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
* £25k per annum (pro rata for part-time)
* 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