Front of House & Facilities Coordinator
British Society for Rheumatology
We are a UK wide membership organisation for all health professionals working in adult, paediatric and adolescent rheumatology. BSR works to promote excellence in the care of people with rheumatic and musculoskeletal disorders and to support those delivering it, involving patients and carers at every step.
We work to ensure that our rheumatology professionals have access to the latest in education, research and clinical best practice to provide high quality care. Our members look after patients of all ages, from children to adults and across the whole patient pathway.
BSR owns and is responsible for its headquarters, Bride House, in Bride Lane, close to the heart of the City of London. The building has five floors - BSR occupy the 3rd and 4th floor, the1st floor is occupied by a patient charity that has a common interest in musculoskeletal and other health related issues, and the 2nd floor is occupied by a commercial tenant.
You'll be the first point of contact for all visitors to Bride House and are crucial to conveying the professional approach, brand and reputation of the society. Your primary duties are to coordinate the smooth running of the building and provide support to the operations department.
You'll have a positive and professional approach, can manage your own workload and conflicting demands, have good organisation and planning skills and can understand and follow instructions. You'll also have excellent oral and written communication skills, excellent client care and customer service skills, a collaborative work ethic and the ability to engage positively with colleagues and stakeholders.
Our Office building is in Central London. This post is required to be onsite Monday to Friday. Please note that flexible working arrangements are not available for this post holder due to the nature of the position.
In this role you will:
- Receive all guests, contractors, and other visitors for both BSR and tenants, ensure they sign in, and direct them as appropriate.
- Take telephone calls, answer queries and direct according to the directory provided.
- Coordinate the room booking process for our meeting rooms and assist with teleconferencing and videoconferencing during meetings.
- Receive, and sort incoming post into labelled trays. Send outgoing post and organise Special, Recorded Deliveries or parcels as necessary.
- Accept deliveries for staff or tenants and inform them of arrival.
- Order stock from suppliers online and replenish stock in the kitchen once a week; check and distribute milk supplies to the ground, third and fourth floor kitchens daily and regularly checking use by dates.
- Keep the stock equipment and reception/kitchen areas clean and tidy.
- Ensure the ground floor meeting rooms are securely locked at the end of each day.
- Issue keys and security fobs to employees and tenants.
- Support the management of the relationship with our facilities management company, working with them in the planning and delivery of maintenance projects; coordinating contractors and ensuring that works have been completed.
- Be the onsite contact for employees and tenants in relation to building, H&S and/or security issues.
- Report the building maintenance progress to the Head of Operations & HR on a quarterly basis.
- Monitor the Communications/IT room in the basement to ensure all equipment is functioning properly.
- Ensure visitors understand the requirement to wearing face coverings while walking through the building.
- Ensure that meeting rooms and common areas are Covid-19 safe.
- Undertake the buildings annual risk assessment and work with the facilities management company to ensure all risks are addressed in a timely manner.
- Support the Head of Operations & HR to develop an annual report for the Board of Trustees.
- Ensure communal areas are kept clean and that individuals using the meeting rooms follow social distancing protocols.
- Escalate H&S issues to the Head of Operations & HR and the facilities management company.
- Ensure all H&S procedures are carried out in line with the H&S manual.
- Support the operations directorate with administrative tasks as required; this could include researching and arranging external venue hire, booking travel, and assisting with diary management.
We'd love to hear from you if you:
- Have a positive and professional approach in demanding roles.
- Are able to manage own workload and conflicting demands.
- Have good organisation and planning skills.
- Can understand and follow instructions.
- Have excellent oral and written communication skills.
- Have excellent client care and customer service skills both on the telephone and face to face.
- Have a collaborative work ethic and ability to engage positively with colleagues and stakeholders.
We want your experience of the following:
- Customer service experience gained in a receptionist or front of house role.
- Experience of working in a professional membership organisation, preferably of a medical specialty.
- Working knowledge of using MS365, MS Teams, Windows, MS office and Outlook.
- Knowledge of switchboard systems or telephone systems.
- Previous experience working in a facilities management/coordination role would be a bonus
We can offer:
- A great place to work, we are Investors In People accredited and committed to Equality, Inclusion and Diversity
- Performance related pay and incentive schemes that include colleague nominated awards
- Group pension scheme
- 25 days holiday plus bank holidays
- A heap of benefits, such as BUPA health insurance, cycle to work schemes, buy/sell leave etc.
- Regular staff social events
- Year round learning and development programmes
To apply: Please visit our website for instructions.
To be considered for this role, please ensure to clearly explain, in your Cover Letter, how you meet the essential criteria outlined in the Person Specification.
To download a full Job Description and Person Specification for this role and to complete our Equality & Diversity Monitoring form, please visit our website.
Closing date to submit applications: Friday 16 July at 12pm.
Interviews will be held virtually the week commencing 19 July.
Pre- employment Checks: Please note that any Employment with the BSR will be subject to the following checks prior to your start date:
- receipt of two satisfactory references
- proof of eligibility to work in the UK
Unfortunately, due to the large volume of applications expected, we are unable to provide feedback on unsuccessful applications.
Only shortlisted candidates will be contacted.
Permanent & Full-time.
We particularly welcome applications from people with disabilities, minority ethnic backgrounds, LGBT+ and from different socio-economic and educational backgrounds.
BSR is committed to encouraging inclusion, equality and diversity among our workforce, and eliminating unlawful discrimination, harassment and victimisation by complying with the Equality Act 2010.
We want a working environment free of all the above, where individual differences and the contributions of all staff are recognised and valued. To do this, we will proactively tackle discrimination and disadvantage and ensure that no individual or group is directly or indirectly discriminated against for any reason. We expect all BSR employees to champion and live our values through their work at every opportunity.
The client requests no contact from agencies or media sales.