Office and Facilities Coordinator

NHS; Coventry; On-site; GBP 27,000; Part time

Job summary

A healthcare organization in Coventry seeks an Office and Facilities Coordinator to manage office operations. The ideal candidate will ensure compliance with Health and Safety standards and support a productive work environment. This part-time role offers £26,375 per year pro rata, excellent benefits, and the opportunity to contribute to a dynamic team.

Benefits

27 days of annual leave

Enhanced sick pay

Access to NHS pension scheme

Generous maternity leave

Paternity leave

Blue Light Discounts

Employee Assistance Network

Internal awards program

Exclusive employee discounts

Qualifications

• Proven experience in administration and customer service.
• PC literate with competency in Microsoft Office applications.
• Previous experience in diary management.

Responsibilities

• Maintain office efficiency and cleanliness.
• Coordinate logistics for meetings and events.
• Oversee day-to-day office activities.
• Conduct regular health and safety checks.

Skills

Excellent keyboard and computer skills

Excellent verbal and written communication skills

Excellent attention to detail

Experience of working within policies, procedures

Experience of working within a team

Multiple mailbox management

Education

Good standard of English, at least GCSE

Numerate with GCSE Maths at a higher grade

Tools

Microsoft Office applications

Job description

Job summary

Are you looking to contribute your skills in a dynamic and supportive environment. A fantastic opportunity to join our team and be a part of the overall vision of Coventry & Rugby GP Alliance has become available.

We are currently seeking an organized and detail-oriented individual to join our team as an Office and Facilities Coordinator to ensure our office operates smoothly, efficiently, and safely.

In this dynamic role, you will be responsible for overseeing daily office operations, managing correspondence, liaising with external stakeholders and contractors, ensuring the office is compliant with Health and Safety standards and supporting a positive, productive environment for our team. You’ll be the central point of contact for all things related to office space, maintenance, supplies, equipment and safety playing a vital role in keeping the office running seamlessly.

If you’re excited by the prospect of tackling new challenges, collaborating with a dynamic team, and helping shape the future of our organization, we would love to hear from you. Apply today and take the first step toward an exciting new chapter in your career.

Note

• This advert may close earlier than advertised should we receive the maximum number of applications before the closing date.


• This role does not offer visa sponsorship.

Key Responsibilities

• Maintain office efficiency by maintaining appearance of common areas, ensuring the office is clean and tidy, handling correspondence including telephone calls, emails, and post, and managing filing systems.


• Coordinate logistics for meetings, including scheduling, booking venues and arranging virtual meeting invitations where required.


• Monitor multiple inboxes and respond to enquiries and requests for information in a timely and professional manner in line with company policies and statutory regulations.


• Conduct regular fire and health and safety checks, as required and ensure the office is compliant with all standards.


• Oversee the day-to-day activities of the office as the main point of contact.


• Providing administrative support where needed.


• Oversee and maintain an asset log of all equipment.


• Ordering stock efficiently to meet operational needs while managing inventory levels and adhering to budget constraints to minimise costs.


• Identify and fulfil office supply needs, maintain, and manage suppliers and contractors ensuring contact databases are kept up to date.


• Manage all aspects of the offices space and infrastructure planning - moves, adds, and changes to workstations, and provide answers, resources, and solutions as requested.


• Oversee the guest experience and ensure a personal, friendly experience for anyone coming into the office, and maintain complete accessibility in both availability and warmth of character.


• Establish effective relationships and communication with external contractors, arranging and organising required maintenance and service inspections and ensuring compliance with office contracts is maintained.


• Contribute to business continuity planning and supporting incident response.


• Undertake specific project work when required.


• Support with general administration and other ad hoc duties as required.

Person Specification - Skills and Knowledge

Essential

• Excellent keyboard and computer skills


• Excellent verbal and written communication skills


• Excellent attention to detail and level of accuracy


• Experience of working within policies, procedures, and guidelines


• Experience of working within a team and independently


• Multiple mailbox management

Desirable

• Knowledge of working in NHS environments

Qualifications

Essential

• Good standard of English, at least GCSE at a higher grade or equivalent


• Numerate and able to work with data at least GCSE Maths at a higher grade or equivalent

Desirable

• NVQ or equivalent in Administration

Experience

Essential

• PC literate with competency in Microsoft office applications


• Customer service experience


• Previous administration experience


• Experience of Diary Management

Desirable

• Previous experience of managing office infrastructure


• Previous experience of ordering office supplies and raising purchase orders


• Experience and knowledge of health and safety and compliance

About us

At Coventry and Rugby GP Alliance, we pride ourselves on fostering a culture of innovation, growth, and continuous learning. As a member of our team, you’ll have the opportunity to work alongside talented professionals who are committed to delivering excellence and driving positive change within our industry.

Benefits

• Annual Leave - Enjoy 27 days of annual leave for full-time employees, in addition to bank holidays.


• Sick Pay - Our enhanced sick pay policy ensures you are supported during times of illness.


• Pension Scheme - Access to the NHS pension scheme to secure your financial future.


• Enhanced Maternity Leave - We provide generous maternity leave to support new parents.


• Paternity Leave: We also offer paternity leave to allow new fathers to bond with their newborns.


• Blue Light Discounts - Take advantage of exclusive discounts available for our staff. After probation you can make a expense claim for the price of your blue light discount card and receive full reimbursement.


• Employee Assistance Network - Access support through our employee advice network for personal and professional challenges 365 days a year.


• Internal Awards - We recognize and celebrate the achievements of our staff through internal awards.


• Exclusive Discounts - Benefit from a variety of discounts that enhance your overall employee experience.

Employment Details

Date posted: 31 October 2025

Pay scheme: Other

Salary: £26,375 a year pro rata

Contract: Permanent

Working pattern: Part-time

Reference number: E0046-25-0102

Job location: 1 The Boiler House, Electric Wharf, Sandy Lane, Coventry, CV1 4JU

Website: https://www.coventryrugbygpalliance.nhs.uk/