Job Description

About us

The Institute for Optimum Nutrition (ION) is the UK's longest established and most respected higher education institution and thought-leader in nutritional therapy and lifestyle sciences.

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, general administration, facilities and reception management in collaboration with the People and Operations Officer.

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:

1. Liaise with clinic supervisors, students and clients as necessary

2. Schedule training clinic appointments

3. Co-ordinate training clinic activities and ensuring the smooth running of Training Clinic days

4. Handle enquiries and bookings for the Training Clinic

5. Manage confidential client information, book laboratory tests and manage clinic records in accordance with clinical governance guidelines

6. Process preconsultation client paperwork

7. Work collaboratively with Academic staff (principally 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.

8. Prepare the documentation for the annual training clinic audit

9. Reschedule training clinic consultations for students where required

10. Schedule observation times for students to observe peers in training clinic

11. Process post-consultation client paperwork and email it to the relevant clients

12. Process GP letters, ensuring a copy is supplied to clients GP's (if consent has been obtained) as well as the client

13. Monitor the training clinic schedule to notify clinic supervisors of amendments to their working dates

14. Ratify clinic supervisor invoices against training clinic schedules for the accounts department

16. 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

1. To meet and greet all guests, tutors, students, suppliers, contractors and other visitors to the premises.

2. 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.

3. To prepare meeting rooms as required and ensure a presentable, welcoming and safe environment is maintained at all times.

4. To process student tuition payments and keep track of all payments for accounts.

6. To ensure all equipment (such as weighing machine, iPads etc) is available and in good working order, arranging regular servicing as appropriate.

7. 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.

8. To maintain relevant databases of contacts and information in an accurate and secure manner and provide reports as required.

9. To assist with the organisation of Graduation Ceremonies and marketing activities

10. To ensure the premises are maintained in a clean and tidy state and the kitchen is adequately stocked with tea, coffee and milk refreshments.

11. To ensure the premises are appropriately secured after 5.30pm or when individuals may be lone working.

12. As required participating in recruitment and selection of new staff.

13. 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.

14. To collaborate across teams.

15. To be supportive to other colleagues in your work to create a collaborative work environment.

16. To keep up-to-date with training e.g. GDPR, admission requirements and standards, and continuing professional development.

17. 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.

18. To efficiently coordinate after-hours security and cleaning schedules to accommodate the dynamic demands of the business, ensuring a safe and pristine environment at all times.

Other

1. To comply with all relevant policies and procedures.

2. To carry out any other duties that are commensurate with the role and as instructed by the CEO, Head of Corporate Services and Academic Administration Officer.

3. To assist with other administrative duties within ION if required.

4. 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.

5. 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.

Recruitment timeline:

Application deadline

- Tuesday 6th January 2026 midday

First round interview

- w/c 12th January 2026

Second round interview

- w/c 19th January 2026

Start date

- as soon as possible
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.

If you meet the above requirements and are looking to take on a challenging yet rewarding role as a

General Administrator (Clinic Coordinator)

, we encourage you to apply.

Job Types: Full-time, Permanent

Pay: 28,860.00 per year

Benefits:

Company pension Employee discount Health & wellbeing programme Work from home
Application question(s):

Will you now, or in the future, require sponsorship to work in the UK? Do you have experience in an Administration or Clinic Coordination role?
Education:

GCSE or equivalent (preferred)
Work Location: Hybrid remote in Richmond TW9