Facilities Co-ordinator

Vetsure is a fast-growing SME providing a range of services to independent vets across the UK including pet insurance, buying group services and administrative services for our partnered vet practices, for the provision of pet health plans.

The company is experiencing exceptional growth and now turns over in excess of £50m.

The positive values woven into the fabric of Vetsure, stem from our love of pets and our passion for care, support and well-being. This culture extends throughout our team too, and we strive to create an inclusive and engaging environment where all our employees feel valued and able to thrive.

Key facts about the role

Contract Type: Part time, 3-month fixed term contract, with the view to become permanent.

Hours: Monday- Friday, 8:00am-12:00pm.

Location: Office based. Hatfield, Hertfordshire.

Benefits

• 25 days of annual leave.
• £750 ‘Refer a Friend’ bonus.
• Auto-enrolment in our pension scheme (3% employer contribution when you contribute 5%).
• Enrolment into our Vitality Essentials package, including access to our Employee Assistance Programme (EAP).
• Free, local parking just a 5 minutes’ walk from the office.

Once you’ve aced your induction phase (also known as probationary period), you’ll also get the following additional perks.

• Option to buy or sell up to 5 days of annual leave.
• Long-service award for 5, 10 and 15 years’ service.
• Discounted pet insurance.
• Access to the Vitality healthcare scheme, with up to £30/month Vetsure contribution.
• 2 days’ leave to help a new cat or dog settle in at home.
• 1 day’s leave when you move house.
• Halfords Cycle2Work scheme.
• Eye test cost covered up to £50, plus up to £200 towards glasses every two years.

Reports to: HR, Learning and Development Manager.

Job Description

We are seeking an experienced and organised Facilities Co-ordinator to join our growing team.

This is a key role responsible for ensuring a smooth day-to day running of our office environment. The facilities co-ordinator will work closely with colleagues across all departments, as well as manage relationships with external contractors and service providers including cleaners, building maintenance and security.

This is a hands-on, office-based role and ideal for someone who enjoys variety, takes initiative and has a proactive attitude to problem-solving and improvement.

Main Duties

• Co-ordinate and oversee general office maintenance and repairs.
• Serve as the main contact for all office health and safety matters, ensuring compliance with regulations and overseeing first aid supplies, training for Fire Wardens and First Aiders.
• Ownership of reviewing health and safety policies.
• Support the HR department by issuing and deactivating building access cards and office fobs for new starters and leavers.
• Manage the allocation of car parking spaces.
• Management of daily post.
• Order and manage stock levels for kitchen and office supplies including, milk, fruit and stationery.
• Perform light office maintenance such as descaling the kettle and coffee machine to ensure kitchen equipment is in working order.
• To undertake other reasonable duties that fall within the scope of your role, as required by line manager.

Person Specification

The ideal candidate will have the following personal experience.

• Experience in a facilities or office administration role.
• Highly organised and proactive approach to work.
• Strong attention to detail and ability to manage multiple responsibilities effectively.
• Good communication and interpersonal skills and with the ability to build positive working relations across different departments and external providers.
• A strong sense of ownership and pride in maintaining a professional, safe and well-run office environment.
• A good understanding of workplace health and safety practices and responsibilities.
• Good knowledge of Microsoft office and other IT systems for booking and ordering office supplies.
• Ability to work independently, take initiative and problem solving, without supervision.
• A flexible, can-do approach and willingness to support departments and office functions when needed.

Qualifications and Experience

• Previous experience in a facilities co-ordinator role is preferred.
• Solid understanding of health and safety regulations in the workplace, including fire safety, first aid and risk assessment.
• Experience supporting cross-functional teams (e.g. HR, Marketing) with office-based tasks is desirable.

Why Join Vetsure?

At Vetsure, we are proud to offer a supportive, collaborative working environment where people feel valued and respected. We are passionate about the wellbeing of pets and the people who care for them. We are committed to being an inclusive employer, welcoming and celebrating people of all backgrounds, experiences, and perspectives.

We believe that a diverse workforce strengthens our business, sparks innovation, and helps everyone thrive.

We invest in our people, offer opportunities for personal and professional development, and foster a culture where success is shared, and achievements are recognised.

Disability Confident Employer

Vetsure is a Disability Confident employer, part of a voluntary government scheme. We are committed to fairly assessing, employing and supporting disabled employees through reasonable adjustments and an inclusive culture.

We offer interviews to disabled candidates who meet the essential criteria outlined in this job description. However, where application volumes are exceptionally high and it may not be practical to offer interviews to everyone, we will take through a fair and

proportionate number, offering interviews to those disabled candidates who best meet the criteria.