Team Coordinator

Artsjobsonline Ltd; Greater London; On-site; GBP 31,000 - 38,000; Full time

Job summary

Wellcome Collection is seeking two Team Coordinators to join the Strategy, Delivery & Transformation team. You will provide essential administrative support across multiple departments, helping ensure smooth day-to-day operations and a cohesive working environment.

Responsibilities include coordinating meetings, managing calendars, handling expenses and procurement, and supporting onboarding. A proactive, organized approach is required to enable leadership to achieve objectives.

Qualifications

• Experience as PA/EA or in a fast-paced admin role.
• Advanced Microsoft Office skills incl. SharePoint.
• Experience coordinating meetings and governance processes.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide high-quality administrative support to Directorate and Leadership Team; manage expenses, invoices, purchasing, and operations.
• Coordinate internal and external meetings; prepare agendas, papers, presentations, minuting and follow-up actions.
• Organise all-staff and governance meetings, workshops, training, away days, and events logistics.
• Oversee onboarding for new team members and occasional travel/ accommodation for leaders.
• Manage office operations, supplies, equipment, tech needs, workspace setup, and records.

Skills

Multi-tasking

Time management

Microsoft Office

SharePoint

Monday.com

Stakeholder communication

Tools

Microsoft Office

SharePoint

Monday.com

Job description

Salary: £31,400- £38,300
Closing date:Thursday 5 November 2026
Contract type: permanent
Interview dates: 1st stage; w/c 16 November 2026) online/Remote; 2nd stage: 23 November 2026 face to face

Wellcome Collection is part of Wellcome Trust, a global charitable foundation that supports science to build a healthier future for everyone.

Wellcome Collection is a free museum and library exploring health and human experience, where you can enjoy exhibitions, museum and library collections, public events, and a vibrant shop and café. We also publish books and online stories.

This is a great time to join Wellcome Collection as we embark on an exciting period of development. We are looking for two Team Coordinators to join our business operations team. These roles will play an important part in supporting and enabling our teams to deliver on our vision of a world where everyone’s experience of health matters.

Where in Wellcome will I be working?

You will be one of three Team Coordinators working within the Strategy, Delivery & Transformation team, reporting to the Wellcome Collections Operations Manager.

Along with the Operations Manager and your fellow Team Coordinators, you will provide high level administrative support across multiple teams and departments within Wellcome Collection.

What will I be doing?

Wellcome Collection is a free museum and library that explores connections between health, life and human experience. We are looking for two highly organised and proactive Team Coordinators to provide essential administrative and operational support to our Directorate and Leadership Team. The roles are central to ensuring the smooth running of day-to-day activities, coordinating key meetings and governance processes, managing office operations, and supporting collaboration across teams. Working closely with colleagues across Wellcome Collection, you will help create an efficient, inclusive and well-connected working environment that enables teams to deliver their objectives and the Wellcome Collection strategy.

In this role, you will:

• Provide high-quality administrative support to the Directorate and Leadership Team, including expenses, invoice processing, purchasing, and managing operational activities.
• Coordinate internal and external meetings, preparing agendas, papers and presentations, taking accurate minutes, and tracking actions to completion.
• Organise all-staff meetings, governance meetings, workshops, training sessions, away days, and provide logistical support for events as required.
• Manage onboarding activities for new team members and arrange occasional travel and accommodation for leaders attending external meetings and conferences.
• Oversee office operations, including supplies, equipment, technology requirements, workspace arrangements, and maintaining accurate databases and records.
• Collaborate with colleagues across Wellcome Collection, contributing to a positive, inclusive culture while ensuring administrative cover and support across teams when needed.

Is this job for me?

To be successful in this role, you will bring previous PA, Executive Assistant or administrative experience gained within a busy and fast-paced environment. You will have excellent organisational skills, strong attention to detail, and the ability to manage multiple priorities while working to deadlines. You will be confident building relationships with stakeholders at all levels, handling confidential information with discretion, and communicating clearly in both written and verbal formats. Advanced Microsoft Office skills, including SharePoint, are essential, and experience of Monday.com would be advantageous.

The ideal candidate will have experience managing calendars, preparing meeting papers and presentations, drafting correspondence, taking minutes, and coordinating complex administrative activities. You will be proactive, resourceful and comfortable taking initiative, with a collaborative approach and a commitment to delivering excellent support. Most importantly, you will thrive in a role where organisation, teamwork and attention to detail are critical to enabling the success of others.

Minimum Criteria:

• Ability to multi-task, prioritise, take initiative and work to deadlines.
• Well-developed time management skills, including ability to prioritise and reprioritise tasks without compromising quality, organising complex itineraries. As well as good verbal and written communication skills.
• Proficiency in the use of Microsoft Office suite of products (eg Word, Outlook, Excel, SharePoint)
• Ability to deal with people at all levels and deal professionally with confidential material and issues.
• A pragmatic, positive attitude with the desire to work within a high performing team