Operations Lead – Healthcare & Vaccination Programs

The Vaccination Hub is a growing healthcare start-up specialising in the coordination and delivery of vaccination programs across residential aged care facilities, community pharmacies, workplaces and schools.

We work closely with pharmacy partners and healthcare organisations to deliver accessible, efficient and high-quality vaccination services.

As a growing business, we offer a collaborative environment where you can make a meaningful contribution, take ownership of your work and play an active role in shaping how we operate.

About The Vaccination Hub

The Vaccination Hub is a growing healthcare start-up specialising in the coordination and delivery of vaccination programs across residential aged care facilities, community pharmacies, workplaces and schools.

We work closely with pharmacy partners and healthcare organisations to deliver accessible, efficient and high-quality vaccination services.

As a growing business, we offer a collaborative environment where you can make a meaningful contribution, take ownership of your work and play an active role in shaping how we operate.

About the Role

We are seeking an experienced, highly organised and proactive Operations Lead to oversee the day-to-day coordination and delivery of our vaccination programs and support our growing network of pharmacy partners and healthcare clients.

The ideal candidate will bring a proven background in healthcare operations, multi-site management or program coordination, with demonstrated experience managing complex schedules, coordinating multiple stakeholders and balancing competing operational priorities.

This is a hands‑on role suited to someone who enjoys taking ownership, solving problems and ensuring operations run efficiently with minimal supervision.

As part of a small and growing team, you'll have the opportunity to contribute ideas, improve processes and play an important role in shaping our operations as the business expands. We value initiative, adaptability and a practical, solutions‑focused approach.

The position offers hybrid working arrangements, combining work-from-home flexibility with on‑site responsibilities and occasional vaccination clinic support.

Key Responsibilities

- Clinic Operations and Scheduling: Plan, coordinate and oversee vaccination clinic schedules across multiple Australian states, ensuring efficient staffing, resource allocation and service delivery.

- Workforce Recruitment and Management: Recruit, onboard and coordinate locum pharmacists and vaccinators, including supporting partner pharmacies with their locum staffing requirements.

- Pre-Clinic Preparation and Facility Audits: Oversee clinic preparation, facility readiness assessments,



consent documentation and operational requirements to ensure clinics are ready for delivery.

- Facility and Pharmacy Coordination: Manage operational relationships with healthcare facilities and pharmacy partners, providing ongoing support, onboarding, training and troubleshooting.

- Quality Assurance and Compliance: Monitor operational quality, documentation accuracy and compliance with established procedures and service delivery standards, escalating clinical matters as appropriate.

- Vaccination Data Management: Coordinate vaccination records, consent information, AIR reporting and data reconciliation.

- Financial Administration and Reporting: Assist with basic financial administration, including collecting and forwarding partner pharmacy invoices to the accountant, maintaining accurate records and operational performance reporting.

- Systems and Administration: Maintain accurate operational records, clinic schedules, databases and reporting systems.

- Operational Troubleshooting: Proactively identify and resolve scheduling conflicts, staffing shortages and unexpected operational challenges, including occasional hands‑on vaccination clinic coverage when required.

- Continuous Improvement: Identify opportunities to streamline processes, improve operational efficiency and support the continued growth of the business.

About You

We are looking for an experienced pharmacist who brings established operational coordination experience, thrives on managing multiple moving parts and has the confidence to independently oversee day‑to‑day service delivery.

You are highly organised, proactive and comfortable managing competing priorities in a fast‑paced environment. You enjoy working with different stakeholders, finding practical solutions to challenges and ensuring that plans are executed effectively.

You bring a strong sense of accountability, attention to detail and the ability to anticipate operational needs rather than simply respond to them.

You are also comfortable working in a growing business environment where adaptability, initiative and a willingness to be hands‑on are valued.

Essential Requirements

- Current AHPRA registration as a pharmacist, with no conditions preventing performance of the role.

- Current vaccination training certificate, valid First Aid and CPR certification

- Minimum 3 years' demonstrated experience in healthcare operations, multi-site pharmacy management, program coordination or a comparable operational role.





- Proven ability to independently coordinate complex operations, including managing multiple schedules, stakeholders, resources and competing priorities.

- Demonstrated experience in operational planning, workforce coordination and problem‑solving.

- Strong organisational skills with the ability to anticipate operational challenges, prioritise workloads and deliver outcomes within deadlines.

- Excellent stakeholder management, communication and interpersonal skills.

- Strong proficiency in Microsoft Excel, Word and PowerPoint, including data analysis, reporting, operational documentation and skilled presentations.

- High attention to detail and experience maintaining accurate operational records and reporting.

- Ability to work autonomously, exercise sound judgement and take ownership of operational outcomes.

- A proactive, adaptable and solutions‑focused approach, with a willingness to contribute to a hands‑on, growing business environment.

- Current Australian driver's licence and willingness to travel to clinic locations when required.

- Must comply with annual influenza vaccination requirement.

Highly Regarded

- Experience managing operations across multiple pharmacies and aged care facilities.

- Experience coordinating vaccination programs in aged care facilities.

- Experience recruiting, rostering and managing locum pharmacists.

- Familiarity with BestMed, Vitavo and AIR.

- Demonstrated ability to work efficiently and accurately, with exceptional attention to detail, strong organisational skills and a commitment to delivering high‑quality work.

- Experience in financial reporting, operational performance monitoring and process improvement.

What We Offer

- Hybrid Working Arrangements: Enjoy flexibility to work from home for suitable operational and administrative duties, balanced with on‑site responsibilities.

- Annual Christmas–New Year Closure: Our business closes over the festive period each year, providing a planned opportunity to recharge and spend time with family and friends. This closure is covered by accrued annual leave.

- Autonomy and Ownership: Take responsibility for operational activities and contribute directly to business outcomes.

- Professional Growth: Build on your existing operations experience while developing broader healthcare leadership capabilities.

- Variety and Impact: Enjoy a diverse role involving healthcare operations, workforce management, stakeholder engagement and program delivery.

- Collaborative Start‑Up Environment: Join a close-knit and growing team where initiative, flexibility and ideas are valued.

- Opportunity to Shape the Business: Play an active role in refining operational processes, improving systems and supporting future growth.

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📌 Operations Lead – Healthcare & Vaccination Programs (Melbourne)
🏢 The Vaccination Hub
📍 Melbourne