Administration Front of House and CTA Operations Assistant

Job Description:

Front of House & Clinical Training Academy Operations Assistant

Staines TW18 3DZ - on site 5 or 6 days per week

Permanent

Full time 37.5 hours per week

Salary £24900 - £29500 depending on experience

Flexibility is essential for this position, including availability to work weekends (Saturday and Sunday) when required to support CTA courses and events scheduled outside standard working days.

If chosen to work, the 6th day is paid at time and a half.

We make health happen

The role

A wonderful opportunity for a customer service focused, highly organised individual to support the day‑to‑day coordination and delivery of effective, professional front‑of‑house and training space services.

You'll ensure a first‑class customer experience and contribute to the smooth operation of the Clinical Training Academy by maintaining optimal training accommodation, environmental conditions and service standards in line with CTA strategy and agreed procedures.

How you'll help us make health happen

• Deliver a high‑quality front‑of‑house service, ensuring a professional, welcoming, and adaptable customer experience that meets a range of customer needs.
• Support the setup and coordination of training and event spaces, ensuring rooms are prepared on time and to the agreed specification. Engage with customers to confirm requirements and plan setups, working with reception, contractors, and service providers as needed.
• Provide on‑site presence and support during events (or provide nominated cover), acting as the link between event hosts and support teams, and helping ensure attendees follow building and safety protocols.
• Support the property team in applying Bupa's Physical Security and Access Control procedures at reception. Ensure essential visitor‑management and pass‑issuing processes are delivered consistently and in line with other UK offices.
• Support and coordinate visual checks of training rooms and designated areas, monitoring maintenance, cleaning, security, and H&S considerations. Ensure spaces are ready for use and raise any issues with the helpdesk, service providers, property management, or H&S team.
• Carry out and coordinate daily meeting‑room and conference‑room checks, raising or escalating any issues or defects promptly.
• Demonstrate ownership of the event and meeting‑space environment, supporting the wider team to maintain building services to expected standards and providing a safe, positive space for all customers.
• Ensure service delivery meets customer expectations, acting as a liaison between the CTA Operations Team, event hosts, facilities, security, IT, and vendors.
• Engage with all support service providers to encourage collaborative working, quick responses to service requests, and efficient delivery of services such as hospitality.
• Provide regular updates to the CTA Operations Team on progress, including attendee data support, seeking feedback or direction where needed.
• Act as a day‑to‑day ambassador for the Clinical Training Academy, representing the team positively and professionally.
• Act as the main point of contact for all event‑space enquiries, including room capacities, layout needs, timings, and technical requirements. Support the maintenance of accurate booking records, resolve booking conflicts, and offer suitable alternatives.
• Support the CTA Operations Team with pre‑event and pre‑training planning, attending planning meetings as required. Prepare setup plans (room layout, AV, catering, signage), coordinate with internal teams, engage approved suppliers when needed, and ensure RAMS processes are followed.
• Operate to the highest standards of health and safety, promoting safe working practices for yourself and all building users.
• Maintain a strong understanding of Bupa's office‑working guidelines and CSR commitments, promoting positive behaviours and activities among colleagues and building users.

• Support the CTA team in shaping and improving reception duties, identifying opportunities for service improvements and innovations

You

• A resilient, confident, enthusiastic individual with brilliant, proven customer service experience, ideally gained in a face to face, corporate environment
• Flexibility to work rota shifts - including weekends - is essential
• Clear, confident, friendly and engaging communication and interpersonal skills
• Previous knowledge and support experience of event planning and space coordination
• Strong IT skills to support the team - MS Excel, Outlook etc
• Comfortable managing an ever-changing, demanding workload and the ability to prioritise conflicting demands without getting flustered.

Benefits

Our benefits are designed to make health happen for our people. Viva is our global wellbeing programme and includes all aspects of our health - from mental and physical, to financial, social and environmental wellbeing. We support flexible working and have a range of family friendly benefits.

You'll receive the following benefits and more:

• 25 days holiday pro rata, increasing through length of service, with option to buy or sell.
• Private Medical Health Insurance as a benefit in kind
• An enhanced pension plan and life insurance
• Various other benefits and online discounts

Why Bupa?

We're a health insurer and provider. With no shareholders, our customers are our focus. Our people are all driven by the same purpose - helping people live longer, healthier, happier lives and making a better world. We make health happen by being brave, caring and responsible in everything we do.

We encourage all of our people to ”Be you at Bupa”, we champion diversity, and we understand the importance of our people representing the communities and customers we serve. That's why we especially encourage applications from people with diverse backgrounds and experiences.

Bupa is a Level 2 Disability Confident Employer. This means we aim to offer an interview/assessment to every disabled applicant who meets the minimum criteria for the role. We'll make sure you are treated fairly and offer reasonable adjustments as part of our recruitment process to anyone that needs them.

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