Office Coordinator

Nuffield Health; Ewell; On-site; GBP 22,000 - 28,000; Full time

Benefits offered by this job

Free gym membership

Health assessments

Retail discounts

Pension options

Job summary

Nuffield Health is seeking an Office Coordinator at our Epsom Support Centre to welcome visitors and guests and to help maintain a safe, organized office environment. You will answer inquiries, sign in staff and contractors, and support the Facilities Team in daily operations and safety tasks.

You will also manage meeting room and desk bookings, liaise with the cleaning team, and respond to emails, chats and messages in a timely manner.

Qualifications

• Strong customer service and communication skills are essential.
• Ability to stay calm and helpful when dealing with visitors or queries.
• Organised and proactive with good attention to detail.

Responsibilities

• Greet visitors and guests and manage sign-in procedures.
• Answer inbound communications (phone, email, chat).
• Ensure access passes are issued and kept secure at all times.
• Coordinate with facilities team on safety, security and audits.
• Manage booking system for desks, meeting rooms and parking.
• Liaise with cleaners, contractors and vendors as needed.
• Assist with health and safety tasks and site inductions.
• Maintain inventory of supplies and assist with deliveries and couriers.
• Be the first point of contact for queries, complaints, and escalations.

Skills

Customer service

Communication

Organisational skills

Empathy

Problem solving

Tools

Microsoft Office

Job description

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., 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.
  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.
  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.