Appointments Administrator Lincoln, England
Job description
Are you an experienced Administrator looking for a new and rewarding role, as part of a wider national administration function?
Relate are the largest provider of relationship support in England and Wales and we help millions of people every year to strengthen the relationships that mean the most to them.
Our counsellors help millions of people every year and receive regular supervision and support throughout their practice.
If yes, then Relate are looking for an Appointments Administrator to join their friendly team in Lincoln.
- 18 hours per week over 3 days (days to be confirmed) to include a minimum of one evening per week, with additional cover for absence / holidays as needed;
- This role is hybrid working; split between homebased and an office in LN6 0EJ.
There may be a possible full return to an office in the future.
The Appointments Administrator is a key role, and the first point of contact for our clients. This role involves using our appointments software to book appointments, liaising with counsellors to support their diaries, and all administrative support with the client.
Key tasks
- Providing a ‘first voice’ contact to all potential and current clients who make contact
- Communicating with our clients using various methods including but not limited to, telephone, email and other text-based communication tools
- Making and changing appointments with clients using a variety of IT software, dealing with all client enquiries
- Ensuring that Penelope data is up-to-date and accurate at all times
- Creating and managing Zoom meetings for counsellors and clients
- Dealing with payments via card transactions with clients
- Administering an accurate and up-to-date record of client contributions, contact and actions
- Effectively managing the waiting lists to maximise utilisation rates
- Being responsible for all correspondence about client appointments and referrals using a variety of communication methods
- Liaising with counsellors when arranging appointments and action feedback from practitioners as appropriate
- Attending training and meetings as necessary
- Providing flexible support and cover to other administrative team members, including holidays and sickness
- Working within the designated hours of service provision, including out of office hours, offering flexibility as required
- Adhering to all Relate policies and procedures, including, GDPR, confidentiality, equal opportunities and health and safety in the delivery of services
- Undertaking any other reasonable duties as requested by management
Skills and Experience:
- Excellent communication skills, both written and verbal.
- Client care
- Office administration.
- Using technology including Office and computerised appointments system.
- Call handling
- Team working
- Prioritising tasks
- Working to deadlines
- Ability to work as part of a team, flexible to cover holiday when required
- Ability to prioritise tasks and meet deadlines.
- Efficient and Accurate record keeping.
- Competent with Microsoft Office suite of software
- Customer care and telephone handling.
- Good interpersonal skills.
- Administrative skills i.e., responding to correspondence, filing electronically
- Commitment to high standards of confidentiality.
- Commitment to equal opportunities
- Awareness of the need for confidentiality in all aspects of work
What we can offer you:
- Permanent Contract
- Contracted hours of 18 hours per week
- A varied role
- A robust training / induction programme
- Hybrid working
- Enhanced Holiday - 28 days, plus bank holidays (pro-rata for part time workers)
- Pension scheme
- Sick pay
To apply - please forward your CV, by 7th March 2023.
Interviews will take place the following week.
Diversity and Inclusion is a priority at Relate. We are committed to building a diverse and representative organisation and strongly encourage applications from under-represented groups, such as people from Black, Asian, Ethnic communities/backgrounds, LGBTQ+ people and people with disabilities. As an equal opportunities employer, we are dedicated to building a diverse and inclusive organisation that supports the needs of all.
Job Types: Part-time, Permanent
Part-time hours: 18 per week
Salary: £9.90 per hour
Schedule:
- Monday to Friday
Application question(s):
- Are you able to work a minimum of one evening per week, and provide additional cover, if necessary? Example: 2:00pm – 8:30pm.
Experience:
- Administrative: 1 year (preferred)
Willingness to travel:
- 50% (preferred)
Work Location: Hybrid remote in LINCOLN
Application deadline: 07/03/2023
Reference ID: AALINC23
