Job Title: Multi-Site Practice Manager – Physiotherapy Clinics
Location: East London (Shoreditch & Hoxton) – Three clinic sites located within partner gyms
Working Pattern: Hybrid role. You will be required to work on-site at each of the three practices for at least one full day per week on a rotating basis. The remainder of your time can be worked remotely, with flexibility for additional site visits, meetings, or cover as needed. Evening or weekend work may be required for events or training.
About the Role
We are seeking an experienced, highly organised, and proactive Multi-Site Practice Manager to be the operational heart of our three growing physiotherapy clinics embedded within gyms in Shoreditch and Hoxton, East London.
This is a varied, hands-on role that combines patient-facing receptionist and administrative duties with broader practice management responsibilities across all three sites. You will be the central point of contact for patients and referrers while also managing clinician diaries and registrations, Healthcode billing, bookkeeping, facilities oversight, marketing coordination, and day-to-day operations.
You will play a key role in delivering an excellent patient experience and supporting the smooth running and growth of the business. An interest in fitness and wellness is highly valued — you will have full access to our partner gym facilities and be part of a friendly team that regularly organises social and team-building events.
Key Responsibilities
Patient Experience & Reception (across all three sites)
- Act as the first point of contact for patients via phone, email, instant messaging, and the AI chatbot, delivering friendly, professional, and efficient service at all times.
- Manage the full appointment process: scheduling, reminders, cancellations, rescheduling, and optimising clinician diaries and availability.
- Maintain accurate and up-to-date patient records in the practice management system, ensuring full compliance with GDPR and strict confidentiality.
- Professionally handle patient enquiries, feedback, and complaints, escalating appropriately where needed.
- Process patient payments and insurance documentation, including billing and claims via Healthcode.
Operations & Multi-Site Coordination
- Coordinate clinician annual leave, rotas, and monitor professional registration, insurance, and mandatory training details to ensure ongoing compliance (e.g. HCPC registration).
- Oversee facilities management across all three sites, including equipment maintenance schedules, cleaning standards, health & safety, infection control, and stock/inventory management.
- Build and maintain positive working relationships with our gym partners.
- Travel between the three nearby sites (Shoreditch and Hoxton) as required to provide cover, attend meetings, or support operational needs.
Marketing, Training & Business Development
- Coordinate the delivery and monitoring of social media campaigns, Google advertising, and other marketing activities.
- Support the organisation of in-house training, CPD events, networking opportunities, and patient engagement activities.
- Help promote the clinics and strengthen referral relationships.
Financial Administration & Reporting
- Carry out bookkeeping duties, including reconciliations, invoicing, and expense tracking.
- Monitor key performance indicators (clinic occupancy, revenue, patient satisfaction, etc.) and prepare regular reports for the management team.
- Manage general administrative tasks including correspondence, filing, data entry, and documentation.
Compliance & Continuous Improvement
- Ensure all clinics operate in line with GDPR, data protection, health & safety, and relevant regulatory standards.
- Identify and implement improvements to enhance patient experience and operational efficiency across the sites.
Person Specification
Essential
- Significant previous experience as a Medical Receptionist, Practice Administrator, or Practice Manager in a healthcare setting (private physiotherapy, sports injury, or similar clinic experience strongly preferred).
- Proven experience using practice management software and processing billing/insurance via Healthcode (or equivalent private healthcare billing platforms).
- Hands-on bookkeeping or financial administration experience.
- Excellent organisational skills with the ability to manage competing priorities across multiple sites.
- Outstanding written and verbal communication skills with a calm, professional, and patient-focused manner.
- Strong IT skills, including Google Workspace, Microsoft Office (advanced Excel advantageous), CRMs, and comfort with digital tools and AI platforms.
- Sound knowledge of GDPR, data protection, and confidentiality requirements in healthcare.
- Full right to work in the UK and willingness to travel regularly between the three East London sites while working a hybrid pattern with regular on-site presence.
Desirable
- Experience in a multi-site private healthcare or physiotherapy environment.
- Previous coordination of marketing activities (social media, Google Ads) or events.
- Knowledge of HCPC registration and compliance requirements for allied health professionals.
- Enhanced DBS check (or willingness to undergo one).
- Interest in fitness, sports, or wellness (you will be actively encouraged to use the on-site gym facilities).
- Full clean UK driving licence and access to your own transport.
What We Offer
- Competitive salary (dependent on experience)
- Hybrid working with a clear and structured on-site requirement
- Full access to fitness facilities at our partner gyms in Shoreditch and Hoxton
- Regular team-building activities and social events in a supportive, friendly team culture
- The opportunity to play a meaningful role in the growth of an expanding multi-site physiotherapy business
- Professional development and training opportunities
How to Apply
Please send your CV together with a short covering letter explaining why you are interested in this role and highlighting your relevant experience and salary expectations to [email protected]
Applications will be reviewed on a rolling basis —applicants are encouraged to minimise the use of LLM's for this application. We want to here your voice and reasons for your application to work at Warrior.
Pay: From £28,000.00 per year
Benefits:
- Employee discount
- Employee mentoring programme
- Gym membership
- On-site gym
Application question(s):
- You must attach a non AI generated cover letter explaining what appeals to you about this role
Work authorisation:
- United Kingdom (required)
Work Location: Hybrid remote in London EC2A
