14 Sep, 2020

Receptionist (Part-time)

£8.72 hourly
  • Phoenix Health and Wellbeing
  • Lower Ground Floor, 30 Park Place, Leeds, LS1 2SP
Part time & Casual   Administration Charity, Not for Profit and Social Enterprise Customer Service

Job Description/Duties


  • Salary: £8.72 per hour
  • Hours:  23.5hrs per week
    • Thurs: 9.30am-8.30pm
    • Fri: 9.30am-4.30pm
    • Sat: 9.30am-4.30pm
  • Location: Lower Ground Floor, 30 Park Place, Leeds, LS1 2SP
  • Responsible to:  Admin & Marketing Manager
  • Application Deadline: 2nd October 2020
  • Start Date: October 2020



Nurturing | Valuing Each Individual | Professional 



Click here to learn more about our organisation



  • To undertake Reception and administrative duties to ensure effective running of Phoenix Health and Wellbeing
  • To take bookings and organise appointments for our services: massage, counselling, acupuncture and workplace wellbeing
  • To welcome clients to our premises and create a professional, friendly and nurturing atmosphere
  • To confidently support all staff and volunteers, helping them to maintain their own wellbeing while enabling the delivery of a high quality service to our clients
  • To ensure that our premises is clean, tidy and fully stocked



Undertake reception duties including:

  • Welcoming clients in a friendly, calm and confident  manner
  • Providing helpful, clear information about our services as required
  • Keeping our premises clean, tidy and professional in appearance during every shift
  • Answering the phone, booking appointments, taking payments, following up on email enquiries
  • Managing our booking system, keeping it fully up to date with cancellations, staff and/or client holidays, ensuring the calendar is accurate and client notes/alerts are comprehensive
  • Cross referencing any of our external booking methods with our internal booking system
  • Selling our line of products to clients, preparing and posting online orders, selling and fulfilling gift voucher requests
  • Managing our referred services by taking referrals from medical and health care professionals, contacting referred clients, booking in their sessions and updating our system in line with our processes
  • Ensuring all client documentation is in line with confidentiality and data protection requirements
  • Monitoring client forms and contracts and ensuring correct use by all staff/volunteers
  • Ordering consumables such as tissues, stationary, couch roll, towel pick-up, tea & coffee etc. 
  • Organising massage therapy outreach sessions and our workplace wellbeing services 



  • The post holder will be expected to work professionally, confidently and supportively with other staff and volunteers at all times
  • The post holder will be expected to work independently regularly and use empathy and initiative to support clients, staff and volunteers, including in stressful situations
  • Attend staff meetings, training and supervision as required
  • Perform such other duties appropriate to the post as may be requested from time to time. This could include assisting in marketing or analytics tasks such as collecting service feedback
  • Act at all times to promote equality and diversity to ensure inclusive, integrated and accessible services



  • Ability to work under own initiative and show empathy
  • Ability to take responsibility for the running and management of Phoenix Health and Wellbeing
  • Ability to maintain accurate records
  • Ability to work under pressure and pacify stressful situations
  • Ability to work in a busy, fun and informal environment
  • Ability to work well and communicate openly within a team
  • Ability to use various computer programmes such as Office, MindBody booking system, emails, Trello and JotForm
  • Understanding of commercial opportunities and limitations
  • Understanding of and commitment to equality of opportunity
  • Experience of working with or an understanding of mental health issues
  • Understanding of counselling, massage and acupuncture
  • Understanding of financial systems preferable but not essential

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