XO Clinic – Clinic Coordinator & Patient Experience Executive (Freelance)
Location: Fitzrovia, London W1
Rate: £12.71 per hour + Performance Commission
Hours: Tuesday – Saturday, 10:30am – 7:00pm
Contract Type: Self-Employed / Freelance
Start Date: Immediate Start Available
About XO Clinic
XO Clinic is a fast-growing aesthetics and training academy based in the heart of Fitzrovia, London. We specialise in advanced aesthetic treatments, medical aesthetics and professional training courses. We are seeking a highly organised, professional and customer-focused Clinic Coordinator to support the continued growth of the business.
The Role
This is a varied and fast-paced freelance position requiring excellent administrative, customer service and organisational skills. The successful candidate will play a key role in managing client enquiries, supporting students, maintaining records and ensuring the smooth day-to-day operation of the clinic.
Key Responsibilities
- Managing all incoming enquiries via Instagram, WhatsApp, email and telephone
- Responding promptly and professionally to all client and student enquiries
- Following up leads and converting enquiries into bookings
- Managing appointment bookings and clinic diaries
- Handling customer concerns and resolving complaints professionally
- Conducting treatment and training course follow-up communications
- Supporting student onboarding and ensuring all required documentation and manuals are completed
- Filing, organising and maintaining medical records and prescriptions
- Maintaining accurate spreadsheets, reports and administrative records
- Preparing and updating documents using Microsoft Excel, Word and PowerPoint
- Assisting management with data collection, reporting and KPI tracking
- Supporting sales initiatives and clinic growth activities
- Assisting with general day-to-day clinic operations
Essential Requirements
- Minimum 1 year proven customer service experience (mandatory)
- English speaker or fluent English at professional level
- Excellent written and verbal communication skills
- Strong administrative and organisational abilities
- Experience using Microsoft Excel, Word and PowerPoint
- Excellent attention to detail
- Strong time management skills
- Ability to multitask in a busy environment
- Ability to work independently and take ownership of responsibilities
- Professional, reliable and proactive attitude
Desirable
- Previous experience within aesthetics, beauty, healthcare or medical environments
- Sales experience
- CRM experience
- Social media customer service experience
- Experience working within a training academy or education environment
Commission Structure
In addition to hourly pay, performance-based commission opportunities are available:
- Tiered commission on treatment sales generated directly from enquiries converted by you
- 10% commission on training course sales generated directly from enquiries converted by you
What We Offer
- Immediate start
- Long-term freelance opportunity
- Performance-based commission on bookings and student enrolments
- Opportunity to grow within a rapidly expanding aesthetics business
- Supportive and ambitious team environment
To Apply
Please send your CV along with a brief cover letter outlining your relevant experience and why you would be a suitable fit for XO Clinic.
Must be able to commute reliably to Fitzrovia, London Tuesday-Saturday.
Pay: £24,420.00-£51,642.82 per year
Work Location: In person
