Office Co-Ordinator

Omnes Healthcare Limited; Wythenshawe; On-site; GBP 26,000 - 36,000; Full time

Benefits offered by this job

25 days holiday

NHS Discount

Employee Assistance Programme

Sick pay

Salary sacrifice schemes

Life insurance

Healthcare cash plan

Charitable giving scheme

Job summary

Omnes Healthcare Limited is seeking an experienced Office Co-Ordinator to manage the Evergreen House office day-to-day and support the organisation-wide Health & Safety assurance processes.

The role combines office and facilities management, procurement, and administration, working with managers, suppliers and specialists to ensure actions are tracked, records kept, and compliance is coordinated across the site.

Qualifications

• Experience in office, facilities, operations or administration management within a medium-sized or larger organisation.
• Good working knowledge of UK workplace Health & Safety requirements, risk assessments and compliance processes.
• Experience with procurement, purchasing, budgets and supplier management.
• Strong organisational, communication and stakeholder-management skills.
• The confidence to challenge, follow up and escalate when needed.

Responsibilities

• Lead the day-to-day operation of Evergreen House, including access, security, visitors, meeting rooms, storage and communal areas.
• Co-ordinate repairs, planned maintenance, cleaning, waste management and other facilities services.
• Maintain accurate asset, maintenance, contractor and inspection records.
• Manage office purchasing, stock, quotations, purchase orders and invoices.
• Monitor supplier performance and budgets, identifying opportunities for savings without compromising safety or quality.
• Co-ordinate office moves, workstation arrangements, events and practical IT support.

Skills

Office management

Facilities management

Health & Safety compliance

Procurement

Budget management

Vendor management

Record keeping

Stakeholder management

Attention to detail

Tools

Microsoft 365

Excel

Word

Outlook

SharePoint

Job description

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 day-to-day operation of Evergreen House, including access, security, visitors, meeting rooms, storage and communal areas.
• Act as a key contact for landlords, managing agents, contractors and service providers.
• Co-ordinate repairs, planned maintenance, cleaning, waste management and other facilities services.
• Maintain accurate asset, maintenance, contractor and inspection records.
• Manage office purchasing, stock, quotations, purchase orders and invoices.
• Monitor supplier performance and agreed budgets, identifying opportunities for savings without compromising safety or quality.
• Co-ordinate office moves, workstation arrangements, events and practical support with IT and other teams.

Health & Safety and compliance

• Maintain Health & Safety registers, compliance checklists, evidence libraries, review dates and management dashboards.
• Co-ordinate workplace, fire, COSHH and Display Screen Equipment assessments, inspections, training and evidence reviews.
• Maintain corrective-action and risk registers and follow up outstanding actions.
• Identify overdue or inadequate actions and ensure these are appropriately escalated.
• Support accident and near-miss reviews and potential RIDDOR reporting.
• Support CQC, NHS contract, internal and ISO assurance activity.
• Work with clinical and technical specialists where specialist advice is required, including areas such as infection prevention, clinical waste, sharps and medical equipment.

People, governance and improvement

• Provide practical administrative support to locally based managers.
• Support inductions, onboarding, offboarding, access and workstation arrangements.
• Assist managers with administration relating to attendance, return-to-work meetings, probation and appraisals.
• Maintain procedures, templates, checklists and issue registers with clear owners and deadlines.
• Handle employee and compliance information confidentially and in line with data protection requirements.
• Promote ownership, transparency, constructive challenge and continuous improvement across teams and sites., Evolving - We continuously look for better ways of working, embrace change and use evidence and data to improve.

Ambitious - We take ownership, maintain high standards and strive to deliver meaningful results.

We are looking for someone who can demonstrate these values in their everyday work.

Why join Omnes Healthcare?

This is an exciting opportunity to play an important role in supporting the effective operation of Omnes Healthcare. You will have the opportunity to work across teams, take ownership of important operational and compliance processes, and contribute to continuous improvement across our organisation.

If you are an experienced office or facilities professional who enjoys coordinating people, suppliers, processes and compliance activity, we would love to hear from you.

We are looking for someone who is

Approachable, practical, proactive, resilient, discreet and highly organised, with strong attention to detail and the confidence to take ownership.

You will ideally have:

• Experience in office, facilities, operations or administration management within a medium-sized or larger organisation.
• Experience managing facilities, maintenance, contractors and/or landlord relationships.
• Working knowledge of UK workplace Health & Safety requirements, risk assessments and compliance processes.
• Experience maintaining compliance records, action plans and registers.
• Experience with procurement, purchasing, budgets and supplier management.
• Strong organisational, communication and stakeholder-management skills.
• The confidence to challenge, follow up and eliminate concerns appropriately.
• Good working knowledge of Microsoft 365, particularly
• Excel, Word, Outlook and SharePoint.

Desirable experience

• Multi-site operations, facilities or compliance.
• Healthcare, NHS or another regulated environment.
• HR administration.
• IOSH Managing Safely, or a willingness to obtain this qualification.
• NEBOSH National General Certificate.
• ISO 45001, ISO 9001 or ISO 14001.
• CQC, NHS contract or other regulatory/audit requirements.

25 days holiday plus bank holidays, plus an extra day off for your birthday

• Excellent work-life balance
• NHS Discount & Support Schemes
• Employee Assistance Programme
• Sick pay, enhanced maternity/paternity leave
• Salary sacrifice schemes (electric car, cycle to work)
• Life insurance (3x salary), healthcare cash plan, charitable giving scheme

Our values

At Omnes Healthcare, our values shape how we work with our patients, colleagues, partners and suppliers.