Job Description

Post: Bookings Coordinator (Charity and Social Care)

Reports to:

Bookings Team Leader

Revised date:

September 2025

Direct reports:

None

This role is fixed term for 12 months. The Bookings Coordinator will play a critical role in ensuring every potential guest who could benefit from Leuchie House respite breaks and our fully accessible self-catering holidays lets is supported to do so through a high level of customer service and excellent administrative skills. You will be a considered individual, who cares about people, and making a difference where it matters most. You will build positive relationships with internal and external stakeholders, thrive in a fast-paced office environment and react quickly to the ever-changing circumstances that can arise to ensure the smooth running of Leuchie's bookings department.

Relationship and Bookings Management

First point of contact for all incoming respite enquires from prospective guests and guest funders regarding the booking of breaks

Liaise with Local Authorities and Leuchie's Finance team in relation to funding and invoicing requirements

Build on and develop new and existing guest, carer and stakeholder relationships

Undertake sales activity including making calls to existing and future guests as directed by the Bookings Manager

Work with the team to produce monthly statistics

Speak to in-house guests regarding future bookings

Show potential new guests around Leuchie House

Nursing Assessment Management

Collate all new enquiry guest information for the nursing team prior to assessment

Follow up with guests following their assessments and to liaise with the nursing team if a guest is deemed as unsuitable

Work alongside the nursing team for sign off of all future bookings and to make changes as required by the nursing team

Assist the nursing admin team on renewal of care information when time allows

Administrative and database management

Provide administrative support to the Bookings team providing accurate booking paperwork to guests, funders and all other agencies by the agreed procedures including compliance with relevant legal and statutory requirements for Leuchie House

Create new records, update and maintain databases accurately

Work on all future development to continually improve processes

Process credit card payments for bookings and deposits

Organisational Support

Respect confidentiality in all areas

Respond to any Leuchie general enquires from guests and/or their relatives, visitors or staff

Assist with reception duty to cover for holiday and sickness ensuing all visitors are made to feel welcome

Support the delivery of the marketing and communications programme for Leuchie House

Assist with any preparation of marketing materials or attending any events, exhibitions as required

Provide other administrative and customer service support as required

Management

Deputise for the Bookings Team Leader in their absence making decisions as required

Make decisions relating to enquiries, database and administrative duties.

Determine priorities of work schedule in relation to the day-to-day operation of Leuchie House.

Attend and take part in meetings and events as necessary including new start training and the welcome meeting

Participate in mandatory training as per Leuchie House policies and practices

Be flexible in working hours to provide cover for holiday and absences

Qualifications

Educated to standard level, including English and Mathematics or equivalent work experience

Knowledge and Experience

Excellent administration experience with strong attention to detail

Experience of working in a customer focused environment with a strong understanding of fundraising and marketing

Experience of using databases and Microsoft Office

Skills

Strong communication and interpersonal skills.

Excellent organisational abilities and team interaction skills.

Excellent IT skills with a good understanding of websites and social media.

Ability to motivate, engage and inspire people.

Personal characteristics / attributes

Commitment to Leuchie's vision, core values and standards

Strong attention to detail whilst managing a busy workload

Ability to work unsupervised and to use initiative

Positive, caring attitude and understanding of customer service

Hard working self-starter with a flexible approach and attitude to working hours and tasks to be completed

Ability to work unsupervised and to use initiative.

You will possess a driving license and use of your own transport

Salary and benefits

14.15 per hour 35 days holiday per year (pro rata for part-time employees) Friends and family referral bonus Full training provided Discounted PVG membership rate Cycle to work scheme, discount card for high street retailers, company pension and life assurance, free food and beverages provided during shifts, Employee Assistance Program (EAP), wellbeing programme and more
Job Types: Full-time, Part-time, Fixed term contract

Pay: 14.15 per hour

Expected hours: No more than 35 per week

Benefits:

Bereavement leave Company events Company pension Cycle to work scheme Discounted or free food Enhanced maternity leave Free parking Life insurance On-site parking Sick pay Store discount
Experience:

sales: 1 year (preferred)
Licence/Certification:

driving license (required)
Work authorisation:

United Kingdom (required)
Work Location: In person