Office Co-Ordinator

We are looking for an experienced, organised and proactive Office Co-Ordinator to join Omnes Healthcare and take responsibility for the day-to-day management of our Evergreen House office, while also supporting the co-ordination of our organisation-wide Health & Safety assurance processes.

This is a varied role combining office and facilities management, Health & Safety compliance, supplier and contractor management, procurement, administration and operational co-ordination.

You will work closely with managers, senior leaders, suppliers, contractors and specialist teams across Omnes Healthcare, ensuring that actions are followed up, records are maintained, compliance activity is co-ordinated and issues are appropriately escalated.

This is an ideal opportunity for someone who enjoys being hands-on, organised and solutions-focused, and who is confident taking ownership and ensuring things get done.

• Office, facilities and suppliers
• Lead the day-to-day operation of Evergreen House, including access, security, visitors, meeting rooms, storage and communal areas.
• Act as a key contact for landlords, managing agents, contractors and service providers.
• Co-ordinate repairs, planned maintenance, cleaning, waste management and other facilities services.
• Maintain accurate asset, maintenance, contractor and inspection records.
• Manage office purchasing, stock, quotations, purchase orders and invoices.
• Monitor supplier performance and agreed budgets, identifying opportunities for savings without compromising safety or quality.
• Co-ordinate office moves, workstation arrangements, events and practical support with IT and other teams.

• Maintain Health & Safety registers, compliance checklists, evidence libraries, review dates and management dashboards.
• Co-ordinate workplace, fire, COSHH and Display Screen Equipment assessments, inspections, training and evidence reviews.
• Maintain corrective-action and risk registers and follow up outstanding actions.
• Identify overdue or inadequate actions and ensure these are appropriately escalated.
• Support accident and near-miss reviews and potential RIDDOR reporting.
• Support CQC, NHS contract, internal and ISO assurance activity.
• Work with clinical and technical specialists where specialist advice is required, including areas such as infection prevention, clinical waste, sharps and medical equipment.

• Provide practical administrative support to locally based managers.
• Support inductions, onboarding, offboarding, access and workstation arrangements.
• Assist managers with administration relating to attendance, return-to-work meetings, probation and appraisals.
• Maintain procedures, templates, checklists and issue registers with clear owners and deadlines.
• Handle employee and compliance information confidentially and in line with data protection requirements.
• Promote ownership, transparency, constructive challenge and continuous improvement across teams and sites., Evolving
  - We continuously look for better ways of working, embrace change and use evidence and data to improve.

Ambitious
- We take ownership, maintain high standards and strive to deliver meaningful results.

We are looking for someone who can demonstrate these values in their everyday work.

This is an exciting opportunity to play an important role in supporting the effective operation of Omnes Healthcare. You will have the opportunity to work across teams, take ownership of important operational and compliance processes, and contribute to continuous improvement across our organisation.

If you are an experienced office or facilities professional who enjoys coordinating people, suppliers, processes and compliance activity, we would love to hear from you.

Approachable, practical, proactive, resilient, discreet and highly organised, with strong attention to detail and the confidence to take ownership.

• Experience in office, facilities, operations or administration management within a medium-sized or larger organisation.
• Experience managing facilities, maintenance, contractors and/or landlord relationships.
• Working knowledge of UK workplace Health & Safety requirements, risk assessments and compliance processes.
• Experience maintaining compliance records, action plans and registers.
• Experience with procurement, purchasing, budgets and supplier management.
• Strong organisational, communication and stakeholder-management…