Location: Richmond, London / Hybrid Remote
Hours: Full-time, Monday–Friday, approximately 9am–5pm
Salary: £30,000 per year, with potential to increase as the clinic and role develop.
Working pattern: Hybrid remote working + flexible in-person clinic work, typically up to 2 days per week
Initial probationary period: 1 month
About the role
We are a growing private medical clinic in Richmond specialising in hair restoration surgery and are looking for an exceptional Clinic Coordinator to become a trusted, long-term member of our small team.
This is not simply a receptionist position. We are looking for someone who can take genuine ownership of the day-to-day coordination and administration of the clinic, helping ensure that both our patients and the clinic itself are extremely well looked after.
The role is full-time, Monday–Friday, approximately 9am–5pm, combining remote patient coordination and administration with flexible in-person work at our clinic in Richmond.
The role will generally involve up to two days per week working from the clinic, with the remaining days worked remotely. The exact in-person days will vary according to consultation and surgical demand, so flexibility is important.
For the right person, there is significant potential for the role, responsibilities and salary to develop over time.
What we are looking for
Above all, we are looking for someone who is:
- Hardworking and dependable
- Warm, confident and professional with patients
- An excellent written and verbal communicator
- Highly organised
- Calm under pressure
- Positive and solution-focused
- Naturally proactive
- Comfortable taking responsibility and working independently
- Able to anticipate what needs doing rather than always waiting for instruction
- Detail-oriented and able to follow tasks through to completion
- Flexible and adaptable as the needs of the clinic change
We particularly value initiative and ownership. The right person will enjoy making things run smoothly, noticing what needs to be done and taking action.
Previous experience in healthcare, private medical practice, patient coordination, executive assistance, hospitality or another client-facing role would be beneficial, but attitude, initiative, communication and reliability are more important than a particular background.
Remote responsibilities
The remote component of the role will include:
- Managing incoming patient enquiries by email and social media
- Answering telephone enquiries
- Responding promptly and professionally to prospective patients
- Arranging and confirming consultations
- Coordinating surgery bookings
- Taking and confirming consultation payments
- Managing consultation and surgery calendars
- Sending appointment information and relevant documentation
- Liaising with patients regarding non-clinical aspects of their treatment
- Escalating clinical questions to the doctor where appropriate
- Keeping patient enquiries organised and ensuring nothing is missed
- General administrative and organisational support
In-person clinic responsibilities
The role will generally involve up to two days per week working in person at our clinic in central Richmond.
Clinic days will vary according to consultation and surgical demand.
Responsibilities may include:
- Welcoming patients arriving for consultations and surgery
- Coordinating patient flow throughout the clinic
- Ensuring patients are comfortable and well looked after
- Preparing consultation forms, consent forms and other documentation
- Ensuring necessary paperwork is completed and organised
- Preparing surgery and aftercare packs
- Monitoring clinic stock and arranging replenishment
- Ensuring supplies and documentation are prepared ahead of upcoming clinic days
- Coordinating with the doctor and surgical team
- Receiving and organising deliveries
- Keeping patient-facing areas organised and presentable
- Anticipating upcoming clinic requirements and preparing accordingly
- General practical and organisational support around the clinic
Flexibility is important
While this is a full-time Monday–Friday role, the balance between remote and in-person working will vary according to the needs of the clinic.
In-person attendance will generally be required up to two days per week, but the specific days may vary from week to week according to patient and surgical demand.
Reasonable notice will be provided wherever possible, but applicants must be genuinely comfortable with this variability rather than requiring the same fixed clinic days each week.
For this reason, living within easy travelling distance of Richmond is strongly preferred, both to make the role practical for the successful applicant and to make flexible clinic attendance easier.
Please only apply if this type of flexible hybrid working arrangement genuinely suits your circumstances.
A long-term opportunity
While the working pattern is flexible, our intention is very much to find someone for the long term.
We are looking for someone who would enjoy becoming an important and trusted part of a small, warm and hardworking team.
As trust develops and the clinic continues to grow, there will be considerable scope to take on greater responsibility and for the position and salary to develop accordingly.
For the right person, we hope this will develop into a significant long-term position within the clinic rather than simply an administrative job.
Initial probationary period
The role will begin with a one-month probationary period.
This gives both sides an opportunity to assess the working relationship, responsibilities and flexible hybrid structure.
If the probationary period is successful, our intention is to continue the relationship on a long-term basis and develop the position alongside the growth of the clinic.
Pay: From £30,000.00 per year
Work Location: Hybrid remote in Richmond TW9 1AD
