Office and Facilities Coordinator

NHS; Coventry; On-site; GBP 25,000 - 35,000; Full time

Job summary

A healthcare organization in Coventry is seeking an organized Office and Facilities Coordinator to oversee daily operations. Responsibilities include maintaining office efficiency, managing correspondence, and ensuring compliance with health and safety standards. Candidates should have strong computer and communication skills, along with experience in administrative roles. A robust benefits package includes annual leave, sick pay, and a pension scheme.

Benefits

27 days of annual leave

Enhanced sick pay

Pension scheme access

Enhanced maternity leave

Paternity leave

Blue Light Discounts

Employee Assistance Network

Internal awards

Exclusive discounts

Qualifications

• Experience of working within policies, procedures, and guidelines.
• Experience of working within a team and independently.
• Previous administration experience.

Responsibilities

• Maintain office efficiency by managing correspondence.
• Coordinate logistics for meetings including scheduling and booking venues.
• Conduct regular fire and health and safety checks.

Skills

Excellent keyboard and computer skills

Excellent verbal and written communication skills

Excellent attention to detail

Knowledge of working in NHS environments

Education

Good standard of English, at least GCSE

Numerate, at least GCSE Maths

NVQ or equivalent in Administration

Tools

Microsoft Office applications

Job description

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. Youll be the central point of contact for all things related to office space, maintenance, supplies, equipment and safetyplaying a vital role in keeping the office running seamlessly.

If youre 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.

Kindly note the following

-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.

Main duties of the job

• 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 minimize costs.

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, youll have the opportunity to work alongside talented professionals who are committed to delivering excellence and driving positive change within our industry.

We take pride in offering a robust range of benefits to support our employees, including

• 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.

We are committed to creating a supportive and rewarding work environment for all our employees.

Job responsibilities

KEY RESPONSIBILITIES

In your role as Office and Facilities Coordinator, your keyresponsibilities are

• Maintain office efficiency by maintaining appearance of common areas, ensuring the office isclean and tidy, handling correspondence including telephone calls, emails, andpost, and managing filing systems.
• Coordinate logistics formeetings, including scheduling, booking venues and arranging virtual meetinginvitations where required.
• Monitor multiple inboxes andrespond to enquiries and requests for information in a timely and professionalmanner in line with company policies and statutory regulations.
• Conductregular fire and health and safety checks, as required and ensure the office iscompliant with all standards.
• Overseethe day-to-day activities of the office as the main point of contact.
• Providingadministrative support where needed.
• Oversee and maintainan asset log of all equipment.
• Orderingstock efficiently to meet operational needs while managing inventory levels andadhering to budget constraints to minimise costs.
• Identify and fulfil officesupply needs, maintain, andmanage suppliers and contractors ensuring contact databases are kept up to date.
• Manage allaspects of the offices space and infrastructure planning - moves, adds, andchanges to workstations, and provide answers, resources, and solutions asrequested.
• Oversee theguest experience and ensure a personal, friendly experience for anyone cominginto the office, and maintain complete accessibility in both availability andwarmth of character.
• Establisheffective relationships and communication with external contractors, arrangingand organising required maintenance and service inspections and ensuringcompliance with office contracts is maintained.
• Contribute tobusiness continuity planning and supporting incident response.
• Undertakespecific project work when required.
• Support withgeneral administration and other ad hoc duties as required.

This is notan exhaustive list and other duties may be required, these will be advised byyour line manager.

Person Specification

Skills and Knowledge

• 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
• Knowledge of working in NHS environments

Qualifications

• 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
• NVQ or equivalent in Administration

Experience

• PC literate with competency in Microsoft office applications
• Previous administration experience
• Experience of Diary Management
• 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

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.