Appointments Administrator

**Relate are looking for an Appointments Administrator to join their friendly team, as well as being part of the wider regional operation, offering a variety of responsibilities in a rewarding role.**

**SUMMARY OF ROLE**:
The Appointments Administrator plays a key role, and is the first point of contact for our clients. This involves using our appointments software to book appointments, liaising with counsellors to support their diaries, and all administrative support with the client to work consistency across the Relate Administration function.

Relate currently offers counselling services to clients via telephone or zoom meetings until Face to Face counselling resumes.

**KEY TASKS**
- Providing a ‘first voice’ contact to all potential and current clients who make contact
- Making and changing appointments with clients using a variety of IT software
- Dealing with all client enquiries
- Ensuring that the system 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
- The above list of duties is not exhaustive and the post holder will be required to undertake such tasks as may be reasonably expected within the scope of the post.

**What we are looking for**:
Experience of:
Ø Client care

Ø Office administration.

Ø Using technology including Office and computerised appointments system.

Ø Call handling

Ø Team working

Ø Prioritising tasks

Ø Working to deadlines

**Terms**
- Hours of work - between 16 and 20 hours per week, Monday to Saturday (Saturdays on a rotational basis)

**Benefits**

Enhanced annual leave: you will be entitled to a pro rata (for part time employees) of 28 days (5.6 weeks) paid holiday in each full holiday year, which runs from 1st April to 31st March. You will also be entitled to a pro rata (for part time employees) of the normal 8 UK bank holidays.

**Job Type**: Part-time

**Salary**: £9.90 per hour

Schedule:

- Day shift
- Monday to Friday

Application question(s):

- Using technology including Office and computerised appointments system preferable.

**Experience**:

- Office administration: 1 year (preferred)

Work Location: Hybrid remote in Llandudno, LL30 2TX