Receptionist and Patient co-ordinator

Coordinator & Front-of-House Ambassador for a Luxury Clinic

Job Overview

• Role: Clinic Coordinator & Front-of-House Ambassador.
• Pay Rate: Up to £16 per hour (dependent on experience).
• Part time: 20-30 hrs per week - Thursday, Friday and 2 Saturdays per month.
• Location: Clinic (On-site)

As the first point of contact, you will deliver a 5-star, luxury front-of-house experience for our clients. You will manage the daily flow of the clinic, optimise practitioners' schedules, oversee inventory, actively drive clinic growth through patient retention strategies, social media support, and local marketing initiatives, while providing direct administrative support to ensure seamless daily operations.

Key Responsibilities and Duties

1. Front of House & Patient Experience

• Provide a pristine, warm, and professional welcome to all patients arriving at the clinic, including offering refreshments.
• Manage patient check-ins, guide them through necessary medical history paperwork, and coordinate waiting room flow.
• Serve as the brand ambassador, ensuring the reception and waiting areas are flawlessly presented at all times.
• Handle all incoming phone calls, emails, and digital inquiries promptly, converting inquiries into bookings and managing patient deposits

2. Commercial & Growth Support

• Social Media & Content: Capture high-quality, authorised photo and video content during clinic downtime to support marketing channels.
• Local Marketing: Assist with community networking and local business outreach.
• Event Coordination: Support the planning and execution of in-clinic events such as VIP evenings, product launches, or promotional open days by managing RSVPs and guest relations.

3. Clinic Preparation & Stock Control

• Clinic Room Prep: Arrive ahead of clinic hours to tidy, reset, and prepare treatment rooms, ensuring they are pristine and set up according to practitioner preferences.
• Stock Auditing: Perform regular inventory checks on clinical consumables and retail skincare lines to prevent shortages.
• Merchandising: Ensure front-of-house retail displays are fully stocked, meticulously clean, and visually appealing.

4. Clinic Efficiency & Compliance

• Proactively manage the digital booking.
• Maintain strict patient confidentiality and data compliance in line with GDPR regulations.
• Process payments securely and handle billing queries.

Candidate Requirements

Essential:

• Experience: Minimum 2 years of experience in a premium reception, administrative, or customer-facing role (e.g., private medical, aesthetic clinic, luxury spa).
• Communication: Exceptional verbal and written communication skills with a polished, professional telephone manner and a confident approach to client outreach.
• Tech-Savvy: Highly proficient in digital tools, Microsoft Office, and electronic booking software. Comfortable using smartphones and apps for social media content capture.
• Attributes: High attention to detail, strong organisational skills, commercial awareness, and a genuine interest in the aesthetics and skincare industry.

Desirable:

• 2-3 years of experience in a premium reception, administrative, or customer-facing role in a private medical or an aesthetic clinic.
• Prior experience handling medical records or working in a regulated clinical setting.
• Basic understanding of social media platforms (Instagram/TikTok) for business.

Benefits

• Competitive salary of up to £16 per hour (depending on experience).
• Private Health Insurance.
• Generous discounts on treatments and skincare products.

Interested applicants please submit your CV via clicking the apply icon.