Operations Coordinator
5 days ago
Winkfield
Operations Coordinator (full-time, permanent contract) In brief: We are looking for an Operations Coordinator to be the heartbeat of our client and patient logistics. You’ll manage bookings, be a main point-of-contact for our clients, coordinate sample collections, and keep our operations running smoothly—all while helping build a workplace that’s caring, collaborative, and just the right amount of fun. Salary: £27,000 per annum. PLEASE NOTE: Our site is not accessible by public transport so you must be a driver with a full licence and have access to a car. The ‘What’ – the role Reporting to the Head of Client Services, the Operations Coordinator will provide efficient and professional support to the VHL Operations team to ensure exceptional service is delivered to our clients and patients at all times. This role plays a key part in the day-to-day running of operations, supporting the coordination of bookings, logistics and client communication to ensure a smooth and consistent service experience. The Operations Coordinator will be responsible for managing a high volume of operational activity, including scheduling couriers, responding to client queries and working closely with internal teams to maintain service quality across all areas. This role requires a highly organised and proactive individual who is confident managing multiple priorities in a fast-paced environment. The Operations Coordinator will also work closely with the wider VHL team to create an inspiring place to work while maintaining an atmosphere of care, trust and ownership - with a healthy dose of fun. Key responsibilities: • Respond to incoming emails, orders and phone requests from clinics and practitioners, • Coordinate bookings, including phlebotomy appointments, courier collections and deliveries, • Schedule and manage courier activity, including same-day collections, route coordination and tracking, • Liaise with couriers, laboratories and internal teams to ensure timely and accurate sample movement, • Use internal systems and the VHL portal to input data, manage bookings and maintain accurate records, • Monitor day-to-day operational activity, ensuring timelines and service expectations are met, • Act as a point of contact for client queries, providing clear and timely communication, • Support onboarding of new clients and ongoing operational requirements, • Identify and escalate operational issues where appropriate, • Take ownership of tasks through to completion, • Support the preparation and dispatch of test kits where required The ‘How’: Our values Live, breathe and display VHL’s values at all times. We make it Matter - Care • We are united by the compelling objective of making a difference to the lives of those around us, • We maximise potential and inspire others to bring their ‘A-game’ We make it Right - Integrity & Trust • We are open, honest & transparent - we’re not afraid to speak up or challenge, • We do what is right – not simply what’s expected, • We admit mistakes but learn from them, • We never walk past a problem We make it Fun - Energy & Passion • We play for the team – we don’t just show up, • We aim to delight & inspire We make it happen! - Ownership & curiosity • We’re a pioneering bunch of individuals - brave in our approach – if we can’t find a solution, we’ll build one, • We’re empowered to make decisions and accountable for the outcomes – not just the outputs, • We thrive off curiosity & excellence by demonstrating a desire and drive to learn, develop & improve The ‘Who’: About you • Super organised: used to juggling multiple projects with different priorities and working to short deadlines, • Trouble shooting and problem solving: this is key as our clients work at a fast pace, • Strong attention to detail: our team relies on us to ensure projects run perfectly, • Tech savvy: confident using MS Office, • Have a growth mindsight: we’re growing fast, and you’ll be expected to offer ideas where processes can be improved and drive your own personal development, • Excellent verbal and written skills: you should be able to draft clear, concise communications, adapting tone & style as appropriate, • Flexible: Our working environment changes based on our client needs; you’ll need to be adaptable and open to accommodating our client and teams needs as required. The ‘When’: Office Hours 40 hours per week, Mon-Fri, on 8 hour shifts depending upon business need. The ‘Where’: Location Based at our office located at The Stables, New Lodge, Drift Road, Winkfield, Windsor, SL4 4RR Our office location is not accessible by public transport so it is essential that candidates have a full driving licence and have access to a car. The ‘Why’: Why you’ll love working at VHL • Our culture – VHL is fast-paced, dynamic and rewarding, • Clear purpose – you’ll be part of building something that matters, • Be ‘your’ best – we will invest in your training & development to help you grow, • Put your career on steroids – we’re growing fast and there’s room to progress, • Your team – we’re a group of passionate individuals who like to have fun at work