Client Operations Coordinator in London

Intent Health is the only UK healthcare communications consultancy built at the intersection of rare disease, health inequities and strategic patient advocacy, where the most overlooked patients live. Our focus is helping organisations translate scientific innovation into real-world access and patient impact, working with pharmaceutical companies, the NHS and charities. We combine AI-powered insight generation with deep human engagement across patients, caregivers, clinicians and policymakers. We create and run strategic programmes for our clients. Our work spans research and insight, development, launch readiness, advocacy, communications and PR, and health system change. We believe the greatest challenge facing healthcare innovation today is not whether science advances, but whether patients can benefit from it equitably and at scale.

Our model sets us apart and facilitates true co-creation, meaningful partnerships and deep insight resulting in successful and tangible outcomes. Our community-led approach and diverse team is reflective of our ambition to change the way health is accessed and experienced by everyone. We work with a deep and varied global network of clinical leaders, advocates, community leaders and community groups who ensure our outputs are representative of the people our communications are designed to reach. We bring in bespoke Community Advisor panels to support our consultants on every client project. We never assume we know more than communities themselves.

We are rapidly growing and now have an immediate need for a Client Operations Coordinator to join and support us with our growing client portfolio. This role requires excellent organisational and administrative skills, with experience in an agency, project coordination or client support environment. An interest in healthcare or with pharmaceutical companies is desirable, but not necessary. This is a paid position, salary £30,000 - £35,000 pro rata per year with an initial 3-month probation period. Salary is dependent on experience.

What you’ll do:

• Manage contracting and onboarding across client accounts, coordinating agreements for patients, patient organisations, KOLs, consultants, suppliers and other stakeholders; completing due diligence and onboarding documentation; liaising with Legal; managing correspondence; and maintaining a central contracting tracker.
• Coordinate pharmaceutical compliance systems and approval workflows, including job number creation, document uploads, version control, approval tracking, final filing and maintenance of a central approvals tracker.
• Support compliance and reporting administration, maintaining accurate contracts, approvals, consent forms and disclosure records, and updating transfer of value (TOV) reporting and supporting documentation.
• Coordinate account finances, including purchase orders, expenses, project costs, honoraria and stakeholder or supplier payments; track client invoicing; update budget trackers; and work with Finance to resolve queries or delays.
• Provide day-to-day account administration, including data entry, meeting coordination, diary management, recurring reminders, maintenance of account documents and templates, and monitoring client or account inboxes to ensure incoming requests are actioned.
• Coordinate travel, events and team logistics, including booking travel and tickets, organising meetings and events, managing associated suppliers and materials, and purchasing items or supplies for the team.
• Improve ways of working across the agency, identifying opportunities to simplify and standardise administrative processes and undertaking other general administrative tasks as required.

This role would suit someone who enjoys process-driven work, administration and coordination, and is happiest in a role where they can make a real impact through organisation, accuracy and attention to detail.

Our culture and expectations of our people:

• Healthcare passion and interest: We have an understanding and curiosity about healthcare.
• Accountable and proactive: As a start-up, we are willing to pitch in and take the initiative. We are accountable for our actions and responsibilities and are proactive about our work, and opportunities and challenges.
• Adaptable, resilient and understanding: We value diversity in all its forms and actively encourage everyone to bring their unique perspectives to work.
• Curious: We are passionate, curious, and honest. We challenge others, generate ideas and use a creative approach to solve problems.
• Willing to learn and grow: We are enthusiastic and proactive and have a growth mindset; we always look to improve and develop and take every opportunity to learn.
• Compassionate and inclusive: We recognise everyone has a voice and create an environment, so everyone is able to feel safe.
• Share recognition and reward each other: We actively recognise and reward each other and create an environment which values our efforts.
• Work as a team: We don’t work as individuals; we actively help shape our team and our business and help each other out.

What we offer:

• Hybrid and flexible working
• Unlimited annual leave
• Company pension scheme
• Dedicated collaboration space in London
• £250 annual Personal Development Allowance
• Tailored learning, coaching and professional development
• Personal networking budget
• Monthly team socials and events
• £100 monthly Life Admin Allowance
• Emergency Care Support
• Inclusivity Bonus
• Life Change Bursary
• "Sorry to See You Go" Grant

We have policies that focus on inclusivity, including parental leave, accessibility, and equality for all. However, the real opportunity is to be part of a small team changing the way healthcare is designed and accessed in tomorrow’s world.