Facilities & Office Coordinator

About the role

We're looking for an organised, proactive Facilities & Office Coordinator to keep our London clinic running smoothly. You'll be the go-to person for everything that makes our office work, from maintenance and supplies to visitors and contractors. You'll also be in charge of onboarding new joiners and offboarding leavers, act as the clinic's Fire Marshal and First Aider, and organise office activities and events for the team.

You'll also support our Dispensary with day-to-day office errands and arrangements, helping the team stay focused on patient care. This is a varied, hands-on role suited to someone who enjoys solving practical problems and keeping things in order.

Key responsibilities

Clinic facilities

• Act as the main point of contact for the clinic building, landlord and building management.
• Arrange and oversee maintenance, repairs, cleaning and waste collection etc.
• Coordinate contractors and suppliers, ensuring work is scheduled with minimal disruption to business as usual.
• Keep the clinic / office clean, presentable and welcoming for staff and visitors.
• Manage access control, keys, alarms and security arrangements.

Office administration

• Order and manage stock of office supplies, consumables and equipment.
• Handle incoming and outgoing post, couriers and deliveries. This includes daily prescription post runs.
• Run general office errands as needed.
• Maintain supplier records, service contracts and facilities-related invoices.
• Book meeting rooms and coordinate visitors to the clinic.

Onboarding and offboarding

• Take charge of onboarding for all new joiners, from pre-arrival preparation through to the end of their first week.
• Arrange desks, equipment, IT access, keys and building access so new joiners are set up from day one.
• Deliver workplace inductions, including a clinic tour and briefings on health and safety, fire safety and first aid arrangements.
• Take charge of offboarding for all leavers, including recovering equipment, keys and passes and removing building and system access.
• Keep onboarding and offboarding checklists and records accurate and up to date, working closely with the Operations Director and line managers.

Office activities and events

• Plan, organise and arrange office activities and events, such as team socials, celebrations and staff away days.
• Manage event logistics, including venues, catering, invitations and bookings, within agreed budgets.
• Support with internal meetings, visits and any other company events as required.

Dispensary support

• Assist the Dispensary team with office supplier, errands, deliveries and other related arrangements.
• Coordinate couriers and logistics as directed.

All Dispensary tasks are carried out under the direction of the pharmacy team. This role does not involve dispensing or handling controlled medicines.

Health, safety and compliance

• Act as a health and safety trained and competent person for the clinic, leading day-to-day health and safety procedures, checks and records.
• Act as the clinic's designated Fire Marshal, including carrying out fire safety checks, leading fire drills and evacuations, and keeping fire logs up to date.
• Act as a trained First Aider, providing first aid when needed, keeping first aid kits stocked and recording any incidents or treatment given.
• Keep facilities logs, risk assessments and compliance documents up to date.
• Report and follow up on any hazards or incidents promptly.

About you

Essential

• Experience in a facilities, office coordination or administrative role.
• Strong organisational skills and the ability to juggle several tasks at once.
• Clear, professional communication with colleagues, contractors and suppliers.
• A proactive, practical approach to solving problems.
• Confident using email, spreadsheets and basic office software.
• Reliable and discreet, with respect for patient confidentiality.
• Health and safety trained and competent, with a recognised qualification such as IOSH Managing Safely or equivalent.
• Current Fire Marshal (Fire Warden) training certificate.
• Current First Aid at Work certificate.
• Experience organising office events and supporting the onboarding and offboarding of staff.

Desirable

• Experience in a healthcare, clinic or pharmacy setting.
• Experience managing suppliers or facilities budgets.

What we offer

• A competitive salary.
• 25 days of annual leave plus bank holidays.
• Workplace pension.
• Blue Light discount.

Pay: £28,000.00-£35,000.00 per year

Benefits:

• Casual dress
• Company pension
• Employee discount
• Enhanced maternity leave

Application question(s):

• Please provide your current salary and notice period when applying.

Work authorisation:

• United Kingdom (required)

Work Location: In person