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).

Who We Are

At The Neuro Therapy Place, we are a welcoming and values driven organisation dedicated to supporting people living with neurological conditions. We aim to provide compassionate, person centred support to clients, families and carers in an inclusive and non judgemental environment. We are proud of our kind, open minded and supportive team culture, where staff wellbeing and collaboration are genuinely valued.

As a disability inclusive organisation, we welcome applications from people of all backgrounds and experiences. If you require any reasonable adjustments or special consideration during the recruitment or interview process, please let us know when submitting your application.

Benefits:

We offer a range of benefits designed to support staff wellbeing and work life balance, including enhanced maternity and paternity leave, enhanced sick pay, competitive annual leave entitlement, and free gym membership.

If this sounds like you, please click the Apply button now.

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