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NHS Confederation

Receptionist and Facilities Officer

The closing date is 23 July 2025

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Job summary

In this role you will provide receptionist and office management operational support to the Facilities and Venue Operations Manager and be the main point of contact to colleagues and visitors attending the NHS Confederation London office.

You will:

  • Welcome colleagues and external visitors to the office.
  • Support colleagues at all levels of the organisation on general office matters
  • Co-ordinate with office management suppliers and maintenance teams
  • Ensure a clean and professional office environment is maintained
The purpose of this role is to provide a friendly and professional experience to our colleagues and external visitors, whether that be by telephone, email or in person.

Main duties of the job

The post holder will provide receptionist and office management operational support to the Facilities and Venue Operations Manager and be the main point of contact to colleagues and visitors attending the NHS Confederations London office by providing an approachable, responsive and customer-first service.

Key relationships will include:

  • Liaising with staff at all levels of the organisation on general office matters, including delivering staff inductions to the London office and the facilities available.
  • Building positive supplier relationships and identifying opportunities to deliver better value through reduced costs or improved services
  • Supporting the Facilities and Venue Operations Manager with ad hoc work such as tender processes and regular maintenance co-ordination.
  • Supporting staff in London, homeworkers and other offices as required
  • Welcoming external visitors to the office.

About us

The NHS Confederation is the membership organisation that brings together, supports and speaks for the whole healthcare system in England, Wales and Northern Ireland.

The members we represent employ 1.5 million staff, care for more than 1 million patients a day and control £150 billion of public expenditure. We promote collaboration and partnership working as the key to improving population health, delivering high-quality care and reducing health inequalities.

Details

Date posted

09 July 2025

Pay scheme

Other

Salary

£25,162 a year and £4000 London Weighting (if applicable)

Contract

Fixed term

Duration

12 months

Working pattern

Full-time, Flexible working, Home or remote working

Reference number

NHS1116797

Job locations

2nd Floor

18 Smith Square

London

Westminster

SW1P 3HZ


Job description

Job responsibilities

  • Co-ordinate the organisations general enquiries phone system, ensuring that all messages forwarded to the appropriate departments within 4 working hours in line with the Office Management SLA.
  • Managing visitors to the office including answering the internal office door and greeting external visitors and Notifying landlord reception of any pre-booked visitors and colleagues from other NHS Confederation offices
  • Ensure a clean and professional office environment in the London office, dealing proactively with any issues identified and liaising as appropriate with staff, suppliers, and landlords as appropriate to get problems identified effectively and efficiently resolved. Maintaining a log of reported issues
  • Support the Facilities and Venue Operations Manager to monitor office management suppliers and contract deliverables and Ensure the office maintains a consistent and adequate supply of stationery and other provisions, including carrying out regular stock takes and providing analysis.
  • Manage the meeting room calendars, ensuring that appropriate booking arrangements are in place and supporting staff with any issues or specific meeting room requirements (room swaps, cancellations, etc).
  • Co-ordinate and respond to any requests and bookings for taxis, couriers and catering submitted by colleagues.
  • Provide advice to staff as required, on use of office equipment, fire evacuation procedures, introductory meetings for new starters, etc.
  • Support the Facilities and Venue Operations Manager to maintain a safe workplace for staff in the London offices, ensuring that the appropriate health and safety procedures and emergency procedures are delivered and regularly reviewed. This will include
- appropriate health and safety procedures, emergency procedures and security protocols are followed, escalating issues where required

- co-ordination of regular health and safety risk assessments

- co-ordinating the schedule for health and safety testing including PAT safety testing, Fire Risk Assessment, and fire extinguisher testing

- arranging office maintenance and repairs as required

- delivery of health and safety inductions and display screen equipment assessments for staff

  • The post holder is required to be a First Aider and Fire Marshall (full training will be provided).

Job description

Job responsibilities

  • Co-ordinate the organisations general enquiries phone system, ensuring that all messages forwarded to the appropriate departments within 4 working hours in line with the Office Management SLA.
  • Managing visitors to the office including answering the internal office door and greeting external visitors and Notifying landlord reception of any pre-booked visitors and colleagues from other NHS Confederation offices
  • Ensure a clean and professional office environment in the London office, dealing proactively with any issues identified and liaising as appropriate with staff, suppliers, and landlords as appropriate to get problems identified effectively and efficiently resolved. Maintaining a log of reported issues
  • Support the Facilities and Venue Operations Manager to monitor office management suppliers and contract deliverables and Ensure the office maintains a consistent and adequate supply of stationery and other provisions, including carrying out regular stock takes and providing analysis.
  • Manage the meeting room calendars, ensuring that appropriate booking arrangements are in place and supporting staff with any issues or specific meeting room requirements (room swaps, cancellations, etc).
  • Co-ordinate and respond to any requests and bookings for taxis, couriers and catering submitted by colleagues.
  • Provide advice to staff as required, on use of office equipment, fire evacuation procedures, introductory meetings for new starters, etc.
  • Support the Facilities and Venue Operations Manager to maintain a safe workplace for staff in the London offices, ensuring that the appropriate health and safety procedures and emergency procedures are delivered and regularly reviewed. This will include
- appropriate health and safety procedures, emergency procedures and security protocols are followed, escalating issues where required

- co-ordination of regular health and safety risk assessments

- co-ordinating the schedule for health and safety testing including PAT safety testing, Fire Risk Assessment, and fire extinguisher testing

- arranging office maintenance and repairs as required

- delivery of health and safety inductions and display screen equipment assessments for staff

  • The post holder is required to be a First Aider and Fire Marshall (full training will be provided).

Person Specification

Experience

Essential

  • Demonstrable experience of working in an Office Management/Receptionist related role
  • Ability to maintain relationships with suppliers and contractors, managing daily and weekly supplier interactions and communication.
  • Demonstrable experience in delivering high-quality customer service, with the flexibility to respond effectively to evolving needs and priorities
  • Knowledge of standard office health and safety checks
  • Proficiency in MS Office
  • Excellent verbal interpersonal skills and written communications skills
  • Ability to work independently
  • Strong organisational skills and attention to detail

Desirable

  • Implementing new systems/office procedures
  • Current First Aid at Work and Fire Warden Certificates
Person Specification

Experience

Essential

  • Demonstrable experience of working in an Office Management/Receptionist related role
  • Ability to maintain relationships with suppliers and contractors, managing daily and weekly supplier interactions and communication.
  • Demonstrable experience in delivering high-quality customer service, with the flexibility to respond effectively to evolving needs and priorities
  • Knowledge of standard office health and safety checks
  • Proficiency in MS Office
  • Excellent verbal interpersonal skills and written communications skills
  • Ability to work independently
  • Strong organisational skills and attention to detail

Desirable

  • Implementing new systems/office procedures
  • Current First Aid at Work and Fire Warden Certificates

Employer details

Employer name

NHS Confederation

Address

2nd Floor

18 Smith Square

London

Westminster

SW1P 3HZ


Employer's website

https://www.nhsconfed.org/ (Opens in a new tab)

Employer details

Employer name

NHS Confederation

Address

2nd Floor

18 Smith Square

London

Westminster

SW1P 3HZ


Employer's website

https://www.nhsconfed.org/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Facilities and Venue Operations Manager

Natalie Pitts

natalie.pitts@horizonleeds.co.uk

Details

Date posted

09 July 2025

Pay scheme

Other

Salary

£25,162 a year and £4000 London Weighting (if applicable)

Contract

Fixed term

Duration

12 months

Working pattern

Full-time, Flexible working, Home or remote working

Reference number

NHS1116797

Job locations

2nd Floor

18 Smith Square

London

Westminster

SW1P 3HZ


Supporting documents

Privacy notice

NHS Confederation's privacy notice (opens in a new tab)