Front of House & Surgical Coordinator
Harley Street, London
Hours: Monday to Friday - 9am to 5.30pm
Location: Harley Street, London (in-clinic, no remote working)
About Us
We are a specialist Harley Street oculoplastic and aesthetics practice, providing surgical and non-surgical treatments to a discerning private patient base. We're looking for a warm, highly organised Front of House & Surgical Coordinator to be the first point of contact for our patients and a key link between clinic, hospital, and consultant teams.
The Role
This is a mixed role combining traditional front-of-house hosting with hands-on surgical coordination. You'll be the calm, capable presence patients meet first, and the administrative backbone that keeps surgical journeys running smoothly behind the scenes.
Key Responsibilities
Front of House
- Welcome patients and visitors, creating a warm, professional first impression consistent with a premium private practice
- Manage reception: greeting, checking in, and directing patients; answering and directing calls and email enquiries
- Manage appointment bookings, rescheduling, and clinic diary coordination
- Handle patient payments, invoicing queries, and basic reception admin
- Keep the reception and waiting area presentation-ready at all times
Surgical Coordination
- Act as the primary point of contact for patients booked for surgery, guiding them through the process from booking to discharge
- Liaise directly with hospitals to book theatre slots, confirm admission times, and manage documentation
- Coordinate with anaesthesiologists and hospital teams to ensure pre-assessment and consent paperwork is complete and on file ahead of surgery
- Schedule and confirm pre-operative appointments, ensuring patients have all necessary information (fasting instructions, medication guidance, what to expect on the day)
- Manage post-operative follow-up scheduling and check in with patients during recovery, flagging any concerns to the clinical team promptly
- Maintain accurate, up-to-date patient records across the surgical pathway, ensuring GDPR-compliant handling of sensitive medical information
- Support consultants with correspondence to GPs, hospitals, and other healthcare providers as needed
- Help patients navigate insurance or self-pay queries relating to their surgery where relevant
About You
- 3–4 years' experience in a similar front of house, medical secretary, patient coordinator, or surgical coordinator role
- Experience within the medical, healthcare, or aesthetics sector highly desirable, you understand the sensitivity and precision this environment requires
- Exceptional organisational skills with the ability to manage multiple patient journeys and shifting hospital schedules simultaneously
- Confident, clear communicator, equally comfortable reassuring a nervous patient and liaising professionally with consultants and hospital administrators
- Meticulous attention to detail, particularly around medical documentation and consent processes
- Discreet and trustworthy when handling confidential patient information
- Calm under pressure, with good judgement on when to escalate a concern
- Comfortable with clinic software/booking systems and general office IT (training provided on our specific systems)
- A polished, professional manner in keeping with a Harley Street private practice
What We Offer
- A varied, meaningful role at the heart of a well-regarded specialist practice
- Direct mentorship and exposure to a highly experienced surgical and leadership team
- A supportive, close-knit working environment on Harley Street
Pay: £30,000.00-£32,000.00 per year
Ability to commute/relocate:
- London W1G 6AX: reliably commute or plan to relocate before starting work (required)
Experience:
- Medical management: 3 years (required)
Work authorisation:
- United Kingdom (required)
Work Location: In person
