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Job description

The College of Integrated Chinese Medicine, Reading is the largest acupuncture college in the UK offering a BSc (Hons) degree in acupuncture and we are looking for a weekday receptionist.

The ideal applicant will have a friendly personality, be able to multitask and cope in a busy work environment. Must have a clear polite telephone manner, a calm and helpful approach, good oral and written communication skills, and are organised. The position would suit someone who is customer focused and computer literate with a good knowledge of Microsoft Office.

Title of post: Receptionist and admin support

Accountable to: Office Manager

Hours: 30 hours per week with 1hour unpaid lunch each day.

Monday –Wednesday, Friday 9.30 – 6pm. 4 days a week

Main Responsibilities:

Ensure the smooth running of reception. Assisting staff, practitioners, patients and students with their daily requirements.

Reception/Clinic:

· The primary person to answer the telephone and deal with patients and students queries about the College

· Keeping reception looking neat and tidy (plants watered, books tidy and stocked, notices up-to-date)

· Dealing with patients for the qualified and teaching clinics

· Keeping the online diary up to date

· Main admin staff monitoring the car park and ticket issues

· Taking patient fees and issuing receipts and invoices when required

· Interacting with students that come to reception and answering their queries

· Adding up the clinic takings at the end of the day, ensuring it balances and distributing it to the appropriate practitioner

· Keeping the college database up to date with new patients’ details and any students’ changes. Ensuring all patients have completed all forms required

· Processing online orders for the sale of books, and dealing with sales at reception

· Responsible for the incoming and outgoing post. Accepting and signing for deliveries

· Checking emails and responding or passing on to the relevant person

· Adding point location dates to acuity when required

· Allocating observers when required

· Taking responsibility for checking/stocking all first aid boxes

· Responsible for dealing with the lost property

· Photocopying handouts for college lecturers- including one year and CPD courses when required.

· Organising lunches & refreshments for events held at the College, and organising flowers for Open Days

· Buying occasion cards for college staff and arranging the signature

· Keeping stock check of all books, and letting your manager know when stock is low

· Keeping stationery supplies at reception stocked up and notify the correct member of staff what to reorder

· Shopping for miscellaneous items as and when required

· Dealing with requests for rail cards at reception

· Locking up the College and setting alarms when required

Admin role:

· Main admin support for clinic administrators

· Updating college timetable with room allocations and ensure that the room arrangements have been passed on to the maintenance team

· Show prospective students around the college when requested to by the registrar

· Various other administrative tasks that require using Microsoft Word and Excel

Person specification:

The successful candidate will ideally have recent experience of:

· Customer service

· Reception

· Diary entry

Personal qualities:

· Working well as part of a team and work collaboratively

· Being organised with excellent communication skills

· Having attention to detail

· Be an excellent problem solver

· Aligned to the ethics of the college

Salary:

£16,380 per annum - 30 hours a week

Holiday entitlement:

20 days pro rata. This will increase to 22 days after 1 full years of service and 25 days after 2 years. Your public holiday entitlement is 8 days. For part time employees, these entitlements are adjusted on a pro rata basis.

The holiday year runs from 1st December to 30th November and you should reserve days to be taken between Christmas and the New Year, when the College will be closed.

Job Type: Part-time
Part-time hours: 30 per week

Salary: £16,380.00 per year

Benefits:

• Free parking
• On-site parking

Schedule:

• Day shift

Ability to commute/relocate:

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

Education:

• GCSE or equivalent (preferred)

Experience:

• Customer service: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Language:

• English (preferred)

Licence/Certification:

• Driving Licence (preferred)

Work Location: In person

Application deadline: 24/07/2023
Expected start date: 21/08/2023