About Us
EBS Physiotherapy is a busy, highly rated private physiotherapy and sports injury clinic based in St Albans. We provide high-quality musculoskeletal care, sports injury rehabilitation, post-operative rehabilitation, shockwave therapy, MSK ultrasound and advanced assessment services.
We are looking for a highly organised, professional and friendly individual to join our team in a combined role as Clinic Manager, Medical Secretary, Receptionist and Personal Assistant. This is a key position within the clinic and would suit someone who enjoys responsibility, patient interaction, organisation and helping a healthcare business run smoothly.
Role Overview
The successful candidate will be responsible for the smooth day-to-day running of the clinic, including reception duties, diary management, patient communication, administration, invoicing, insurance administration, stock control, staff coordination and general support to the Clinic Director.
This is a varied role requiring excellent communication skills, attention to detail, initiative and the ability to manage multiple tasks in a busy clinical environment.
Key ResponsibilitiesReception and Patient Care
- Welcome patients warmly and professionally.
- Answer phone calls, emails and online enquiries.
- Book, amend and manage patient appointments.
- Provide clear information about clinic services, pricing and appointment availability.
- Ensure patients receive an excellent experience from initial enquiry through to discharge.
- Manage patient arrivals, payments and follow-up bookings.
- Maintain confidentiality and professionalism at all times.
Clinic Administration
- Manage the clinic diary and clinician schedules.
- Process payments, invoices and receipts.
- Liaise with private medical insurers where required.
- Maintain accurate patient records and administrative notes.
- Send appointment confirmations, reminders and relevant clinic information.
- Handle cancellation lists and waiting lists efficiently.
- Support with clinic policies, forms and general compliance administration.
Medical Secretary Duties
- Type and format clinical letters, reports and referral correspondence.
- Send reports to patients, GPs, consultants and insurers where appropriate.
- Liaise with consultants, GP practices, insurance companies and external healthcare providers.
- Assist with managing referrals and patient documentation.
- Ensure all correspondence is accurate, professional and sent in a timely manner.
Clinic Manager Duties
- Oversee the smooth day-to-day running of the clinic.
- Ensure treatment rooms, reception and waiting areas are clean, organised and well presented.
- Monitor stock levels and order clinic supplies when needed.
- Coordinate maintenance, contractors and suppliers.
- Track/ file expenses
- Support staff rotas, room allocation and diary efficiency.
- Help implement clinic procedures and improve administrative systems.
- Support the Clinic Director with business development and operational improvements.
Personal Assistant Duties
- Provide administrative and organisational support to the Clinic Director.
- Manage selected emails, tasks, reminders and follow-ups.
- Assist with meetings, documents, projects and supplier communication.
- Help organise clinic events, training days, meetings and marketing tasks.
- Support with HR administration, staff documents and onboarding processes.
Essential Skills and Experience
- Excellent communication and customer service skills.
- Highly organised with strong attention to detail.
- Confident using computers, email, diary systems and Microsoft Office or Google Workspace.
- Ability to multitask in a busy environment.
- Professional, friendly and calm under pressure.
- Able to work independently and use initiative.
- Reliable, punctual and trustworthy.
- Strong written English and administrative skills.
- Understanding of confidentiality and data protection.
Desirable Skills
- Previous experience in a private healthcare, physiotherapy, medical, dental or clinical setting.
- Experience using clinic booking software such as Cliniko, TM3 or similar.
- Experience dealing with private medical insurance companies.
- Previous medical secretary or clinic management experience.
- Knowledge of CQC, healthcare compliance or patient administration systems.
Personal Qualities
We are looking for someone who is:
- Warm, welcoming and professional.
- Organised and proactive.
- Trustworthy and discreet.
- Confident speaking with patients and professionals.
- Able to take ownership of tasks.
- Positive, flexible and willing to learn.
- Comfortable working in a growing healthcare business.
- Happy to train/ mentor someone with non-medical experience too.
Working Hours
This is a full-time role. Exact working hours will be discussed depending on clinic needs. Some flexibility may be required to support the smooth running of the clinic.
What We Offer
- A key role in a growing private healthcare clinic.
- Supportive and professional working environment.
- Varied responsibilities with opportunities to develop.
- Training on clinic systems and processes.
- Opportunity to be involved in the growth and organisation of the clinic.
- Friendly team environment focused on excellent patient care.
How to Apply
Please send your CV and a short covering letter explaining why you would be suitable for this role.
We are looking for someone who can become an important part of our team and help us continue to deliver an excellent service to our patients.
Job Types: Part-time, Freelance
Pay: £30,000.00-£35,000.00 per year
Benefits:
- Company events
- Discounted or free food
- Employee discount
- Free parking
- Health & wellbeing programme
- On-site parking
- Private medical insurance
- Work from home
Ability to commute/relocate:
- St Albans AL3 4DG: reliably commute or plan to relocate before starting work (preferred)
Education:
- A-Level or equivalent (preferred)
Experience:
- Administrative: 2 years (preferred)
Work Location: In person
