Front of House and Facilities Manager

Location
Terapia, The Bothy, 17A East End Road, Finchley, N3 3QE

Reporting to
Director of Therapeutic Services

Closing date for applications 2 nd February 2026

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.

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…