Medispa & Clinic Operations Manager (Part-Time)Location: Henley-on-Thames area (RG9) – Confidential Search
Hours: 16–20 hours per week (Highly flexible scheduling to support work-life/family balance)
Salary: Starting at £16.00 per hour (Negotiable based on experience) + workplace pension + annual performance-linked review and discretionary bonus scheme
Growth Opportunity: A genuine opportunity to naturally scale up your hours and responsibilities as the clinic expands and the role grows, at a pace that works for both you and the business. We are committed to investing in ongoing professional training and development for the right candidate to help you truly excel and put your mark on this role. Job SummaryWe are seeking a dynamic, commercially minded Medispa & Clinic Operations Manager to lead the daily operations of our independent beauty and holistic medispa. We are an established business with a deeply loyal client base, currently entering a critical turning point under new ownership. The clinic is in the infancy of a complete refurbishment program—currently upgrading rooms and modernising the building's infrastructure—while shifting our focus to treatments with proven scientific efficacy alongside a holistic approach. We are expanding into exciting new treatment spaces, incorporating guest practitioners to transform the clinic into a vibrant wellness hub, and launching a brand-new customer membership model. In this pivotal role, you will oversee all aspects of clinic management, ensuring a flawless, positive, and premium experience for clients while maintaining high standards of service, safety, and efficiency. You will bring your industry experience and knowledge to promote good practice and improve the quality and overall experience for our clients. Your leadership will drive team performance, optimise financial outcomes, and uphold the clinic’s reputation for excellence. The business owner is highly involved in long-term strategy and will work collaboratively alongside you. As a proactive manager, you will take total ownership of tasks, put your personal mark on the business, and make decisions based on the best interests of the business and owner. You will have the ability to communicate collaboratively and effectively, ensuring the owner is apprised of overall day-to-day operations as well as when escalation is necessary. I am looking for someone who is dedicated and understands that as a manager in a small business, responsibilities aren't 9-5. Whilst support from the owner is always available, this role includes being occasionally contactable during out-of-hours where there is a need to resolve any business-impacting situations.Duties
- Daily Clinic Operations & Presentation: Supervise daily clinic operations, including scheduling, client flow, and service delivery to ensure smooth functioning and an impeccable customer journey.
- Rigorous Hygiene & Cleanliness Standards: Ensure the entire facility is kept strictly spotless, hygienic, and clean at all times. Move entirely away from basic "surface cleaning" by enforcing a culture of deep clinical hygiene—ensuring floors, treatment rooms, equipment, and client areas meet the highest aesthetic standards, despite ongoing building works.
- Team Leadership & Accountability: Lead, motivate, and manage a small team of therapists and self-employed professionals to achieve operational excellence. Hold the team strictly accountable for column utilisation, productivity, and the daily execution of deep-cleaning schedules. Schedule and document pastoral and career reviews with staff to ensure the business meets the needs of staff, offers them an opportunity to request training or support, as well as to establish any issues that need resolving.
- SOP & KPI Compliance: Extract and analyse daily and monthly performance data via Phorest. Ensure the team meets their KPIs (rebooking, retail splits, average spend) and rigorously oversee compliance with our Standard Operating Procedures (SOPs). Routinely analyse data to ensure all financial aspects such as budgeting, expense control, revenue tracking, and profitability are used to support sustainable growth by aligning services, opening hours, and marketing, adjusting for seasonal fluctuations while reducing white space.
- Financial Admin & Reporting: Manage the Phorest system correctly to pull accurate data. Accurately track leave and ensure seasonal peak periods are protected, and where leave is unavoidable, ensuring cover is found to maintain revenue. Compile monthly staff hours, basic pay, and commissions, and deliver organised documentation directly to our external payroll and accountant. Ensure the accountant has all documentation needed. Keep track of invoices and pay suppliers and utilities on time.
- Proactive Problem Solving & Research: Handle any area of the business as needed. Research solutions for operational upgrades, deal directly with contractors during the infrastructure and refurbishment phases, and manage building or specialised machine/equipment maintenance.
- Example: If tasked with researching an eco-friendly energy grant within the restrictions of our listed building, you won't just send a web link. You will thoroughly research direct government-funded departments, establish the exact criteria, put the application paperwork together, and handle the complete follow-through once given the go-ahead. Ownership of tasks is paramount in this role.
- Digital & Commercial Growth: Oversee our marketing steering and social media presence to proactively drive new client acquisition. Maintain and update the clinic website, advise and collaborate on treatment menu changes, and manage incoming website product sales as we expand our e-commerce footprint. Partner with the owner to launch, market, and manage our upcoming client membership program. Where external support is required for technical augmentation, you will oversee any projects and services to ensure full completion is both timely and expertly executed.
- Compliance & Safety: Ensure strict compliance with health and safety regulations, licensing requirements, and industry standards to uphold the highest levels of client safety and quality assurance.
- Inventory & Vendor Control: Coordinate with vendors and premium suppliers to manage inventory levels, monitor stock, and handle consumable ordering. Where indicated, research and collate recommendations on new treatments, products, or technologies.
- Contractors & Business Support: Deal directly with contractors, printers, and other subcontractors. Act as the first-line response, engaging, evaluating, and filtering business-related enquiries or tasks, resolving where possible, seeking clarification if needed, and forwarding when these don't apply, with a clear breakdown and recommendations where applicable.
- Out-of-Hours Ownership: Act as the primary emergency contact for the building (e.g., assessing if an emergency plumber is needed). Monitor urgent emails/calls outside standard hours, handled via a shared, collaborative approach with the owner to protect your personal leave.
Skills
- Proven Supervising Experience: Strong management capabilities in a medical aesthetics, wellness, premium salon, or luxury retail setting where clinical hygiene is a priority, as well as knowledge of human resources practices related to staffing, employee relations, and compliance.
- Exceptional Leadership Skills: Ability to inspire teams, hold staff strictly accountable to daily standards, manage independent guest practitioners, and foster a collaborative work environment.
- Solid Financial Management: Strong business acumen including interpreting data dashboards, tracking revenue metrics, and managing payroll administration.
- A Resourceful, Commercial Mindset: A self-starter who takes a task and runs with it to completion. You actively seek out methods to optimise revenue, improve efficiency, and protect the owner's investment.
- Excellent Communication & Coordination Skills: Ability to effectively interact and collaborate with the business owner, clients, staff, building contractors, vendors, and regulatory bodies.
- Resilience & Maturity: Ability to multitask efficiently, navigate infrastructure upgrades, and confidently maintain immaculate customer standards and team morale through a period of business transformation.
Join us as our Medispa & Clinic Operations Manager, where you will bring your passion for management and your commitment to excellence, be at the forefront of shaping the trajectory of this evolving business, while guiding our dedicated team in delivering exceptional wellness experiences. Please note: This is a strictly confidential appointment. Final selection is subject to thorough, direct verbal reference checks with previous business owners or directors.
Pay: From £16.00 per hour
Benefits:
- Company pension
- Employee discount
- Flexitime
- Free parking
- On-site parking
- Profit sharing
- Sick pay
Work Location: In person
