Job Summary
To provide a professional front of house reception service whilst supporting the Facilities Management team with administrative, operational, and compliance related activities. The role is responsible for ensuring visitors, colleagues, and contractors experience a safe, efficient, and welcoming workplace environment.
This role is a job share and the days of work will be on a rota basis, as detailed below. The working hours are 08:00 to 16:30 with 1/2 hour for lunch:
- Week 1: Wednesday, Thursday and Friday
- Week 2: Thursday and Friday
The incumbent should also be available to provide cover for the other receptionist during their annual leave, with the dates agreed in advance by both receptionists.
Ideal Candidate
Essential
- Previous experience in a reception, administrative, or facilities support role.
- Excellent customer service and communication skills.
- Strong organisational and time management abilities.
- Good attention to detail and accuracy.
- Proficient in Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
- Ability to manage multiple priorities in a busy environment.
- Professional and approachable manner.
Desirable
- Experience working within Facilities Management or Office Services.
- Knowledge of Health & Safety regulations and compliance requirements.
- Experience using CAFM, helpdesk, or facilities management systems.
- Understanding of contractor management processes.
- IOSH Working Safely or equivalent qualification.
Principle Responsibilities
Reception & Front of House
- Act as the first point of contact for visitors, contractors, and employees.
- Welcome visitors and manage the sign in/sign out process.
- Maintain visitor records and issue access passes as required.
- Manage incoming calls, emails, and enquiries professionally and efficiently.
- Coordinate meeting room bookings and ensure rooms are prepared for use.
- Handle incoming and outgoing mail, courier services, and deliveries.
- Ensure reception and communal areas are clean, tidy, and presentable at all times.
Facilities Administration
- Provide administrative support to the Facilities Manager and FM team.
- Raise purchase orders, process invoices, and maintain supplier records.
- Assist with budgeting, expenditure tracking, and reporting activities.
- Coordinate planned preventative maintenance schedules and service visits.
- Monitor and manage facilities helpdesk requests, ensuring timely resolution.
- Support contractor management activities, including scheduling and documentation.
Health, Safety & Compliance
- Support workplace inspections, audits, and risk assessments.
- Monitor contractor inductions, permits, insurance certificates, and accreditation records.
- Assist with emergency preparedness arrangements, including fire evacuations and drills.
- Ensure visitor and contractor procedures are followed.
Workplace & Employee Support
- Support office moves, workstation setups, and workplace changes.
- Coordinate office supplies, stationery, and workplace consumables.
- Liaise with service providers, including cleaning, security, catering, and maintenance contractors.
- Respond to workplace queries and escalate issues where necessary.
- Assist in promoting workplace standards and employee wellbeing initiatives.
Closing date for applications will be Wednesday 2 September 2026. We are looking for the successful candidate to start as soon as possible, subject to the completion of the relevant pre-employment checks and notice period.
Pay: £13.45 per hour
Work Location: In person
