Job Description

JOB DESCRIPTION - RECEPTIONIST (PART TIME)

18.5 hours per week (Monday 12.00pm to 5.00pm, Wednesday 8.00am to 5.00pm with 30 minutes lunch break and Thursday 8.00am to 1.00pm) and flexibility to provide holiday/sickness cover sometimes at short notice.

About The Cloisters

The Cloisters Physiotherapy and Sports Injury Clinic has been delivering high quality physiotherapy services throughout South Warwickshire for the past thirty years. We believe that physiotherapy makes a difference - the difference that could allow you to carry on working, to continue playing sport or to remain independent.

We are committed to providing every client with a quality service in a friendly, caring environment. Our team of nine specialist, highly experienced physiotherapists provide therapy in private, easy access treatment rooms and to help with rehabilitation in our on-site gymnasium.

About the role

As a member of the Reception team, the postholder will be expected to provide a warm and professional welcome to patients in clinic and on the phone, juggle a varied set of tasks to help the smooth-running of the clinic and be confident in the use of our appointment and billing software and other computer packages.

The working times above are fixed and there is an expectation that the successful candidate will be willing and flexible to cover colleagues' holiday periods and/or sickness, often at short notice.



Open up the clinic and disable the alarm if first to arrive at the clinic and ensure that the storeroom, office and gym are open. Check the temperature in the treatment and counselling rooms. Open windows for ventilation. Check clinic voicemail and action/follow up Check clinic email and action/follow up Check day book for messages that need actioning. Phone patients just prior to their appointments to gain access to the clinic Check patients' health status on arrival Direct patients to the treatment rooms Make/cancel/rearrange appointments over the phone and at the desk. Following a cancellation, check Cancellation book and see if appointment can be filled. Answer and deal with telephone enquiries. Assist room renters on arrival and with their clients to ensure smooth running of rented rooms upstairs Record patient treatments on TM3 (clinic diary and billing system) Record room rental charges on TM3. Record payments on TM3. Record cash payments in cashbook. Email Bupa/other insurer forms on behalf of the physios. Deal with any GP/Insurance referrals by post or email. Regularly check voicemail and return calls. Regularly check and answer emails or forward to the relevant person. Check cash balances with Cashbook on handing over to next Receptionist and at the end of the day. Print the physio patient lists for the following day's clinic and assemble with patient notes Before closing check: bins empty, rooms tidy, radiators on middle setting, lights off, heaters off, CD player off, voicemail on, washing up done and relevant rooms locked. Alarm to be set if last in. Print the end of day report and bank reconciliation and check for accuracy Provide flexible, holiday/absence cover for other members of the Reception team

Previous applicants should not apply.

Person Specification

Essential qualifications/experience/skills:

A minimum of 5 GCSEs or equivalent including English and Maths

At least 2 years' experience in a customer-facing/service role, dealing with the general public and acquiring the ability to deal with varied situations

Demonstrable experience in managing your own workload, prioritising tasks and working in a small, supportive team

Excellent IT skills and the ability to learn new software and tools on the job

Desirable qualifications/experience/skills:

Experience of working in a clinic/surgery setting

Experience of working in a job share role

Work Remotely

No
Job Types: Part-time, Permanent

Pay: 12.21 per hour

Expected hours: 18.5 per week

Benefits:

Company pension Employee discount Free parking Sick pay
Schedule:

Day shift Monday to Friday No weekends Overtime
Experience:

Medical Receptionist: 1 year (preferred)
Work Location: In person

Application deadline: 19/08/2025