Receptionist - London, United Kingdom - WPF Therapy

Description

The Role

Hours:31 hours per week


Work Pattern:

Monday: 16:30 to 21:30

Tuesday: 15:15 to 22:00

Wednesday: 15:15 to 22:00

Thursday: 15:15 to 21:15


Friday:
Non-working day

Saturday: 08:30 to 16:30

Some flexibility around the start and finish times will be required to cover changing business requirements. Please note this vacancy includes Saturdays and late nights.


Location:
Our London Bridge Office, 23 Magdalen Street, London SE1 2EN

• A comprehensive CV
• A detailed supporting statement that fully addresses the essential criteria as set out in the Person Specification.
• Details of two referees whom we would be able to contact at shortlist stage.
• To provide an effective reception service
• To provide excellent customer service to clients, trainees, therapists, visitors, and staff
• The postholder will work within the clinic administration team and will also maintain CoreNet, our client database, and assist in the creation of electronic client records.

The postholder will work in accordance with all WPF Therapy polices, including the Equality and Diversity Policy.


Reports to:
Office Manager


Main Accountabilities:


Receptionist Duties:

• Greeting visitors to WPF, ensuring they are dealt with appropriately.
• Answering the phone and transferring calls as required.
• Recording arrival of clients for their therapy sessions.
• Record clients who have called to cancel their session and informing the therapist in a timely manner.
• For short notice cancellations by the therapist, contact clients when required to cancel sessions on behalf of the therapist.
• Recording arrival of potential students and trainees for interviews and taking payments for interview fees where appropriate.
• Taking client payments for their session.
• Dealing with trainee/ therapist's queries relating to client sessions.
• Updating CoreNet with client attendance outcomes, amendments to client sessions and scanning and attaching documents when required.

Other responsibilities:

• To open and lock up the building following appropriate processes.
• To monitor and maintain stationery and equipment for the clinic.
• Daily clinic preparation, ensuring the electronic booking list is accurate and up to date.
• Complete the client closure process once therapy has finished.
• To support therapists/trainees in understanding the clinic administration processes.
• Carry out regular checks of the therapy rooms to ensure they are appropriately equipped.
• Carry out building inductions for new staff and private therapists.
• To book rooms for private therapists on an adhoc basis and ensure payments are received for these bookings in advance.
• To be an organisational first aider and fire marshal.
• Be the point of contact for the reporting of facilities/building issues and raise with Office Manager and external contractors to ensure issues are resolved.
• To maintain the highest levels of confidentiality at all times
• Confidential disposal of clinical and client information.
• To manage items that have been handed in as lost property and deal with appropriately within agreed timeframes.

This list is not exhaustive, and the post holder is expected to be flexible and proactive in developing the role to meet the organisation's needs.

• This is a description of the job as it is presently constituted. It is the practice of the WPF Therapy to examine job descriptions from time to time and to update them to ensure they relate to the job as then being performed, or to incorporate whatever changes are being proposed. This will be conducted in consultation with you._

Person specification

Experience and Knowledge

• Minimum of 2 years' experience of customer facing services.
• Significant experience and skills in using Word, Excel, Outlook.
• Understanding of and ability to comply with confidentiality (GDPR) and boundary requirements.

Skills and Personal Qualities

• Excellent verbal and written communication skills.
• Excellent customer service skills.
• Awareness of equality and diversity.
• Willingness to work flexibly and within a shift pattern.

Abilities

• Ability to multitask, managing competing demands effectively.
• Ability to work proactively and under own initiative, as well as in a team.
• Ability to work calmly under pressure, and to respond to difficult/emerging situations.

Equalities
WPF Therapy is committed to equality of opportunity. All staff must support this and, wherever possible contribute to the development of this aim.


Job Types:
Part-time, Fixed term contract

Contract length: 2-3 months

Part-time hours: 31 per week


Salary:
£21,416.82 per year


Schedule:

• Weekend availability

Ability to commute/relocate:

• London: reliably commute or plan to relocate before starting work (required)

Experience:

- customer facing services: 2 years (required)


Work Location:
One location

Application deadline: 30/01/2023