• Job Description

  Req#: M0032-25-0019?language=en&page=54&sort=publicationDateDesc

  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)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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