General Administrator (Training Clinic Coordinator) job at London Full Time NEW

Job title: General Administrator (Training Clinic Coordinator)

Location: Richmond, London and homebased

Contract: Full-time, permanent contract (37.5 hours per week)

Salary: £28,860 per annum

About us:

The Institute for Optimum Nutrition (ION) is one of the UK’s longest-established providers of education in nutritional therapy. We are passionate about delivering a high-quality learning experience that blends education, research and professional practice, and we are proud of our diverse and collaborative community.

Overview:

This a permanent, full-time position within a busy corporate services team and a great opportunity for an individual to play a key role in providing a professional, efficient and effective service which is integral to all aspects of the institute operations. You will be responsible for providing administrative support and ensuring the smooth functioning of various operational tasks within the organisation, mainly the training clinic. Taking initiative to identify, propose, and implement efficiencies will be a key strength. You will be instrumental in streamlining clinic operations and ensuring a positive experience for students, clients, supervisors and staff. You will act as first point of contact with people from both inside and outside the organisation, providing an efficient and effective front desk and general administration service for all departments and teams.

The successful candidate will be a self-starter, possess excellent organisational skills, attention to detail, the ability to handle multiple tasks simultaneously, to analyse and improve current systems and processes.

Context

1. The post-holder reports to the Academic Administration Officer.

2. The post-holder is a member of the of the Corporate Services Department.

3. The post-holder will work with the academic team to provide efficient and effective administration services for the training clinic.

4. The post-holder is responsible for training clinic, and collaboratively responsible for general administration, facilities and general administration with the People and Operations Officer.

Key tasks and accountabilities

As a member of the corporate services team, the post-holder will be part of a cross-department team providing a professional, efficient and effective service which is integral to all aspects of the institute operations.

You will be responsible for providing administrative support and ensuring the smooth functioning of various operational tasks within the organisation, mainly the training clinic. This role requires you to be a self-starter, possess excellent organisational skills, attention to detail, the ability to handle multiple tasks simultaneously, to analyse and improve current systems and processes. Taking initiative to identify, propose, and implement efficiencies will be a key strength. You will be instrumental in streamlining clinic operations and ensuring a positive experience for students, clients, supervisors and staff.

Main Duties

You are responsible for ensuring:

1. Training clinics are scheduled efficiently, effectively and run smoothly for students, clients and clinic supervisors.

2. ION facilities are operational and comply with Health and Safety regulations.

3. Reception is appropriately maintained, staffed and provides a welcoming environment for guests and callers.

4. The general administration, facilities and reception are delivered in collaboration with the People and Operations Officer and meet organisation requirements.

Training Clinic Duties:

• Liaise with clinic supervisors, students and clients as necessary.
• Schedule training clinic appointments.
• Co-ordinate training clinic activities and ensuring the smooth running of Training Clinic days.
• Handle enquiries and bookings for the Training Clinic.
• Manage confidential client information, book laboratory tests and manage clinic records in accordance with clinical governance guidelines.
• Process pre-consultation client paperwork.
• Work collaboratively with Academic staff (specifically Clinical Practice 2 Lecturer, Module Coordinator) to ensure student competencies are on track to being met and raise concerns of students that require additional support to succeed in the clinic practice module.
• Collaborate with the Academic Administration Officer to prepare the documentation for the annual training clinic audit.
• Reschedule training clinic consultations for students where required.
• Schedule observation times for students to observe peers in training clinic.
• Process post-consultation client paperwork and email it to the relevant clients.
• Process GP letters, ensuring a copy is supplied to clients GP’s (if consent has been obtained) as well as the client.
• Monitor the training clinic schedule to notify clinic supervisors of amendments to their working dates.
• Ratify clinic supervisor invoices against training clinic schedules for the accounts department.
• Induct clinic supervisors to the clinic systems and procedures.
• Step in seamlessly to fulfil the responsibilities of the People and Operations Officer during their scheduled periods of absence, ensuring continuity and smooth operation of administrative functions.

Office Duties

• To meet and greet all guests, tutors, students, suppliers, contractors and other visitors to the premises.
• To respond promptly to all external calls and enquiries in a friendly, professional and courteous manner and to transfer calls to the relevant person/department.
• To prepare meeting rooms and open day facilities as required and ensure a presentable, welcoming and safe environment is maintained at all times.
• To process student tuition payments and keep track of all payments for accounts.
• To ensure all equipment (such as weighing machine, iPads etc) is available and in good working order, arranging regular servicing as appropriate.
• To provide administrative and organisational support including running the registration desk for events such as open days, induction days and workshops, and where necessary arranging catering and refreshments.
• To maintain relevant databases of contacts and information in an accurate and secure manner and provide reports as required.
• To assist with the organisation of Graduation Ceremonies and marketing activities.
• To ensure the premises are maintained in a clean and tidy state and the tea point is adequately stocked with tea, coffee and milk refreshments.
• To work with colleagues in all department to ensure the smooth flow of information between the team and the widder organisation, formalising processes where necessary.
• To collaborate across teams.
• To keep up-to-date with training e.g. GDPR, admission requirements and standards, and continuing professional development.
• To oversee facility operations to uphold strict adherence to fire regulations, proactively coordinating fire extinguisher and alarm servicing in alignment with the role as a dedicated fire marshal.

Other

• To comply with all relevant policies and procedures.
• To carry out any other duties that are commensurate with the role and as instructed by the Academic Administration Officer, Academic Registrar, Head of Corporate Services and CEO.
• To assist with other administrative duties within ION when required.
• To adhere to the ION’s Health and Safety policies and procedures and to perform any ION wide designated duties with regard to Health and Safety and the security of ION.
• To adhere to and actively support the Equality, Diversity and Inclusion policies and their implementation.

Key tasks and accountabilities are intended to be a guide to the range and level of work expected. This is not an exhaustive list of all the tasks that may fall to the postholder, and staff are expected to carry out such other reasonable duties as may be required.

Person Specification

We are committed to and champion equality and diversity in all aspects of employment. All staff are expected to understand and promote our Equality and Diversity Policy in the course of their work.

All criteria should be considered to be essential unless otherwise stated.

Knowledge

• Advanced computer skills with knowledge of Microsoft Office applications including Word, Excel, PowerPoint and Outlook.
• Knowledge of using digital technologies.

Qualifications

• Good general level of education.
• English and Math to GCSE A-C or equivalent.
• Degree in Business Administration or Office Management (desirable).

Experience

• Experience in similar customer service role.
• Previous work experience in a comparable office setting and clinic (desirable).

Skills and abilities

• Excellent organisational and forward planning skills.
• Excellent customer service skills.
• Excellent standard of written and spoken English.
• Friendly and professional telephone manner.
• Ability to prioritise own workload, work autonomously, take initiative, proactively seek solutions and ways to streamline, organise multiple activities and manage a range of tasks calmly and to timely completion.
• Ability to develop positive working relationships with a wide range of people.
• Ability to use own initiative and self-motivated.
• A problem solver and ability to work autonomously.

Personal style and behaviour

• A willingness to participate in the ongoing development of ION through appropriate staff development and training.
• Eager to learn and develop own skills.
• Responsible attitude towards confidentiality and dealing with sensitive information.
• Able to demonstrate commitment to the mission and values of the organisation.
• Well presented.

Other requirements

• Active engagement in ION staff supervision and performance management programme, and wider organisation activity.
• Some weekend work is also required to cover clinic opening times and open days.
• Willingness to engage in training and development to support continued effectiveness within the role.
• Hybrid working between Richmond and home.

If you would like the Job Description information in an alternative format, please contact us at [email protected] with the email subject “Alternative format”.

We are committed to being an inclusive and accessible employer. If you require reasonable adjustments at any stage of the recruitment process please email us at [email protected] with the email subject “Accommodation Needed“. Our team will work with you to ensure reasonable accommodations are made to support your needs.

Recruitment timeline

• Applications deadline – Midnight on Sunday 14th June 2026.
• First round interview – w/c 22nd June 2026
• Second round interview – w/c 29th June 2026
• Start date – July 2026 (date to be confirmed)

The Institute for Optimum Nutrition (ION) is an independent educational charity, registered company number 2724405, registered charity number 1013084. We are committed to and champion equality and diversity in all aspects of employment. All staff are expected to understand and promote equality and diversity in the course of their work.

We welcome and encourage job applications from people of all backgrounds. We particularly welcome applications from Black, Asian and Minority Ethnic (BAME) candidates, as they are currently under-represented across our workforce. Appointments are made on merit.

We are also committed to becoming a Disability Confident employer and welcome applications from disabled people and those with long-term health conditions. We will make reasonable adjustments where possible to support employees and applicants.

For any additional information or queries please feel free to contact Amy Gilham, People and Operations Officer at ION on [email protected].

Job Types: Full-time, Permanent

Pay: £28,860.00 per year

Benefits:

• Company pension
• Health & wellbeing programme
• Work from home

Application question(s):

• Do you have unrestricted work authorisation for the UK?
• Are you able to work in a hybrid role in Richmond (3 days per week in the office)?
• Do you have experience working in a healthcare, education, wellbeing, or professional services environment? Please provide details.
• Are you able to work occasional weekends for events such as training clinic days and open days?

Work Location: Hybrid remote in London