Job Description

Job Overview

The Receptionist and Volunteer Co-ordinator roles undertake duties to ensure the smooth running of the reception desk and administrative tasks in the office during their hours of work and will provide support to the Finance Manager in some financial processes and tasks.

This role requires someone who is both compassionate and professional when dealing with enquiries by phone and in-person. The post holder will be an organised, accurately minded individual and is a sympathetic communicator with the ability to engage with clients, other visitors and volunteers.

The post holder will work closely with the office administrator to ensure there is a fair distribution of the daily tasks, but priority will be given by this post-holder on reception duties.

The charity offers all staff 25 days annual leave plus bank holidays (pro rata), an additional day's leave for their birthday, paid 30 minute lunch breaks and free onsite parking.

Key Responsibilities

Be responsible for the volunteer rota and ensuring cover when volunteers are absent. Overseeing reception volunteers, providing daily tasks and support them in providing an efficient and friendly service; ensure payments on Cliniko are accurately recorded. Welcome clients and visitors at reception and process payments, handle enquiries both face to face and over the telephone. Ensure all visitors and callers receive a professional and compassionate service. Support the Finance Manager with some basic financial processing - log monies received and prepare weekly banking. Accurately enter client data on the Centre's database (Cliniko) with a high level of efficiency and accuracy. Manage and maintain client records, complying with GDPR and confidentiality guidelines. Maintain an accurate and regularly updated Admin "How to Guide" to ensure all members of staff can follow basic procedures. Ensure the weekly room hire timetable is prepared and the slider board accurately displayed. Help with room set ups when required. Support other members of the team with notices, posters, signs. Act as the main point for reporting of faults with photo copier, telephone, and other office equipment. Have an understanding nature and appreciate the needs of Centre clients, directing telephone and in-person enquiries to the correct person/department. To undertake training as required and achieve and maintain an acceptable level of competence in all aspects of the role. At times you may be required to do other duties as required, to assist with the smooth running of the Centre.
They will be line managed by the Service Development Lead.

Specific Volunteer Co-ordinator tasks

To manage all volunteer files ensuring volunteers are fully versed in the organisations policies and procedures.

Ensure volunteers recognise the importance of their role as ambassadors of the charity and ensure any concerns they have within their department or within the Charity are addressed in a timely way.

Ensure regular communication with department managers on any requirements for new volunteers and be responsible for the recruitment, using resources such as Volunteer Cornwall, online and local media.

Complete inductions for all new volunteers and arrange training where required.

Produce a volunteers' newsletter, which includes information on activities, news and information about the Charity. In liaison with the Marketing and Communications Manager, ensure it contains key messages and adheres to brand guidelines.

Be the main point of contact for volunteers addressing any concerns with Department Managers or Centre Manager.

Organise social events for volunteers. Identify opportunities to celebrate volunteer achievements through annual awards event at the charity and through different external awards ceremonies.

Additional Information

Where the workload exceeds the normal working hours, additional hours will be paid at the normal hourly rate. This will be agreed with the line-manager in advance. This role will be on a three-month probationary period. Specific needs and areas for personal development will be recognised through a regular staff development and appraisal system. The post-holder will be expected to conform to the charity's brand guidelines and adhere to GDPR, Fire Regulations, Health & Safety policies, and any other relevant legislation. All information gained concerning service users and their relatives within the organisation is confidential and must not be divulged unless their consent is given.

Essential Skills

Strong people skills Good communicator Good Organisational skills IT literate
Empathetic

Desirable

Previous office/admin experience Previous experience working with volunteers. An understanding of neurological conditions

About the Charity

The Merlin Neuro Therapy Centre, located in mid-Cornwall, is a Cornish charity providing a place of support, therapy, information, and community for people living with a long-term neurological condition and/or those who are neurodiverse. We give financial assistance to our beneficiaries in the form of subsidised specialist therapies. Our purpose built, fully accessible Centre, opened in 2009 and offers physiotherapy; exercise classes; Ayres' Sensory Integration (ASI) therapy (a discipline of Occupational Therapy), and oxygen therapy. The Primrose Hydrotherapy Pool facility, which was built in the grounds, opened in 2019, providing both individual and group hydrotherapy sessions.

Living with a long-term health condition brings many challenges, not just for those diagnosed, but also for family members. Symptoms can affect physical, cognitive, emotional, and psychological health. For our clients who have sensory processing difficulties, due to being neurodivergent, everyday situations and relationships can be perplexing and taxing. Our main aims are to improve the health and well-being of our community; help people manage their symptoms and situations; and support their main care giver, often a family member. Services are delivered by a highly experienced team, with a broad range of skills and experience in delivering specialist therapies.

Job Type: Part-time

Pay: 12.60 per hour

Expected hours: 24 per week

Benefits:

Company pension On-site parking Sick pay
Education:

GCSE or equivalent (preferred)
Experience:

working with people with disabilities: 1 year (preferred) Customer service: 1 year (preferred) working with volunteers: 1 year (preferred)
Licence/Certification:

Driving Licence (preferred)
Work Location: In person

Application deadline: 05/08/2025
Reference ID: RVC-220725