Vision RT Ltd
Facilities & Office Supervisor
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Vision RT is a fast-growing MedTech company transforming radiation therapy for cancer patients by helping make it more accurate, effective, and comfortable. The company is the inventor of, and a market leader in, Surface Guided Radiation Therapy (SGRT). This technology uses advanced 3D cameras to track surface data, providing enhanced guidance across every step of the radiotherapy workflow.
Vision RT’s SGRT solutions are in 24 out of the 25 “Best Hospitals for Cancer,” as tracked by US News & World Report.
The company is recognized as one of Britain’s fastest-growing private tech companies, as featured in the 2025 Sunday Times 100 Tech list. Vision RT is also a recipient of the 2026 King’s Award for Enterprise, our fifth in 10 years. It is the UK’s most prestigious accolade for business excellence.
With around 300 employees globally and offices in the UK, Poland, and the USA, Vision RT operates independently as part of the Danish company William Demant Invest A/S, one of the world’s largest investors in healthcare companies. Employees benefit from the security and reach of being part of a large global enterprise, combined with the agility and innovation of a startup.
Vision RT is a company with strong values, a clear mission, and a bright future. It is an exciting and rewarding organization in which to work.
Job Purpose
The Facilities & Office Supervisor is responsible for the day-to-day management of office facilities, workplace services, and front-of-house operations, ensuring a safe, efficient, professional, and welcoming working environment for employees, visitors, clients, and contractors.
The role has responsibility for maintaining high standards across the office environment, overseeing office maintenance and repairs, managing facilities suppliers and contractors, ensuring compliance with health and safety requirements, and delivering an exceptional workplace experience. The postholder will supervise office support staff, coordinate workplace services, and ensure the office environment reflects the organisation's values and professional standards at all times.
This role provides a development opportunity for an individual seeking to progress into a Facilities Manager position in the future.
Key Responsibilities
Facilities Management & Office Maintenance
- Manage the day-to-day operation of office facilities and workplace services.
- Take ownership of the overall appearance, functionality, and upkeep of the office environment.
- Coordinate planned preventative maintenance and reactive repairs to minimise disruption to business operations.
- Liaise with landlords, contractors, suppliers, and building management teams to ensure facilities issues are resolved promptly and effectively.
- Conduct regular workplace inspections to identify maintenance requirements, health and safety concerns, and opportunities for improvement.
- Ensure office furniture, fixtures, equipment, meeting rooms, kitchens, and communal areas are maintained to a high standard.
- Monitor service standards and performance of facilities vendors, ensuring contractual obligations are met.
- Oversee building access, security systems, visitor management procedures, and key control processes.
- Support office moves, relocations, workspace reconfigurations, and workplace improvement projects.
- Drive continuous improvement initiatives to enhance workplace services and employee experience.
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Front of House & Workplace Experience
- Oversee front-of-house operations, ensuring visitors, clients, and colleagues receive a professional, welcoming, and positive experience.
- Ensure reception and visitor management processes are operating effectively and in line with company security requirements.
- Maintain exceptional presentation standards across all reception, office, meeting room, and communal areas.
- Act as a key point of contact for workplace-related enquiries and service requests.
- Coordinate hospitality arrangements for visitors, clients, board meetings, and business events.
- Support the planning and delivery of internal events, meetings, and employee engagement activities.
- Ensure meeting rooms are appropriately set up, equipped, and maintained for business use.
- Promote a positive workplace culture through the delivery of high-quality facilities and office services.
Office Management
- Ensure offices, meeting rooms, kitchens, and communal areas are fully stocked, operational, and maintained.
- Manage office supplies, stationery, consumables, and inventory levels.
- Coordinate incoming and outgoing mail, courier services, and document management.
- Maintain accurate workplace records, asset registers, and facilities documentation.
- Develop and implement office procedures and workplace standards to support efficient operations.
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Health, Safety & Compliance
- Support compliance with all relevant health and safety legislation, regulations, and company policies.
- Coordinate workplace risk assessments and safety inspections.
- Ensure fire safety procedures are maintained, including fire drills, evacuation plans, and emergency preparedness processes.
- Maintain health and safety records, incident reports, and compliance documentation.
- Investigate and report workplace incidents or near misses as required.
- Act as a Health & Safety Representative or Fire Marshal where appropriate.
- Ensure contractors comply with site safety procedures and permit-to-work requirements.
Supplier & Budget Management
- Support the Facilities Manager with supplier relationships and facilities service contracts.
- Support the Facilities Manager in monitoring supplier performance and service delivery against agreed standards.
- Support the Facilities Manager with facilities budget planning and monitoring expenditure against allocated budgets.
- Identify opportunities for cost savings and service improvements.
Skills & Experience
Essential
- Experience in facilities management, workplace services, office management, or a similar environment.
- Previous experience working with contractors or service providers.
- Knowledge of health and safety requirements within an office environment.
- Strong organisational and planning skills.
- Excellent communication and stakeholder management abilities.
- Strong problem-solving and decision-making skills.
- High attention to detail and a proactive approach to workplace management.
- Experience managing multiple priorities in a fast-paced environment.
- Strong customer service focus with the ability to build effective working relationships.
- Adaptable, resilient, and able to take ownership of tasks and outcomes.
- Proficiency in Microsoft Office applications.
Desirable
- IWFM Level II, IOSH Working Safely, IOSH Managing Safely, or equivalent health and safety qualification.
- Experience managing facilities contracts and supplier relationships.
- Experience within a professional or corporate office environment.
- Fire Marshal and/or First Aid qualification.
- Continuous improvement mindset with experience identifying and implementing service enhancements.
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