Office Coordinator

Nuffield Health Brentwood; Epsom; On-site; GBP 17,000 - 21,000; Part time

Benefits offered by this job

Free gym membership

Health assessments

Retail discounts

Pension options

Job summary

Nuffield Health is seeking an Office Coordinator for our Epsom Support Centre. This part-time role (10 hours/week) covers afternoons and provides a welcoming, safe, and well-run front-of-house experience for visitors and staff.

You will support the Facilities Team in safety, bookings, and day-to-day operations, ensuring a calm, friendly and professional environment for all.

Qualifications

• Empathy and customer service to build relationships.
• Excellent communication with visitors and staff.
• Strong organisational skills for changing priorities.
• Proficiency in Microsoft Office tools.

Responsibilities

• Welcome visitors and staff to the office and sign them in.
• Answer inbound communications and respond to emails, chats and messages.
• Oversee building access, keys, and contractor bookings.
• Assist with safety audits and site inductions for new starters and contractors.
• Maintain desk, meeting room, and car park booking systems.
• Monitor and report on health, safety, and security.

Skills

Empathy and customer service

Communication skills

Organisational skills

Microsoft Office

Job description

Office Coordinator

Epsom | Facilities | Permanent | Part Time

Competitive salary available, depending on experience

10 Hours per week

Monday 14:00-19:00 & Friday 14:00-19:00

Nuffield Health is the charity that’s building a healthier nation, one day at a time. From award-winning hospitals and leisure facilities to flagship community programmes – we’ll do whatever it takes to look after the UK’s wellbeing. It starts with passion and commitment to quality. It starts with you.

We are looking for a new Office Coordinator at our Epsom Support Centre. You will be the welcoming face of Nuffield Health to all Nuffield Health visitors and guests. You’ll help to provide a safe and secure environment and ensure the smooth running of our support office.

As a member of our Office Coordinator function at Epsom, you will:

• Use your empathy and customer service skills to build positive relationships.
• Put people at ease when they visit the office.
• Answer inbound communications.
• Welcome visitors and visiting staff members to the office, ensuring that they sign in and are given the appropriate access passes.
• Respond in a timely manner to emails, chats & messages.
• Oversee the safe keeping of the buildings keys to allow access for maintenance and repairs when necessary.
• Be the first point of contact for any breakdowns, reporting onto our CAFM system and following through until resolution.
• Be responsible for booking in any contractors and completing site inductions for any new starters and for contractors onsite, ensuring all is documented.
• Assist the Facilities Team Leader and the Operational Facilities Manager in managing the Health & Safety of site.
• Carry out regular audits, including those of leavers to ensure they are processed.
• Manage site security.
• Act as a first point of contact for queries and complaints.
• Deal with lost property.
• Oversee our booking system for desks, meeting rooms and car parking spaces.
• Liaising with the clean team to ensure that safety and cleanliness standards are maintained.
• Maintain inventory of supplies and order new stock when needed.
• Oversee inbound and outbound deliveries and packages when required.

To succeed as our Office Coordinator, you will:

• Have great communication skills, whether face-to-face or on the phone. You will have the confidence and empathy to provide excellent support to all sorts of people.
• Possess excellent organisational skills and can prioritise with the changing needs of those around you.
• Feel confident in dealing with people at all levels, managing expectations of those in positions of authority, challenging and escalating where necessary.
• Have the ability to explain sensitive or complicated information in a clear, sympathetic and easily understood way.
• Diffuse difficult situations.
• Be self-motivated, with plenty of initiative.
• Be highly reliable, proactive, energetic and passionate about your job, willing to go the extra mile and maintain a calm, professional and friendly manner.
• Develop positive and professional relationships with regular office visits so they feel it is a safe and welcoming environment.
• Become a Nuffield Health Fire Marshall soon after joining and be encouraged to become a First Aider.
• Read and understand all relevant parts of the Company Health and Safety policy manuals.
• Ensure policies and processes are fit for purpose and able to identify where policies need to be developed.
• Monitor all policy violations and manage them within policy.
• Be able to juggle the delicate balancing act of process versus the exception to these.
• Think a little outside the box and always look for ways to improve the service we provide.
• Be proficient in using Microsoft Office.
• Strive for continuous improvement.

Helping you feel good.

We want you to love coming to work, feeling healthy, happy and valued. That’s why we’ve developed a benefits package with you in mind. Here, you can choose from a range of fitness, lifestyle, health and fitness wellbeing rewards, such as free gym membership, health assessments, retail discounts and pension options.

At Nuffield Health, we take care of what’s important to you.

• free gym membership
• health assessments
• retail discounts
• pension options