Office Assistant

We're looking for a confident, organised Office Assistant to provide front-of-house and general office support across our London sites. You'll be the first point of contact for trial participants and visitors, and you'll help keep the site organised, well-stocked and presentable so clinical studies run smoothly and meet the standards expected by our Sponsors, ICH-GCP and other applicable regulations.

You'll work closely with experienced clinical research staff and site management. This role suits someone confident and assertive — comfortable giving clear direction to patients and visitors, staying calm when the site gets busy, and keen to build a strong working knowledge of how a clinical research site runs day-to-day.

Key Responsibilities

• Act as the friendly, professional first point of contact for trial participants and visitors, welcoming them on arrival and checking identification in line with protocol.

• Usher participants and visitors to the correct area, notify the relevant clinical team, and manage phone calls, messages and no-show follow-ups.

• Deliver a high standard of customer service throughout each visit, anticipating needs, organising refreshments, and confidently directing people during busy clinic days.

• Escalate clinical concerns or participant queries promptly, and handle participant information with strict confidentiality in line with GDPR.

• Prepare the site ahead of visits from participants, sponsors and auditors, keeping rooms and shared areas presentable and audit-ready.

• Maintain a clean, safe reception area and keep files, cupboards and storage areas organised and clearly labelled.

• Monitor and escalate site issues, and coordinate minor repairs and maintenance with contractors, tradespeople, landlords and building management.

• Arrange services and small jobs on behalf of the site (e.g. IT repairs, building works, appliance repairs), obtaining quotes and following through to completion.

• Monitor and maintain stock levels across kitchen, office and bathroom supplies, reordering via vendor portals and submitting invoices to accounts.

• Receive, check and store deliveries, and support the Site Manager with device requests and onboarding essentials for new joiners.

• Support turnaround of clinic and therapy rooms between visits, manage receipts and reconciliation, and complete non-clinical admin such as filing, scanning and post.

• Be a visible, proactive presence on busy clinic days, and support the organisation of staff events, socials and company-wide meetings.

Training

• Complete mandatory training as outlined by Clerkenwell Health, including refreshers where needed.

• Attend training agreed during Personal Development Reviews, both internal and external.

• Undertake training provided by Trial Sponsors and external scientists to support service improvement.

• Educated to at least GCSE/A level, with fluent English.

• Experience in a reception, front-of-house, office assistant or similar customer-facing role.

• A confident, assertive manner — able to give clear instructions and take ownership of the site environment.

• Basic understanding of confidentiality and data protection requirements.

• Good working knowledge of Microsoft Office and general office IT.

• Well organised and practical, able to prioritise competing tasks with minimal supervision.

• Previous experience in a clinical research, healthcare or regulated environment is desirable, along with awareness of GCP, vendor/contractor liaison, petty cash handling, or experience organising staff events.

• A varied, hands-on role at the heart of a pioneering clinical research organisation.

• The chance to build genuine site operations experience within a regulated, mission-led environment.

• A supportive team of experienced clinical research professionals.

• Exposure to pioneering research in mental health and CNS conditions.

If you're a confident, hands-on individual looking to build genuine site operations experience and play a key role in pioneering mental health research, we'd love to hear from you.