Office Assistant
Location: Office based in Marylebone / Baker Street, London
Contract Type: Full-time/ Permanent
About Us
Clerkenwell Health is an innovative and leading research organisation specialising in the delivery of scientifically grounded clinical trials through our collaborative Contract Research Organisation, extensive Site Network and leading Therapy Development Programme. We specialise in supporting Mental Health and CNS research, with a particular focus on psychedelic drug development.
The Role
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.
What We're Looking For
- 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.
What We Offer
- 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.