Reception & Facilities Support Assistant

Job Posting End Date: August 07

Who are we?

We’re a specialist employee benefits provider, striving to create healthy, happy workplaces. As part of the international Unum Group, we’re on a collective mission to help the working world thrive.

The role

What will you be doing?

Purpose:
Provide full and comprehensive reception support as the primary accountability of the role, while also delivering wider administrative and ad hoc support to the Facilities team across a range of disciplines to ensure the smooth and efficient operation of the facilities function

What will you bring?

Key Accountabilities:

• Answer/screen incoming phone calls, provide answers to callers, take messages or refer to appropriate individuals. Administer the Gable desk‑booking system and car‑park allocation: monitor bookings and bay utilisation, provide first‑line user support, maintain accurate vehicle‑registration records, and publish weekly space‑usage reports (desks and parking). Manage responses and triage queries in the shared contact inbox.
• Provide a full range of administrative support, including calendar scheduling, correspondence, document proofreading/editing, filing, presentation development, meeting agendas and minute-taking. Prepare, coordinate and organise meetings, including room reservations, notifications, and circulation of materials.
• Support Team Managers with ad hoc administrative tasks and project‑related duties.
• Process departmental invoices and purchase orders.
• Record and analyse departmental leave, working hours and related MI.
• Order stationery and handle general purchasing requirements for the department.
• Provide full reception cover including taxi and accommodation bookings; offer additional cover during busy periods, holidays and sickness.
• Maintain the presentation and readiness of reception, meeting rooms, kitchens and other client‑facing areas.
• Provide ad hoc post room cover during holidays and absences.
• Recording and analysing departmental leave and hours.
• Act as internal contact for sustainability data provision.
• Provide administration support on the management of the online DSE assessment software (Cardinus).
• Provide administration support for Health and Safety processes i.e. fire wardens, first aiders, training.
• Work closely with the team to ensure high levels of service to internal customer.
• Ensure that office space is generally presentable and tidy, particularly the communal and client facing areas e.g. meeting rooms, kitchens, main entrance and reception areas.
• May be asked to cover alternative work, locations from time to time or in cases of emergency.
• Will support on various projects from time to time.
• Ensure the continued protection of Unum’s information, by following all applicable Information Security policies and procedures and by reporting suspected weaknesses in information security controls to the Information Security Officer.
• Understand how Conduct Risk, Treating Customers Fairly, Consumer Duty, Risk Management and Solvency II Systems of Governance relate to both the role and the divisional activities and highlight any opportunities for improvement.
• Comply with Unum’s Code of Conduct and other Company Policies and Procedures as appropriate to the role.
• Live the Unum Leadership Expectations and values.

Required Knowledge and Skills:

• Be able to demonstrate relevant experience of facilities support.
• GCSE Mathematics & English.
• Computer literate- MS Word, Outlook (email), basic Excel and computer systems.

• Able to carry out routine work with minimal supervision.

• Able to communicate well within a commercial office environment.
• Awareness of Health & Safety guidelines relevant to the type of work.
• Must be flexible and willing to undertake physical and clerical tasks whether inside or in the grounds.
• Clean UK driving license.
• Friendly customer service-oriented attitude.
• Consistently demonstrates strong teamwork, sharing information and stepping in during peak demand to maintain service continuity and safety standards.”

Why join us?

At Unum, we’ve created a workplace where people feel supported to progress and grow, and can see their ambitions coming to life.

As a part of our commitment to creating an inclusive workplace, we actively encourage applications from those with disabilities and those with long-term health conditions.

If you meet the essential criteria for the role and choose to opt in to the scheme during your application, you will be offered an interview under the Disability Confident Scheme.

If you need assistance and/or reasonable accommodation due to a disability during the application or recruiting process, please send a request to careers@unum.co.uk.

We are proud to be a Disability Confident Employer.

Company:

Unum UK