Branch Secretary

• Inform relevant technicians of the client’s arrival with treatment details and timings
• Ensure communication is accurate throughout the branch and that all documents and systems reflect the correct situation of the branch
• Receive and greet visitors in an efficient, tactful and courteous manner
• Maintain adequate cash in drawer.
• Assisting in the closing of the Branch and daily sales cash collection and ensuring they are accurately administered and completed.
• Understands the customer (both external and internal) / phone and face to face, builds strong collaborative customer relationships and builds customer trust and confidence
• Record delays of treatment with accuracy
• Have full knowledge of Front Desk SOPs

Computer bookings:
• Ensure the booking system is managed effectively with scheduling, reconfirmations and follow ups of client appointments changing colours in the phorest system
• Check out clients after appointments and ensure that the actual treatment is recorded in the system.

Ensure accurate client details are maintained and updated on a regular basis
• Sign the waiting list
• Manage lunch blocking of the therapists
• Check if skills of therapists are updated
• Blocking of therapist leave and identify shortage if any
• Money collector:
• Maintain the checklists and SOP’s of the reception area
• Fully conversant with all pricing structure and promotional details.
• Use appropriate money collector language at all time
• Have full knowledge of Money Collector SOPs

Client/colleague interactions:
• Provide a full reception service for staff and clients

Branch Manager Support:
• Develop and maintain a courteous and professional relationship with clients.
• Handle customer complaints and ensure response is given within the decided timeframe.
• Guide technicians to acquire a thorough comprehension of client's needs, mistakes and misunderstanding to be eliminated
• Ensure communication is accurate throughout the branch and that all documents and systems reflect the correct situation of the branch
• Prepare all daily and weekly reports (Skill report, Employee movement, Maintenance & Breakage report)
• Assist Branch Manager at staff meetings, or conduct meetings in absence of the Branch Manager
• Assist the Branch Manager to maintain stock level and inventory.
• Assist in cost control measures
• Maintain cleanliness of work station and surrounding work areas and ensure that daily cleaning duties are observed