Front of House Coordinator
About the role
FrownDocs & Stirling Private Medical Group is looking for an organised, professional and personable Front of House Coordinator to join our team in Stirling.
The Front of House Coordinator plays an essential role in ensuring the smooth and efficient day-to-day running of the clinic. This is a varied position combining clinic administration, front-desk management, customer service, team coordination, stock management, financial administration and event/marketing support.
We are looking for someone who can take ownership of the front-of-house operation while providing a warm, welcoming and professional experience for every client. You will be an important first point of contact for our clients, so we are looking for someone who is friendly, approachable and genuinely enjoys building positive relationships with people. You will also need to be highly organised, accurate and detail-focused, with the ability to take responsibility for your work and ensure that tasks are completed efficiently and to a high standard. You will also need to be trustworthy when handling private and confidential client information.
We’re also looking for someone who will be a great fit within our team. Someone who is friendly, supportive and positive, enjoys working collaboratively and is able to build strong working relationships across the team, while always maintaining a high standard of customer service would be highly valued.
Key responsibilities
As Front of House Coordinator, you will be responsible for:
· Overseeing the smooth day-to-day operation of the clinic.
· Managing appointment scheduling and reminders.
· Welcoming clients, checking them in and out, and providing a professional and friendly first point of contact.
· Handling client enquiries and ensuring excellent customer service throughout the client journey.
· Ensuring appropriate consent forms are completed and photographs are taken before applicable treatments.
· Answering and managing telephone calls, emails and social media enquiries professionally.
· Maintaining accurate and up-to-date client records and ensuring confidentiality at all times.
· Processing cash and card payments and ensuring invoices and financial records are correctly maintained.
· Supporting and coordinating clinical staff to ensure an efficient workflow.
· Assisting with the training and onboarding of new members of staff.
· Ensuring equipment, products and skincare stock are monitored, and stock orders are made when required.
· Supporting social media, promotional activity, client outreach and clinic events.
· Maintaining a clean, organised and welcoming reception and waiting area.
· Supporting the wider team with the maintenance and cleanliness of staff and treatment areas.
· Representing the clinic professionally in all interactions with clients, colleagues and external contacts.
What we're looking for
Essential qualifications/qualities:
· Customer facing experience
· National 5 English and Maths at a C grade
· Fluent in English
· Highly organised and able to manage multiple priorities in a busy clinic environment
· Professional, friendly, confident and clear when communicating with clients over telephone, email, social media and in person
· Customer-focused, with a strong commitment to providing an excellent client experience
· Reliable, proactive and able to work independently
· Flexible with working hours, including late shifts and public/bank holidays
· Comfortable handling administrative and tasks accurately and efficiently
· Able to coordinate and collaborate effectively with clinical and administrative colleagues
· Discreet and trustworthy when handling confidential client information
· Willing to support different areas of the business and take responsibility for ensuring the clinic runs smoothly
Desirable qualifications/qualities:
· Experience in clinic/healthcare administration, reception, customer service or a similar role would be advantageous
· Administration qualifications (HNC, HND, SVQ)
· Experience working within a medical setting
· Experience using Cliniko or Semble
What we offer
· £13.00 per hour
· 35 hours per week, Tuesday–Friday
· Annual leave entitlement of 196 hours, inclusive of recognised public/bank holidays, subject to the applicable contractual provisions
· An additional day of annual leave for each year worked at the clinic, subject to the terms of the employment agreement
· Annual health checks carried out by a Clinic Doctor
· Employee access to clinic treatments at cost price, subject to Clinic Director approval, with a maximum cumulative full retail value of £2,000
· In-house training, with approved/required training paid at the normal hourly rate
· Potential performance-related bonuses at the discretion of the Clinic Director
· Opportunities to develop your skills within a specialist private clinic environment
Working hours
The contracted hours are 35 hours per week, Tuesday to Friday, with daily start and finish times arranged through the clinic rota.
Due to the nature of the business, late shift availability is required, and the successful candidate must be flexible with their start and finish times. Additional hours must be authorised and are paid at the normal hourly rate.
Why join us?
This is an excellent opportunity for someone who enjoys a varied role and takes pride in creating a professional, welcoming and well-organised clinic environment.
You will play a central role in the client experience and in supporting the clinical team, with the opportunity to contribute across administration, customer service, operations, marketing and stock management.
If you are highly organised, approachable and customer-focused, we would love to hear from you.
How to apply
Please submit your CV and a brief covering letter outlining your relevant experience and why you would be a good fit for the role.
Benefits:
- Employee discount
- Health & wellbeing programme
- On-site parking
- Sick pay
Work Location: In person
