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Receptionist / Business Administrator

3 days ago

Edinburgh

Receptionist / Business Administrator Part Time 18 hours per week Purpose of the role: The post holder will work to provide the highest standards of client care and support, and perform tasks as required as a front of house receptionist and administrator. You will be delivering a supportive and non-judgemental front of house service to clients, their families and/or carers attending The Neuro Therapy Place. This includes co-ordinating the client pathway throughout the client’s time at The Neuro Therapy Place, and in managing a range of associated tasks in relation to client registration administration, service bookings and payments. Principle Duties: Customer Service • Deliver a consistent client centred, caring, confidential and professional reception and administration service., • Enable the smooth running of a client focused service, ensuring client enquiries and information requests are processed in a consistent and timely fashion., • Treat all clients with dignity and respect and maintain strict client confidentiality in line with The Neuro Therapy Place policies in Data Protection and GDPR., • Liaise with centre colleagues regarding client queries and in coordinating client treatment pathway. Reception • Provide first point of client contact in a confidential and professional manner in dealing with all enquiries - face to face, email, telephone and in person., • Manage client bookings and payments in compliance with our policies and procedures., • Follow up with clients registrations as and when needed if the required format., • Maintain reception area, kitchen and toilet facilities ensuring they are always clean and tidy., • Accept and authorise the receipt of deliveries and post. Posting of letters., • Managing general ‘housekeeping’ and stationery stock records and reordering., • As required, distribute client surveys., • To support and welcome clients coming in for oxygen or physio (in particular those who are new to oxygen therapy)., • Physically able to help clients as needed (ie in and out of cars or with teas and coffees)., • Client liaison with phone and emails., • Communicate any change in oxygen sessions to the oxygen operator. Administration • Do a stock check when required., • Engage with Personal Emergency Evacuation Plan (PEEP’s) as per our policies., • Manage the client registration process: triage on suitability for oxygen therapy and communicate directly with client on outcome and procedure; advise physiotherapy team of new client registrations; upload client data to relevant booking systems., • If donations are made in house, record and update Gift Aid register when appropriate., • Follow up with clients after a session to check for any queries and advise on protocol alterations if appropriate., • Put relevant details into the relevant documentation across all systems (CRM) ensuring all personal details are documented in a consistent manner., • Take client payments. Marketing and Service Promotion • Advise clients of the range of services and therapies available at the Centre and provide information on suitable therapy options., • Manage the retail ‘fundraising shop’, including purchasing products, pricing, display, and monitoring income generation., • Support our fundraising activities such as bake sales, raffles, and tombolas, manage and record donations from individuals and local business, and liaise with fundraising and marketing staff members. Other Duties: These duties are a guide to the work that the post holder will initially be required to undertake. Other duties or a change of duties may be necessary from time to time to support colleagues. Person Specification Essential • Standard level English and Maths, • The ability to be assertive and confident to deal with client enquiries to a satisfactory conclusion., • Excellent IT skills and experience of using a wide range of systems to record and retrieve information., • Excellent working knowledge of Microsoft Office suite applications, and the ability to enter data and information into systems quickly and accurately., • A strong desire to deliver excellent customer service to a wide range of customers while remaining professional in difficult situations., • Open to learning about neurological conditions., • Knowledge and understanding of Data Protection and GDPR., • Committed to developing self and others by sharing knowledge and information., • A positive “can-do" attitude, • An interest of working in the Charity Sector Desirable • Previous experience of providing information and advice to the public in a customer service environment., • Experience of working in an environment that requires a proven ability to use listening, talking and emotional intelligence skills to resolve customer enquiries is desirable., • Understanding of and commitment to Health and Safety legislation and guidance., • A good level of physical strength, physical independence and ability to assist those clients with disabilities (i.e. to support those with wheelchairs/walking aids to transit and in getting in and out the Centre). If this sounds like you, please click the Apply button now.

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