Reception & Admin Specialist (Part-Time, Permanent)
- Company: Nordic Balance
- Locations: Abbeville Village (SW4), Wimbledon Village (SW19), and St John's Hill (SW11) – must have flexibility to work across all sites.
- Job Type: Part-Time, Permanent (In-person role)
- Pay: From £13.00 per hour (£27,000 per year starting, or part thereof)
About Us
At Nordic Balance, we believe that administrative service isn't just a preliminary step; it is a critical component of the patient's healing process. We don't aim for merely transactional service—our mission is to provide memorable experiences that turn our patients into lifelong advocates. We view client challenges, such as scheduling adjustments or policy questions, as key opportunities to demonstrate care and build lasting trust.
The Role
We are seeking a positive and proactive Reception & Admin professional who can keep our thriving clinics running smoothly, even during busy periods. You will be the central point of contact for our business, responsible for delivering exceptional care and keeping clinic logistics seamless.
Key Responsibilities
- Patient Care & Consultation: Act as an empathetic guide, partnering with patients to understand their needs and find the best clinical solutions.
- Complex Scheduling & Logistics: Masterfully manage diary logistics, confidently navigate multi-step insurance verifications, and guide patients to the correct care pathway from their very first contact.
- Service Recovery: Intercept patient anxiety or distress with genuine empathy, take complete ownership of issues, and follow through on promises to build lasting trust.
- Operational Excellence & Cleaning: Handle day-to-day clinic operations to ensure an organized and efficient environment. This includes executing essential day-to-day cleaning tasks to keep our reception and clinical spaces clean, tidy, and welcoming for patients.
- Team Collaboration: Work seamlessly with our diverse team of therapists, sharing notes and updates so patients never have to repeat themselves.
What We Are Looking For
- Personable & Empathetic: A genuine desire to provide a warm experience, using active listening to make patients feel truly seen and valued.
- Confident & Calm: The ability to project absolute calm, absorb patient anxiety, handle high-stakes situations, and preemptively solve problems.
- Knowledgeable: A fast learner who can quickly grasp our core therapies and processes to answer patient questions with clarity.
Requirements
- Previous experience in a reception or administrative role (1 year preferred), ideally within the health, fitness, or medical field.
- 1 year of customer service experience is preferred.
- Excellent phone, email, and in-person communication skills.
- Tech-savviness and comfort learning new software, as experience with Mindbody is a plus.
- A-Level education or equivalent is preferred.
- Flexibility to work a shifting schedule across mornings, evenings, and weekends.
- Right to work in the UK and the ability to reliably commute within Greater London.
What We Offer
- Training & Development: Full training will be provided on our clinic software, internal scheduling systems, and client care philosophy.
- Uniform Provided: A branded polo shirt is provided and required for your daily role, ensuring a comfortable yet professional team appearance.
- Benefits: Sick pay , a cycle-to-work scheme , free on-site parking , and a gym membership.
- Culture: Regular company events and a highly supportive, collaborative environment where your wins are celebrated.
How to Apply
Please send your up-to-date CV and a cover letter showcasing your passion for customer service and operational excellence.
Please Note: We value engagement! Suitable candidates will receive an initial questionnaire to complete. Only applications with a completed questionnaire will be considered for the role.
To learn more about us, visit www.nordicbalance.co.uk.
Job Types: Permanent, Part-time
Pay: From £13.00 per hour
Benefits:
- Casual dress
- Company events
- Cycle to work scheme
- Free parking
- Gym membership
- On-site parking
- Sick pay
Education:
- A-Level or equivalent (preferred)
Experience:
- Customer service: 1 year (preferred)
- Administrative: 1 year (preferred)
Language:
Work authorisation:
- United Kingdom (required)
Work Location: In person
