Office Coordinator

Overview

We are looking for an experienced, organised and proactive Office Co-Ordinator to join Omnes Healthcare and take responsibility for the day-to-day management of our Evergreen House office, while also supporting the co-ordination of our organisation-wide Health & Safety assurance processes.

This is a varied role combining office and facilities management, Health & Safety compliance, supplier and contractor management, procurement, administration and operational co-ordination.

You will work closely with managers, senior leaders, suppliers, contractors and specialist teams across Omnes Healthcare, ensuring that actions are followed up, records are maintained, compliance activity is co-ordinated and issues are appropriately escalated.

This is an ideal opportunity for someone who enjoys being hands-on, organised and solutions-focused, and who is confident taking ownership and ensuring things get done.

Key responsibilities

Office, facilities and suppliers

Lead the daily operation of Evergreen House, including access, security, visitors, meeting rooms, communal areas, storage and business continuity arrangements.

Act as the main contact for landlords, managing agents, contractors and service providers; oversee repairs, planned maintenance, cleaning, waste and other facilities services.

Maintain relevant asset, maintenance, contractor and inspection records and verify that authorised work is completed safely and satisfactorily.

Manage office purchasing, stock, quotations, purchase orders, invoices, supplier performance and agreed budgets, identifying savings without compromising safety or quality.

Co-ordinate office moves, workstation arrangements, events and practical support with IT and other teams.

Health and safety assurance responsibilities

Maintain and report: keep the estate register, compliance checklists, evidence library, review dates, named owners and management dashboards current.

Co-ordinate: schedule workplace, fire, COSHH and Display Screen Equipment assessments; annual H&S, fire and PAT inspections; training; evidence reviews; and risk-based site visits.

Monitor and follow up: maintain corrective-action and risk registers, obtain evidence of completion, identify overdue or inadequate actions and report exceptions.

Escalate: promptly refer serious, repeated or high-risk concerns to the relevant local manager, accountable senior lead or competent specialist adviser.

Support assurance: assist with accident and near-miss reviews, potential RIDDOR reporting, and CQC, NHS contract, internal and ISO assurance activity.

Work with specialists: obtain advice from clinical and technical leads on infection prevention, clinical waste, sharps, medical equipment and clinical-space safety.

People, governance and improvement

Provide proportionate first-line administrative support to locally based managers, referring formal or specialist matters to HR.

Assist in Co-ordinating inductions, access, workstation arrangements, onboarding, offboarding and practical administration for attendance, return-to-work meetings, support manager in administration of probation and appraisals.

Maintain operational procedures, templates, checklists and issues registers with clear owners and deadlines.

Handle employee and compliance information confidentially and in accordance with data-protection requirements.

Promote ownership, constructive challenge, transparency and continuous improvement across teams and sites.

Pay: £38,000.00-£43,000.00 per year

Benefits

• Additional leave
• Bereavement leave
• Company events
• Company pension
• Free flu jabs
• Life insurance
• Sick pay

Experience

Office management: 3 years (required)

Work Location: In person