College and Clinic Receptionist

We are looking for two enthusiastic and friendly individuals to work on our reception desk (as a job-share), who can provide a professional reception and administration service to patients, staff, students and visitors.

Northern College of Acupuncture | Registered Charity Number: 1081184

We’re a small and friendly independent College based in York City Centre with an excellent reputation for training practitioners in the UK and beyond.

We offer a BSc degree in Acupuncture and MScs in Nutrition and Chinese Herbal Medicine.

Our values:
We aim to be a person-centred, progressive, sustainable community, embodying integrity and quality.

The Vacancy:
A key part of this role will be providing excellent customer service as you will be the first point of contact for everyone coming into the NCA building. Excellent IT skills are required for this role, and an ability to pick up new IT systems quickly. Availability to cover, and flexibility to swap working days when there’s sickness or holiday in the team are essential.

Our ideal candidate is:

• Friendly and open, with a helpful personality and a strong work ethic.
• Willing to assist with practical matters in the College.
• Reliable, capable, and flexible (willing and able to work additional hours for holiday cover, etc.)
• Excited to share the values of the College and contribute towards achieving these.
• Used to working in a busy environment and can manage priorities that are constantly changing.
• Experienced and has great organisational skills.
• Outstanding in their customer service skills: a good telephone manner, a warm and friendly welcome, and the ability to communicate effectively with people from all walks of life.
• Proficient in IT: MS Word, Excel, Outlook and able to learn new systems quickly.
• Able to work well as part of a small team and on their own initiative.

Although some experience in a similar role would be an advantage, it is not essential. Similarly, experience of a clinic or similar booking system (Acuity or other) is desirable but not essential.

Job Type: Part-time

Number of hours: 19.5 hours per week, working 6.5 hours/day for three days/week. We expect the job to involve working alternate Saturdays but we are also interested in hearing from:

applicants interested in working two weekdays and Saturday each week (19.5hrs/week)
applicants interested in working just Saturday each week (6.5hrs/week).
Hours of work: 8:45am-3.45pm each day (with a 30-min unpaid break from 12:30-1pm)

Salary: £20,163.28 per year pro rata (this figure is based on full-time being 36hrs per week).

Pay scale: 8 (£11.44 per hour) plus overtime as agreed. Initial probationary period, usually six months, is paid at spinal point 7 which is £10.77 per hour.

Reporting to: Clinic Manager.

Benefits of working at NCA:

• 25 days annual leave in addition to bank holidays (pro-rated for part-time staff)
• Free appointments in our Acupuncture, Nutrition and Herbs clinics
• Support with personal and professional development
• Access to discounts for working at an education facility
• On-site parking
• Overtime opportunities
• Flexible working

Key Responsibilities:

• Manage communications for the college and clinics,

staffing reception,

admitting patients, deliveries and other callers into the building,

dealing with phone calls, post and enquiries.

• Manage the client/patient booking process using the Acuity system.
• Take client's payments and liaise with the Finance team where appropriate.
• Welcome students and faculty to the College on teaching days, providing administrative assistance to tutors on occasion as required.
• Be responsible for the petty cash on Reception and liaise with Finance as appropriate.
• Support the Clinic Supervisors in the smooth and professional operation of the clinics.
• Assist the Clinic Manager/College Services Manager in managing the physical resources of the Clinics.
• Maintain an organised and welcoming environment in the College, ensuring standards are high in the clinic areas (reception, waiting and common areas).
• Support clinic and analytical staff by maintaining the Clinical Outcomes Research and Audit (CORA), including overseeing and implementing the MYMOP patient outcomes questionnaire and patient satisfaction surveys.
• Complete admin tasks as agreed with the Clinic Manager.
• Other duties as required.

Note: This job description is not a comprehensive definition of the post, and the post holder will be expected to undertake any other tasks appropriate to the duties and responsibilities of the post. The job description will be reviewed as part of the cycle of appraisal, and it may be subject to modification or amendment at any time after consultation with the post holder.

If you're interested in applying, please upload a copy of your CV and a covering letter here. In your covering letter, please tell us what your preferred working pattern would be, based on the options noted above.

The closing date for applications is Sunday 2nd April 2023.

Interviews will be held in person / online: Tuesday 4th April - Thursday 6th April.

Start date: 8th May 2023.