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Office Administration Manager at LloydsPharmacy Online Doctor
London, United Kingdom
Job Descrption
LloydsPharmacy Online Doctor has over 20 years of experience in leading the way in Digital Health, offering medical consultations over the internet. Our mission is to achieve excellence in delivering personalised and accessible healthcare on a large scale. Our algorithms are the basis of our patient-facing digital consultations and doctor-facing decision-making tool.
Role Purpose
As the Office Manager, you will oversee our administrative operations, ensuring our workspace runs smoothly. Your responsibilities will include managing office orders, coordinating repairs, handling financial tasks, and supporting various teams, all while maintaining a welcoming and efficient office environment.
Key Responsibilities:
1. Office Management
• Office Supplies & Inventory: Procure and manage office supplies, equipment, and materials. Maintain accurate inventory records and monitor stock levels. Liaise with vendors to negotiate favorable terms
• Repairs ... Maintenance Coordination: Receive, log, and coordinate office repair requests with internal or external personnel, ensuring minimal disruption
• Key & Access Management: Maintain a key log, ensuring security and managing door codes quarterly or after employee departures
• Fire Safety Training: Organize and conduct regular fire safety training sessions, ensuring compliance and equipment maintenance
• Health & Safety: Responsible for ensuring the office complies with all health and safety regulations by conducting regular risk assessments, organizing staff training, and maintaining emergency response plans. Manage the reporting and investigation of incidents while promoting workplace well-being through ergonomic practices and wellness initiatives.
• Catering Management: Coordinate catering for meetings and events, including menu selection and budget management
• Meeting Room & Visitor Management: Oversee meeting room bookings, ensuring proper setup and equipment availability. Greet and assist visitors professionally
• Travel Booking: Manage rail, hotel, and travel bookings within the departmental budget.
• Office events – responsible for organizing and coordinating team days and company events to foster team collaboration and enhance employee engagement.
2. Administrative Support:
• Provide administrative support during the absence of the medical administrator, handling tasks such as GP letters, invoices, and paper management
• Support taking meeting notes and maintaining excel documents tracking stock issues
3. Finance Administration:
• Financial Admin: Manage monthly B2B billing, assist the finance team with administrative requests, and handle patient-related paperwork. Maintain purchase order logs and payment processing and reconcile credit card payments with receipts
• Supplier Management: Maintain a supplier directory and assist with contract renewals
Additional Information:
Employment Type: Full-time, in-office role (Tuesday-Thursday), with potential for remote work on Monday and Friday after probation.
Qualifications and experience:
• Proven experience in office management or administrative roles, preferably in healthcare or a similar industry.
• Strong organizational skills, attention to detail, and ability to multitask.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and other relevant software.
• Knowledge of finance administration processes is advantageous.
• Fire safety training and/or health and safety certification is desirable.
Person specification
• Self-motivated, with the ability to work independently
• Strong multitasking and organisational skills
• High standards of working, with an eye for office efficiency and future planning.
• Project-focused, particularly in setting up office standards and contracts.
• Customer service-oriented, comfortable managing external stakeholders and coordinating meetings.
Job Types: Full-time, Permanent
Pay: £30,000.00-£35,000.00 per year
Schedule:
• Monday to Friday
• No weekends
Ability to commute/relocate:
• London: reliably commute or plan to relocate before starting work (required)
Work authorisation:
• United Kingdom (required)
Work Location: Hybrid remote in London
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