Job summary
Are you looking to contribute your skills in a dynamic and supportive environment. A fantastic opportunity to join our team and be a part of the overall vision of Coventry & Rugby GP Alliance has become available.
We are currently seeking an organized and detail-oriented individual to join our team as an Office and Facilities Coordinator to ensure our office operates smoothly, efficiently, and safely.
In this dynamic role, you will be responsible for overseeing daily office operations, managing correspondence, liaising with external stakeholders and contractors, ensuring the office is compliant with Health and Safety standards and supporting a positive, productive environment for our team. Youll be the central point of contact for all things related to office space, maintenance, supplies, equipment and safetyplaying a vital role in keeping the office running seamlessly.
If youre excited by the prospect of tackling new challenges, collaborating with a dynamic team, and helping shape the future of our organization, we would love to hear from you. Apply today and take the first step toward an exciting new chapter in your career.
Kindly note the following
-This advert may close earlier than advertised should we receive the maximum number of applications before the closing date.-This role does not offer visa sponsorship.
Main duties of the job
- Maintain office efficiency by maintaining appearance of common areas, ensuring the office is clean and tidy, handling correspondence including telephone calls, emails, and post, and managing filing systems.
- Coordinate logistics for meetings, including scheduling, booking venues and arranging virtual meeting invitations where required.
- Monitor multiple inboxes and respond to enquiries and requests for information in a timely and professional manner in line with company policies and statutory regulations.
- Conduct regular fire and health and safety checks, as required and ensure the office is compliant with all standards.
- Oversee the day-to-day activities of the office as the main point of contact.
- Providing administrative support where needed.
- Oversee and maintain an asset log of all equipment.
- Ordering stock efficiently to meet operational needs while managing inventory levels and adhering to budget constraints to minimize costs.
About us
At Coventry and Rugby GP Alliance, we pride ourselves on fostering a culture of innovation, growth, and continuous learning. As a member of our team, youll have the opportunity to work alongside talented professionals who are committed to delivering excellence and driving positive change within our industry.
We take pride in offering a robust range of benefits to support our employees, including
- Annual Leave - Enjoy 27 days of annual leave for full-time employees, in addition to bank holidays.
- Sick Pay - Our enhanced sick pay policy ensures you are supported during times of illness.
- Pension Scheme - Access to the NHS pension scheme to secure your financial future.
- Enhanced Maternity Leave - We provide generous maternity leave to support new parents.
- Paternity Leave: We also offer paternity leave to allow new fathers to bond with their newborns.
- Blue Light Discounts - Take advantage of exclusive discounts available for our staff. After probation you can make a expense claim for the price of your blue light discount card and receive full reimbursement.
- Employee Assistance Network - Access support through our employee advice network for personal and professional challenges 365 days a year.
- Internal Awards - We recognize and celebrate the achievements of our staff through internal awards.
- Exclusive Discounts - Benefit from a variety of discounts that enhance your overall employee experience.
We are committed to creating a supportive and rewarding work environment for all our employees.
Job description
Job responsibilities
KEY RESPONSIBILITIES
In your role as Office and Facilities Coordinator, your key
responsibilities are
- Maintain office efficiency by maintaining appearance of common areas, ensuring the office is
clean and tidy, handling correspondence including telephone calls, emails, and
post, and managing filing systems.
- Coordinate logistics for
meetings, including scheduling, booking venues and arranging virtual meeting
invitations where required.
- Monitor multiple inboxes and
respond to enquiries and requests for information in a timely and professional
manner in line with company policies and statutory regulations.
- Conduct
regular fire and health and safety checks, as required and ensure the office is
compliant with all standards.
- Oversee
the day-to-day activities of the office as the main point of contact.
- Providing
administrative support where needed.
- Oversee and maintain
an asset log of all equipment.
- Ordering
stock efficiently to meet operational needs while managing inventory levels and
adhering to budget constraints to minimise costs.
- Identify and fulfil office
supply needs, maintain, and
manage suppliers and contractors ensuring contact databases are kept up to date.
- Manage all
aspects of the offices space and infrastructure planning - moves, adds, and
changes to workstations, and provide answers, resources, and solutions as
requested.
- Oversee the
guest experience and ensure a personal, friendly experience for anyone coming
into the office, and maintain complete accessibility in both availability and
warmth of character.
- Establish
effective relationships and communication with external contractors, arranging
and organising required maintenance and service inspections and ensuring
compliance with office contracts is maintained.
- Contribute to
business continuity planning and supporting incident response.
- Undertake
specific project work when required.
- Support with
general administration and other ad hoc duties as required.
This is not
an exhaustive list and other duties may be required, these will be advised by
your line manager.
Job description
Job responsibilities
KEY RESPONSIBILITIES
In your role as Office and Facilities Coordinator, your key
responsibilities are
- Maintain office efficiency by maintaining appearance of common areas, ensuring the office is
clean and tidy, handling correspondence including telephone calls, emails, and
post, and managing filing systems.
- Coordinate logistics for
meetings, including scheduling, booking venues and arranging virtual meeting
invitations where required.
- Monitor multiple inboxes and
respond to enquiries and requests for information in a timely and professional
manner in line with company policies and statutory regulations.
- Conduct
regular fire and health and safety checks, as required and ensure the office is
compliant with all standards.
- Oversee
the day-to-day activities of the office as the main point of contact.
- Providing
administrative support where needed.
- Oversee and maintain
an asset log of all equipment.
- Ordering
stock efficiently to meet operational needs while managing inventory levels and
adhering to budget constraints to minimise costs.
- Identify and fulfil office
supply needs, maintain, and
manage suppliers and contractors ensuring contact databases are kept up to date.
- Manage all
aspects of the offices space and infrastructure planning - moves, adds, and
changes to workstations, and provide answers, resources, and solutions as
requested.
- Oversee the
guest experience and ensure a personal, friendly experience for anyone coming
into the office, and maintain complete accessibility in both availability and
warmth of character.
- Establish
effective relationships and communication with external contractors, arranging
and organising required maintenance and service inspections and ensuring
compliance with office contracts is maintained.
- Contribute to
business continuity planning and supporting incident response.
- Undertake
specific project work when required.
- Support with
general administration and other ad hoc duties as required.
This is not
an exhaustive list and other duties may be required, these will be advised by
your line manager.
Person Specification
Skills and Knowledge
Essential
- Excellent keyboard and computer skills
- Excellent verbal and written communication skills
- Excellent attention to detail and level of accuracy
- Experience of working within policies, procedures, and guidelines
- Experience of working within a team and independently
- Multiple mailbox management
Desirable
- Knowledge of working in NHS environments
Qualifications
Essential
- Good standard of English, at least GCSE at a higher grade or equivalent
- Numerate and able to work with data at least GCSE Maths at a higher grade or equivalent
Desirable
- NVQ or equivalent in Administration
Experience
Essential
- PC literate with competency in Microsoft office applications
- Customer service experience
- Previous administration experience
- Experience of Diary Management
Desirable
- Previous experience of managing office infrastructure
- Previous experience of ordering office supplies and raising purchase orders
- Experience and knowledge of health and safety and compliance
Person Specification
Skills and Knowledge
Essential
- Excellent keyboard and computer skills
- Excellent verbal and written communication skills
- Excellent attention to detail and level of accuracy
- Experience of working within policies, procedures, and guidelines
- Experience of working within a team and independently
- Multiple mailbox management
Desirable
- Knowledge of working in NHS environments
Qualifications
Essential
- Good standard of English, at least GCSE at a higher grade or equivalent
- Numerate and able to work with data at least GCSE Maths at a higher grade or equivalent
Desirable
- NVQ or equivalent in Administration
Experience
Essential
- PC literate with competency in Microsoft office applications
- Customer service experience
- Previous administration experience
- Experience of Diary Management
Desirable
- Previous experience of managing office infrastructure
- Previous experience of ordering office supplies and raising purchase orders
- Experience and knowledge of health and safety and compliance
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
