Front of House and Facilities Manager
| Positions Available | 1 |
| Working Pattern | Full Time – 37.5 hours per week |
| Contract Type | Permanent |
| Pay Scale | £34000 starting salary |
| Location | Terapia, The Bothy, 17A East End Road, Finchley, N3 3QE |
| Reporting to | Director of Therapeutic Services |
| Closing date for applications | 2nd February 2026 |
Vacancy Overview
The Front of House and Facilities Coordinator will be the first point of contact for visitors, trainees, and staff at Terapia, ensuring a warm, professional welcome and efficient day-to-day operation of the building. This dual role combines reception/front of house duties with responsibility for coordinating facilities across the site, supporting safe, well-maintained, and accessible environments for staff, trainees, and visitors.
The post-holder will balance excellent interpersonal and communication skills with practical, hands-on responsibilities in facilities management. They will contribute to Terapia’s mission by helping to maintain a welcoming and safe space for therapeutic training and services, ensuring high standards of professionalism, health and safety, and operational efficiency.
Main Responsibilities
Front of House
- Provide a welcoming, professional, and inclusive reception service for visitors, staff, and trainees.
- Manage enquiries by phone, email, and in person, signposting appropriately and maintaining confidentiality.
- Ensure the main reception and phoneline are adequately staffed at all times, providing consistent cover and professional service.
- Oversee the processing of room booking payments, ensuring accuracy and timeliness.
- Support room bookings, visitor sign-in/out, and ensure spaces are prepared for meetings, training, and therapy.
- Assist with administrative tasks including post-handling, maintaining records, and supporting events.
- Ensure a professional image of Terapia is maintained at all times through excellent customer service and presentation.
- Reception Oversight: Maintain a professional and welcoming reception area at all times, ensuring it is tidy, accessible, and stocked with relevant materials (e.g., brochures, sign-in sheets).
- Client & Visitor Support: Provide practical assistance to trainees, clients, and visitors, including directions, accessibility support, and refreshments when required.
- Event/Training Support: Support the smooth running of training courses and events by assisting with set-up (e.g., AV equipment, seating, refreshments) and welcoming participants.
- Diary & Room Booking Coordination: Maintain an accurate schedule of room usage for therapy, training, and meetings, avoiding conflicts and ensuring clear communication with staff and trainees.
- Payment & Finance Support: Handle petty cash and card payments for services/room hire in line with financial procedures.
- Message Handling: Ensure phone and email enquiries are managed promptly, messages passed on accurately, and follow-ups logged.
- Access & Security: Monitor visitor entry/exit and ensure safeguarding procedures are followed (e.g., visitor badges, sign-in/out).
- First Point of Escalation: Escalate urgent queries (e.g., safeguarding, building issues) to the appropriate manager without delay.
- Confidentiality & Professionalism: Uphold confidentiality in all interactions and represent Terapia positively at all times.
Facilities Coordination
- Support fire safety, first aid, and health and safety processes (training provided as required).
- Keep records of inspections, risk assessments, and compliance checks (e.g., fire alarms, PAT Testing, Legionnaire’s checks, Water Temperature Checks).
- Maintain building security systems (keys, fobs, alarms etc.).
- Develop and Maintain Site handbooks for all personnel (staff, trainees, visitors etc.)
- Liaise with contractors and suppliers for maintenance, cleaning, and other facilities-related services.
- Assist with coordinating office moves, equipment, and supplies as required.
- Support senior leadership team members in managing facilities budgets, invoices, and supplier contracts.
- Monitor and liaise with the contracted cleaning service to ensure agreed standards and tasks are consistently met.
- Contractor Liaison: Maintain good working relationships with external contractors (e.g., cleaners, maintenance providers, security) and monitor service delivery against agreed contracts.
- Planned Maintenance: Support the development and monitoring of planned maintenance schedules (e.g., servicing of boilers, lifts, alarms, and emergency lighting).
- Compliance & Certification: Ensure statutory checks (PAT testing, gas/electrical safety, fire safety systems) are carried out on time and records maintained.
- Environmental Responsibility: Promote energy efficiency and sustainability practices across the building (e.g., recycling, responsible use of utilities).
- Emergency Preparedness: Contribute to business continuity planning, including evacuation procedures, incident reporting, and emergency response readiness.
- Asset Management: Keep an up-to-date inventory of key equipment, furniture, and facilities assets.
- Supplier Management: Assist in reviewing suppliers for cost-effectiveness and value for money, sourcing quotes where needed.
- Conduct regular site checks; schedule and carry out minor repairs (e.g. lightbulbs, batteries) and report larger maintenance issues.
- Ensure spaces are tidy, safe, and well-maintained in line with health and safety guidelines.
- Oversee stock levels (stationery, toiletries, refreshments, printer toners) and coordinate deliveries.
- Visitor Safety: Ensure accessibility and safety considerations are in place for all staff, trainees, and visitors, including those with additional needs.
- Facilities Reporting: Contribute facilities-related data for management/Board reports, highlighting risks, issues, and improvements.
Person Specification
| Experience in a facilities, reception, or office coordination role. | Essential |
| Strong communication and interpersonal skills with a professional and welcoming manner. | Essential |
| Good understanding of health and safety in the workplace. | Essential |
| Good IT skills; confident using Microsoft Office (Word, Excel, Outlook). | Essential |
| Strong organisational skills and ability to multitask effectively. | Essential |
| Comfortable handling basic manual tasks (e.g. moving boxes, minor repairs). | Essential |
| Ability to work independently as well as collaboratively within a team. | Essential |
| Commitment to Terapia’s values, safeguarding, and mission to support children, young people, and families. | Essential |
| Experience working in a therapeutic, educational, or healthcare environment. | Desirable |
| Fire Warden and/or First Aid training (or willingness to train). | Desirable |
| IOSH Managing Safely qualification. | Desirable |
| UK driving licence. | Desirable |
| Qualities |
| Friendly, approachable, and professional presence. |
| Diligent, reliable, and proactive with a can-do attitude. |
| Calm and organised, able to respond well to competing demands. |
| Committed to creating safe, accessible, and welcoming environments. |
For enquiries about the role please contact [email protected]
Applications can be made by sending your CV and a formal letter explaining how you are suitable for this position to [email protected].
Please note that only successful candidates will be contacted.
