About Lloyds Pharmacy Online Doctor
Lloyds Pharmacy 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 Order Management:

• Procure and manage office supplies, equipment, and materials.
• Maintain accurate inventory records and monitor stock levels.
• Liaise with vendors and negotiate favourable terms.

Office Repairs and maintenance Coordination:

• Receive and log office repair requests from staff.
• Follow up with maintenance personnel or external contractors for timely resolution.
• Coordinate repair schedules to minimize office disruption.

Key Log Management:

• Maintain a comprehensive key log, documenting key allocations and returns.
• Ensure the security of office keys and access control systems.
• Manage door codes quarterly or after each employee departure.

Fire Safety Training:

• Coordinate and conduct regular fire safety training sessions for staff.
• Ensure compliance with fire safety regulations and maintain fire safety equipment.

Office Catering Management:

• Organize office catering for meetings, events, and special occasions.
• Coordinate catering orders, including menu selection and budget management.

Office Meeting Room Management:

• Manage office meeting room bookings and schedules.
• Ensure meeting rooms are properly set up and equipped.

Visitor Welcoming:

• Greet and welcome visitors professionally and friendly.
• Provide assistance and guidance to visitors as needed.

Booking travel for team members:

• Supporting rail, hotel and travel bookings to a designated departmental budget.

2. Day to day operations and projects
Operational Support with Documentation:

• Assist in preparing and documenting Data Protection Impact Assessments (DPIAs) and Root Cause Analyses (RCAs).
• Ensure compliance with data protection regulations and identify root causes of operational issues.
• Collaborate with relevant teams for information gathering and data entry

Administrative Support for the clinical Team:

• Deputise in the absence of the medical administrator ensuring seamless continuity of operations, covering clinical administrative tasks such as processing GP letters, invoices, and paper copies.

Managing Agile Working Operations Boards and Meeting Actions:

• Attend meetings and accurately record discussions, decisions, and action items.
• Maintain Trello boards to track project tasks, deadlines, and progress.
• Compile and distribute meeting actions to ensure follow-up and accountability.

3. Finance Administration

• Manage finance-related administrative tasks, including B2B monthly billing with suppliers and partners.
• Assist in any finance team administrative requests.
• Handle patient-related paperwork and enquiries accurately and timely.
• Create and maintain purchase order logs and reconcile credit card payments.
• Maintain a supplier contact and contract directory and assist teams with renewal data.

Additional Information:
Employment Type: Full-time, in-office role (Tuesday, Wednesday & Thursday), with potential for remote work on Monday & Friday after probation period has been completed.
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.
• Degree level education is desirable but not essential.
• Fire safety training and/or health and safety certification is desirable.

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