office manager jobs

The Griffin Institute for Surgical Training and Research is a charity based in Harrow, dedicated to training and educating the next generation of surgeons in robotic surgery, microsurgery, and other Minimally Invasive Surgery techniques. With robotics set to play a pivotal role in the NHS - an estimated 300,000 procedures are expected over the next year - our work has never been more important. Our clients include national and international surgeons across all specialties, large commercial companies, other academic institutes etc. We are accredited by the Royal College of Surgeons in England and in Edinburgh.

We are a unique educational Institute in the UK, both in our methods and in the impact of what we deliver. We acquire a large space adjacent to Northwick Park Hospital NHS Trust, where we deliver our activities. We have large office spaces, four operating theatres and other specialist areas, totalling approximately 3,500 square metres. We also undertake cutting-edge research projects on behalf of a range of clients, including academic institutions and pharmaceutical companies. Having recently reopened part of our building, activity is ramping up, and there’s a tangible sense of momentum across the Institute.

You’ll be joining a passionate and supportive team during a period of growth, where your ideas and initiative will make a real difference. This is a dynamic role with the freedom to innovate, experiment and learn, offering the autonomy to shape and improve the way we work. You’ll collaborate closely with the CEO and senior stakeholders, gaining broad organisational exposure while contributing to a positive, forward-thinking culture.

We also offer a competitive benefits package, including above-average annual leave and enhanced family leave, reflecting our commitment to staff wellbeing and work–life balance.

What we are looking for

We are seeking an experienced and proactive Operations & Facilities Manager to take full ownership of the Institute’s day-to-day operations and maintenance of the facilities. In this senior leadership role, you will lead and oversee IT, HR, Health & Safety, business administration and facilities, ensuring these critical functions operate seamlessly and support the Institute’s objectives.

You will coordinate activities across all departments, address issues promptly, and provide guidance and support to staff to enable them to perform at their best. The role requires a proactive approach, the ability to build strong relationships with internal and external stakeholders, and exceptional communication skills.

The role also involves providing high-level operational support to the CEO, contributing to the smooth functioning of the Institute at both a tactical and organisational level.

This is an on-site position, requiring a consistent presence in the office to support staff, respond to operational needs, and maintain the day-to-day continuity of operations. Some flexibility will be considered.

We are looking for a candidate with exceptional judgement, broad operational expertise, and outstanding organisational and interpersonal skills.

About the Role

This is a permanent, full-time role (40 hours per week, Monday to Friday - typically between 8am and 5pm). Occasional out-of-hours work may be required; overtime or time off in lieu will be available.

In this role, you will be responsible for:

· Ensuring the smooth day-to-day running of the Institute and acting as a visible, accessible point of contact for clients, staff, tenants, visitors, contractors and external partners.

· Acting as the lead and central point of contact for all outsourced HR, Facilities Management, Health & Safety and IT partners, ensuring clear communication, regulatory compliance and timely completion of tasks, with all external contractors and collaborators channelling through this role.

· Leading and overseeing the day-to-day management of the facilities, ensuring routine checks and compliance requirements are carried out, issues are identified and escalated appropriately, and contractors are effectively managed and liaised with.

· Leading the Institute’s Health & Safety function, working with outsourced contractors to ensure compliance with all relevant regulations, addressing issues proactively.

· Overseeing the Fire Warden programme, coordinating training and ensuring staff engagement and compliance with Health & Safety policies and best practices.

· Leading operational projects, supporting strategic planning and identifying opportunities to improve systems, processes and internal communications.

· Managing HR administration including onboarding, staff records, routine HR queries, HRIS updates, sickness and absence recording, and escalating issues where appropriate.

· Supporting staff wellbeing initiatives, coordinating internal communications, newsletters and staff events, and preparing HR reports for senior meetings.

· Providing high-level executive support to the CEO, including diary management, preparing reports and correspondence, conducting research, handling confidential matters and supporting governance processes.

· Organising senior meetings and Board meetings, preparing papers, taking minutes and maintaining accurate documentation.

· Overseeing supplies, hospitality, office systems and administrative functions to ensure an efficient, well-run working environment.

· Monitoring operational issues, gathering data and producing reports to support productivity, cost-control and decision-making.

Shortlisted candidates will be sent a copy of the Job Description in full.

About You – Person Specification

We are looking for a highly experienced, confident professional who can demonstrate:

· Qualifications: degree, or minimum 3 A-Levels

· FM IWFM up to Level 5 or similar qualification desirable, or CIPD Level 5

· Significant experience in a senior administrative, operations or office management role, with confidence managing a broad portfolio of responsibilities.

· Experience coordinating Facilities, HR and Health & Safety functions, including working with external/outsourced providers.

· Strong project-management skills with the ability to deliver work effectively in fast-paced, complex environments.

· Previous experience line managing staff.

· Good knowledge of GDPR and information governance, with an understanding of cyber security principles.

· Excellent organisation and time-management skills, with the ability to balance multiple priorities.

· Outstanding written and verbal communication skills, including drafting, editing and preparation of professional documents.

· Strong interpersonal, stakeholder-management and negotiation skills.

· High attention to detail, strong analytical abilities and a proactive, solution-focused approach.

· Proficiency in Microsoft Office at intermediate or advanced level.

· Professionalism, reliability, integrity, sound judgement and the ability to handle confidential matters with discretion.

· A commitment to service excellence, continuous improvement and positive, collaborative working relationships.

Job Type: Full-time

Pay: £45,000.00-£55,000.00 per year

Work Location: In person