Client Relations Senior Administrator

4 weeks ago

Aberdeen, United Kingdom Clan Cancer Support Full time

We are currently recruiting for a Client Relations Senior Administrator on a full time basis.

**KEY RESPONSIBILITIES & DUTIES**:
**ADMINISTRATION**:

- Ensure a high level of customer service is maintained at reception and that clients/visitors have a safe and positive experience in line with Clan’s ethos and values.
- Use of in-house database to book wellbeing services appointments for clients and follow up reminders.
- Signpost the range of Clan services to clients and refer their needs on to the correct member of staff/volunteer.
- Provide effective administrative support to both Clan House and Clan in the Community including filing, archiving, ordering, transferring calls etc.
- Proactively offer support to all Clan teams to ensure support of colleagues and shared accountability.
- Work as part of the administration team across Clan to lend skills and experience in support of Clan wide projects.
- Communicate clearly and effectively with the Administration Manager to ensure they are briefed with demands from the Client Relations Team.
- Take and manage room bookings and room set ups for Clan House, working closely with each department to ensure their needs are met.
- Support the administration of ad hoc projects as and when required.
- Process payments through our in-house booking system for Haven guests checking out of the facility.
- Work closely with Income Generation Team to accept and process financial donations.

**MANAGEMENT**:

- Guide and support the Client Relations Team (including zero hours workers) to ensure they are developed in their roles.
- Directly manage and appropriately delegate to the Client Relations Administrator.
- Ensure suitable weekend cover using a rota-based system for The Haven using the bank of zero hours workers.
- Inform and direct new systems and processes for the Client Relations Team ensuring attention to detail in all aspects of customer service.
- Reporting directly to the Facilities Manager, frequently raise any department issues and provide solutions to resolve them.
- Support the Head of Cancer Support Services to work with stakeholders relating to The Haven service provision, such as NHS and other relevant organisations.
- Work with Administration Manager to ensure full cover of the Client Relations Team using Clan wide resource, ensuring holiday and absence relief is provided by existing resources and in advance where possible.
- Be an active member of the database management group to ensure the consistent use of charitylog to accurately reflect client numbers for Board reporting.
- Keep clear monthly records monitoring of Haven bed usage and NHS funding.
- Be confident and able to report on clear statistics, trends and need for the Client Relations Service via written reports when required.
- Liaise closely with the Income Generation team to ensure opportunities for enhancing Haven funding are sought and optimized.
- Represent and promote all Clan services at internal and external opportunities, with a particular focus on engagement across Clan’s rural communities.
- Any other duties considered to be essential in ensuring the delivery of Clan’s services to it’s communities.
- Provide ad hoc cover to patient transport service, driving the bus as and when required.
- Highly efficient senior administrator who is enthusiastic and proactive
- Can demonstrate the ability to prioritise effectively by being flexible, resilient and with aptitude for learning new skills
- Oversee the smooth and efficient operation of a busy reception area, checking in guests using in-house data base and welcoming all visitors demonstrating a high level of customer service
- Previous experience in a busy reception/hotel/customer facing background with ability to communicate clearly to people at all levels, with sensitivity and diplomacy
- Show an ability to support a team covering a diverse range of roles
- Essential to have good knowledge of IT systems especially Microsoft windows packages-word, excel, power point access & outlook

**Job Types**: Full-time, Permanent

**Salary**: Up to £21,870.00 per year

**Benefits**:

- Company pension
- On-site parking
- Sick pay

Schedule:

- Day shift
- Monday to Friday

Ability to commute/relocate:

- ABERDEEN: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Application deadline: 24/03/2023

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