectively, to include daily focus on picking, packing, Goods Inwards and Goods Outwards execution.

Ensure all physical warehousing transactions are accurately reflected and managed in the virtual world through appropriate documentation and the business systems in place.

Ensure warehouse operations comply with medical device storage requirements, including controlled environment standards, batch traceability and expiry management.

Implement and maintain robust inventory management processes, including conducting regular stock audits and cycle counts.

Manage third-party logistics relationships to ensure timely receipt of and shipment of goods.

4. Leadership & General Management

Ensure all work activities are carried out with Safety in mind, and in line with all required compliance and regulatory standards, including ISO and industry-specific regulatory needs.

Drive a routine pattern of work that acts as an operational check and balance on daily / weekly and monthly performance in each department, to facilitate the ability to act with agility in a fast-paced organisation.

Ensure a team culture of relentless focus on execution of core work, to support internal and external customer needs in parallel with a data and information driven focus on execution.

Underpin work activities with excellent communication to key stakeholders and a solution-focused attitude to the dynamic nature of a rapidly growing business.

Ensure a close working relationship, in each work stream, with key internal cross-functional stakeholders in reconciling, aligning, questioning and resolving - ensuring common understanding on status and priorities that support customer needs.

Ensure a robust understanding and framework of performance, with clearly measured and communicated management information with the team(s) and Senior Leadership that demonstrates performance, challenges and areas of delivery on improvement.

Ensure training, learning and development of team members to supports continued, high performance, and retained, long term team stability and growth.

Ensure operational budgetary control across all areas of responsibility, proactively identifying and reporting variances, and plans to manage in line with budget expectations.

Provide direction to the team on a tactical, operational and strategic level. Manage, challenge, inspire and grow the team.

CRITERIA FOR INITIAL SELECTION

Experience

Essential

Minimum 3 years experience in an operations / operational management / leadership role with multi-functional responsibility across a multi-site operation

Desirable

Minimum 5 years experience, ideally within a regulated medical device, pharmaceutical, or healthcare environment

Knowledge & Skills

Essential

Work-based experience in managing a team across more than 1 operational department AND multi-site

Work-based experience in using data to drive management information and affect good management decisions

Work-based experience in using business information systems to support and manage operational execution

Desirable

Work-based experience in managing a multifunctional, multi-site team including procurement, warehousing and administration

Industry recognised problem solving / continuous improvement experience / qualifications, including for example Lean Methodologies, Six Sigma, 5Y, 8D.

Work-based experience with Sage, SAP, Microsoft Dynamics or similar ERP systems

Personal Attributes

Results-driven - A proactive, solutions-focused approach

Highly organised - Excellent attention to detail and a commitment to accuracy

Collaborative - A team player with the ability to influence / engage stakeholders at all levels

Resilient - Able to lead teams through change and business growth

Knows the detail - Hands-on (At Gemba) as needed to deliver the day, the week, the month

Committed - To Safety, Quality, Delivery, Cost and People

Flexibile - Ability to flex with the needs of the role. Tactical, Operational and Strategic

Respect - Professional, consistent, persistent leadership

Customer focused - Focused on delivery to external and internal customers

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