Role Summary

• Responsibilities: You will be responsible for the smooth running of our Cambridge office, with a focus on creating a friendly and productive working environment
• Salary: £25,700 per annum
• Benefits: Discretionary profit share bonuses, flexible working hours, generous holiday allowance, employer pension contributions, comprehensive travel insurance, private medical insurance, critical illness cover, income protection, full funding for external training, interest-free travel loan scheme, discounted gym memberships, and more
• Role Type: Full-time, permanent
• Start Date: We are currently recruiting for start dates in 2024, including October and November, and you will be asked to state your availability on your application form
• Location: This is an on-site role based in our Global Headquarters in Cambridge

About the Role

We are looking for an enthusiastic and proactive Reception & Office Administrator to join our vibrant team in Cambridge. Working closely with other members of the UK Facilities team, you will assist with the day-to-day running of the office and uphold our exceptional standards of customer service. You will also relish the opportunity to support colleagues in a fast-paced and collaborative environment.

You can learn more about our Cambridge office here: (url removed)

Key responsibilities will include:

• Overseeing the virtual telephone switchboard and monitoring messages via the Facilities team inbox 
• Greeting visitors to the office with a high level of friendliness and professionalism
• Ensuring that we maintain a safe, tidy and professional environment, including managing the kitchen to a high standard
• Booking visitors onto the appropriate security system(s) for all our UK offices
• Building relationships with service providers and suppliers, as well as liaising with the building’s management team
• Purchasing general supplies, such as kitchen consumables and stationery
• Assisting with the organisation of internal and external events, such as client meetings and office socials
• Maintaining the company’s asset management system and associated processes
• Basic health and safety checks, for which training will be provided
• Providing ad-hoc support to the Facilities Management Assistant and the wider Operations team, where required

Hybrid Working Policy: While we do offer a hybrid working policy, the Reception & Office Administrator position requires the successful candidate to be physically present in the office 5 days a week to effectively manage their responsibilities.

A Day in the Life of a Reception & Office Administrator

Due to the similarities between the roles, please refer to the Day in the Life of a Facilities Administrator article for an insight into what a typical day would look like as a Reception & Office Administrator: (url removed)

Career Profile

We offer many opportunities for personal and professional development at Costello Medical. Please click below to read first-hand accounts from our colleagues about their time with the company: (url removed)

Why Choose a Career in Facilities with Costello Medical?

Costello Medical is a rapidly growing global healthcare agency specialising in medical communications, market access and health economic and outcomes research. Our vision is to be a leading global partner consistently striving for meaningful and outstanding contributions that improve people’s health and lives.

We strongly recognise the importance of talent within our Facilities team and believe we offer a unique platform for you to build a career with us.

All the best bits of facilities in a truly varied role. We work closely with service providers and suppliers across all our office locations, which allows our Reception & Office Administrators to focus their time on contributing to exciting new projects and improvements that optimise the Facilities function, enhancing the productivity and wellbeing of our entire workforce.

Have your say and shape your own career. Given the rapid and organic growth the company has seen over the last few years, our Facilities team is relatively small. Your voice matters; you will have a significant influence on team decisions, and will be able to choose specific areas you’d like to specialise in. Whether you are most passionate about the day-to-day running of the office, or driving important projects forward within the team, you will be encouraged to take your career in a direction that challenges you to meet your own goals.

Contribute towards something bigger than facilities. Our customers are some of the industry’s most successful pharmaceutical and medical technology companies, patient and public health bodies, and charitable organisations. You can learn more about what we do here: (url removed). As a company, we are committed to improving healthcare globally, and by ensuring the smooth and efficient running of our office spaces, you are directly contributing towards this commitment. You will also be supporting a company that believes in corporate and social responsibility, and will be able to give back to the local community through funded volunteering and pro bono days.

A workforce that respects and values you. Based on our commitment to quality and providing an excellent service, it is very easy to build positive, trusting, and respectful relationships with those you support, both directly and indirectly. The difference you make to the office environment will be recognised and cherished by those around you, allowing you to feel like a valued and integral part of the company.

We are invested in our culture. We are committed to our company values which promote a fun, friendly, and innovative workplace in which we strive to deliver the highest standards of quality. As a result, we have been listed in The Top 100 Companies to Work For list for over six consecutive years, and achieved B Corporation certification in 2022. These values are embraced across the entire company, including the Facilities team.

Requirements

About You

We are seeking a motivated candidate eager to embrace new challenges and contribute innovative ideas to the ongoing development of our Facilities function. You will also enjoy taking a high level of ownership, enabling the office to run smoothly, which in turn will make a positive difference to the working lives of your colleagues in the Cambridge office.

Essential requirements for the role are:

• Strong organisational skills, including the ability to plan and prioritise your own time and communicate this to others
• Excellent levels of productivity, and the flexibility to respond to changing deadlines
• The ability to work confidently on your own and with a high degree of autonomy
• Exceptional attention to detail and high professional standards
• Excellent written and verbal communication skills
• A passion for, and dedication to, providing excellent customer service in a facilities role
• A friendly and approachable demeanour
• Experience using Microsoft Office

While some experience as a Reception & Office Administrator, or in a related role, is desirable, we also welcome applications from individuals who are looking to start their career in facilities or take the next step in their professional journey, becoming part of a friendly and inclusive company committed to providing opportunities for professional development and growth.

Benefits

What We Offer

• A starting salary of £25,700 per annum
• A discretionary profit share bonus paid twice per year
• Flexible working hours
• 25 days’ annual leave plus bank and public holidays
• Flexible benefits scheme offering additional holiday, cash payments and pension contributions
• 4% employer pension contributions
• Private Medical Insurance which offers comprehensive cover on a “medical history disregard” basis
• Paid study leave and funding for external qualifications
• Cycle to Work scheme and an interest-free travel loan scheme
• Critical Illness Cover, Income Protection and Life Assurance
• Access to an Employee Assistance Programme
• Discounted gym memberships
• Comprehensive travel insurance
• Regular company-funded social activities

Please click here to learn about our reward package and the other benefits of working for Costello Medical: (url removed)

The Recruitment Process

Our recruitment process begins with a self-recorded video interview, followed by an assessment, both of which you can complete in your own time. If successful, you will be invited to an interview in the Cambridge office with senior members of our Facilities team, which also includes a short practical exercise. Our standard recruitment process typically lasts around 2 to 3 weeks, however this can be adapted if necessary.

As an equal opportunity employer, we are committed to fostering a diverse and inclusive workforce and, throughout the recruitment process, there are a number of reasonable adjustments we can provide. Please click here to read more about this and contact the People Team via (email address removed) should you require reasonable adjustments at any stage.

We are currently recruiting for start dates in 2024, including October and November, and you will be asked to state your availability on your application form. Whilst there are no set application deadlines, we would strongly recommend applying as early as possible so that we can begin processing your application, as the role will close when a suitable candidate is found.

How to Apply

You are required to submit your CV and a cover letter via our online application form. In your cover letter, you must explain why you think you would be suited to the role and why you would like to join Costello Medical, with examples to support both.

While we embrace Artificial Intelligence (AI) technologies to innovate and improve processes, we want to understand your unique skills and experiences throughout the recruitment process. Therefore, if you use AI to assist with your application, we recommend that you do not rely solely on this technology to generate your application materials. As your role may involve developing new written content from scratch and handling confidential data that cannot be uploaded to AI technology, it is important for us to assess your own skills and abilities.

Please contact the Talent Acquisition team at (email address removed) if you have any questions about the role or application process.

Visa Sponsorship

Please note that this role does not meet the eligibility criteria for visa sponsorship, and you will therefore need the right to work in the UK independently from the company.