Appointment Secretary:

Hours: 37 hours a week

Pay: SCP 5, £10.01 an hour, £19,312 a year

Based: You will be based at the Relate Bradford’s office in Bradford

Summary

To carry out to a high standard, administrative duties which support the day-day functioning of the Centre, including; providing a high level of customer service to clients whilst contacting them regarding appointment/queries.

Processing referrals (self/from external stakeholders), registering and supporting clients throughout their time with Relate Bradford & Leeds.

Working to ensure that all appointment slots are filled to ensure the best use of the charities resources and minimise waiting times/lists.

Providing a warm and friendly reception service to all visitors to the centre.

Responsibilities:

o To be the first point of contact for the centre, in person, by phone and by email- friendly yet professional service to be provided at all times

o Welcoming clients and any other visitors to the centre

o To communicate with clients, referrers and any other contacts with Relate Bradford & Leeds high standards of customer service

o Process referrals (online and paper)

o Process case files

o Update the Penelope system database with all contact had to enable continuity of service and high standards of client care

o To appropriately refer queries within the Relate Bradford & Leeds team

o Take payments for sessions using the payment scale when fully funded sessions are not available/appropriate

o Responsibility for opening and closing the centre each day, following set security measures

o Using the Penelope system to input and recall data

o To ensure that all notes made on Penelope are up-to-date, concise, timed, dated and initialed

o To use Office 365 to produce letters, send emails and create forms

o Effectively use the centre’s remote telephony system and photocopier

o To contribute to, and adhere to Relate Bradford & Leeds policies and procedures

o To actively participate in team meetings

o To engage in professional development as agreed with line manager

o Any other activities deemed as reasonable by line manager/senior leadership team

Please download the application pack and equal opportunities form and send the completed forms to Sofia.Ahmed@relatebradford.com

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