Office Manager |191026

Luna Partners; Greater London; On-site; GBP 36,000 - 44,000; Full time

Benefits offered by this job

27 days holiday

Training & development

Wellbeing benefits

Retail discounts

Pension scheme

Job summary

Luna Partners in London is seeking an Office and Operations Lead to oversee day-to-day office and clinical operations within a luxury private healthcare clinic. You will manage bookings, payments, and facilities, working closely with the Operations and Client Relations Team.

Polished, organised and proactive, you’ll build strong relationships with doctors, suppliers and colleagues while maintaining high standards of accuracy and service in a fast-paced clinical environment.

Qualifications

• Administrative, office management and operational office experience in a luxury environment in hospitality, retail or private healthcare.
• Uncompromisingly high standards with a focus on accuracy and attention to detail
• Excellent communication skills, both written and verbal
• A confident, personable, and professional manner
• Strong attention to detail and the ability to juggle multiple tasks calmly and efficiently
• A proactive, team-oriented approach with a willingness to get stuck in
• Genuine passion for delivering top-tier client service

Responsibilities

• Contact clients prior to their appointment to confirm details and share relevant information
• Ensure client records are accurate, complete, and updated on the system
• Building relationships with the landlord, subcontractors and key suppliers.
• Working with the building manager to ensure site visits, work permits and keys are correctly scheduled and organised, whilst complying with all policy and health and safety procedures.
• Building relationships with both existing and new contractors, arranging planned works from start to finish.
• Operational organisation to include stock checks, ordering and deliveries
• Supporting the maintenance of health, safety and security procedures
• Record confidential and detailed notes in the clinic’s IT systems
• Manage appointment bookings and ensure practitioner diaries are coordinated effectively
• Ensure clinic documentation is maintained to high standards
• Conduct weekly banking reconciliations
• Chasing invoices and ensuring payments are made promptly
• Keep treatment areas fully stocked and operational
• Support the Clinic Manager with general administrative duties
• Build strong working relationships with doctors, suppliers, and colleagues

Skills

Administrative experience

Attention to detail

Communication skills

Professionalism

Multitasking

Team-oriented

Client service

Job description

Up to £40,000 plus excellent benefits - 27 days holiday, training and development opportunities, wellbeing and retail discounts, pension scheme

Monday - Friday (7am - 3.30pm | 8am - 4.30pm | 9am - 5.30pm)

Join a luxury private healthcare clinic in a client and operational focused position at the heart of the business.

Based in London, this is a fantastic opportunity to be part of a respected, fast paced clinic known for providing an outstanding service.

As the Office and Operations Lead you will oversee the day-to-day running of the office and clinical areas. From managing bookings and handling payments to coordinating facilities you’ll play a vital role in the day to day success of the clinic.

You will be working closely with the Operations and Client Relations Team.

Your role as the Office and Operations Lead:

General & facilities:

• Contact clients prior to their appointment to confirm details and share relevant information
• Ensure client records are accurate, complete, and updated on the system
• Building relationships with the landlord, subcontractors and key suppliers.
• Working with the building manager to ensure site visits, work permits and keys are correctly scheduled and organised, whilst complying with all policy and health and safety procedures.
• Building relationships with both existing and new contractors, arranging planned works from start to finish.

Administration:

• Operational organisation to include stock checks, ordering and deliveries
• Supporting the maintenance of health, safety and security procedures
• Record confidential and detailed notes in the clinic’s IT systems

Clinic operations & finance

• Manage appointment bookings and ensure practitioner diaries are coordinated effectively
• Ensure clinic documentation is maintained to high standards
• Conduct weekly banking reconciliations
• Chasing invoices and ensuring payments are made promptly
• Keep treatment areas fully stocked and operational
• Support the Clinic Manager with general administrative duties
• Build strong working relationships with doctors, suppliers, and colleagues

Are you the right fit?

Polished, organised, and proactive, with a natural ability to build trust and deliver outstanding service in a clinical environment.

• Administrative, office management and operational office experience in a luxury environment in hospitality, retail or private healthcare.
• Uncompromisingly high standards with a focus on accuracy and attention to detail
• Excellent communication skills, both written and verbal
• A confident, personable, and professional manner
• Strong attention to detail and the ability to juggle multiple tasks calmly and efficiently
• A proactive, team-oriented approach with a willingness to get stuck in
• Genuine passion for delivering top-tier client service

This is a brilliant opportunity to join a highly regarded clinic where you’ll be supported, challenged and be part of an exceptional team.