Office Services Coordinator

Job Introduction

We are looking for a proactive and enthusiastic individual to join our Corporate Services team as an Office Services Coordinator.

As the Office Services Coordinator, you will play a key role in supporting our hard and soft services functions in delivering high-quality facilities management (FM) services to both internal and external customers.

You will be responsible for delivering friendly and efficient front of house support, meeting and greeting members, colleagues and visitors, as well as liaising with the Shard team.

In this varied role you will also liaise with contractors, complete audits, raise purchase orders and reconcile accounts as well as support the engineering function and wider FM team.

Reporting to the Office Manager, you will work as a team to provide excellent facilities management and relish the opportunity to step up and support in his absence.

Given the hands-on nature of the role, this position will be office based, working full time Monday to Friday, between 8:00AM to 17:30PM, depending on the rota, in the London office which is situated in the Shard.

Role Responsibility

Provide front of house reception duties to facilitate efficient hospitality service which meets the departmental service levels.
Support the team in providing a timely and efficient response to Members, colleagues and others helping the department to meet internal and external service level and performance targets.
Provide cross team/departmental support where required to ensure KPIs are met, and service standards are maintained.
Step up and provide support during any absence of the Office Manager, ensuring service levels are maintained during this time.
Ensure routine repairs/ maintenance items are dealt with promptly and effectively escalating issues to the Maintenance Manager and where necessary supporting the booking of third-party contractors to resolve.
Build effective relationships with internal and external stakeholders to ensure effective service delivery and alignment to any agreed SLA’s.
Monitoring adherence to policy and procedures; reporting this to relevant managers across the business and liaising to resolve breaches.
Support on assigned MPS projects affecting MPS and roll out other projects/initiatives within Finance.

The Ideal Candidate

We're on the lookout for someone who's a master at juggling tasks, thrives on challenges, and has a can-do attitude to tackle anything thrown their way! This unique individual will be resilient, adaptable, an expert problem-solver, and an excellent communicator who can engage with people at all levels.

Our ideal candidate is IT-literate, with a good understanding of general administration skills and reception duties gained from prior receptionist/hospitality experience in a corporate environment. A person who is a pro at operations support and office admin and experienced in working to tight deadlines while producing consistently accurate work.

We're looking for someone who enjoys working both independently, under their own initiative, as well as part of a team. The ideal candidate will know how to handle confidential matters discreetly and sensitively.

We welcome applicants from all backgrounds, and we encourage you to apply even if you feel you do not match 100% of the technical requirements. We celebrate diversity, promote inclusivity and strive to create a work environment which ensures everyone can be heard.

Package Description

Alongside a competitive salary as stated above, you will also receive:

Up to 10% discretionary annual bonus
Annual performance-related pay review
11% pension contribution (3% from you, 8% from us – optional additional matched 3% contributions, e.g. 6% from you, 11% from us)
25 days annual leave plus flexible bank holidays (option to buy/sell additional 5 days)
Private Medical Cover
Career development and progression opportunities – 22% of our vacancies in 2023 were filled internally
A truly flexible hybrid-working arrangement (take a look at below to find out more about how we work)
A culture that promotes inclusivity, wellbeing and rewards hard work
Car Salary Sacrifice scheme
Healthcare cash plan
6x salary death in service
A personal GP service enabling you to get a video consultation with a NHS-registered private GP
Employee Assistance Programme
A range of shopping discounts from major high-street retailers

About the Company

Medical Protection Society (MPS) is the world’s leading protection organisation for Doctors, Dentists and healthcare professionals. We protect and support the professional interests of almost 300,000 Members around the world.

We are a not-for-profit organisation, meaning our Members’ premiums are kept safe should our Members require support for complaints or claims arising from professional practice, or invested into bettering the organisation, our colleagues and our products.

Our philosophy is to support safe practice in medicine and dentistry by helping to avert problems in the first place. We also actively campaign for regulatory and legal reforms that benefit Members and the wider healthcare professions.

To do this, we need colleagues who are trusted and supported to deliver their best work, whether that be through leadership development, fully-funded training courses or peer-to-peer support. We want our colleagues to feel empowered enough to deliver positive change, display ambition to push themselves and are determined when faced with a challenge, whilst ensuring our Member’s best interests are at the core.

Next Steps

If you are interested in finding out more, looking for a new role and want to join an organisation that truly values its employees, take a look at the role profile to find out more about the role to apply.

Office Services Coordinator

Medical Protection Society

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Office Services Coordinator