We are seeking an energetic, highly organised and detail-oriented Clinic Manager – Front of House to take a key role in the day-to-day running of our busy medical and aesthetic clinic.
This is a varied and trusted position combining clinic operations, team coordination, patient experience, administration and regulatory compliance. As a CQC-registered clinic, maintaining exceptional standards of patient safety, clinical governance, confidentiality and compliance is fundamental to everything we do, and the successful candidate will play an important role in supporting these standards across the clinic.
As one of the key faces of the clinic, you will help ensure that every patient receives a professional, welcoming and seamless experience from their first interaction with us through to their ongoing care.
You will oversee the smooth running of daily clinic operations, support the Directors and wider clinical team, maintain high standards throughout the clinic environment and ensure that administrative and operational processes are completed accurately, consistently and in accordance with clinic policies and CQC requirements.
This role would suit someone who takes genuine ownership of their working environment: a natural organiser who notices the details, anticipates what needs to happen next and enjoys being at the centre of a busy, ambitious and professional clinic.
Key Responsibilities
Clinic & Front of House Management
- Oversee the day-to-day front-of-house operation, ensuring the clinic runs efficiently, professionally and to an exceptional standard.
- Coordinate patient flow throughout the clinic, working closely with practitioners and the wider team to ensure appointments run as smoothly as possible.
- Manage patient communications, appointment bookings, enquiries and incoming telephone calls promptly and professionally.
- Ensure correspondence with patients is handled accurately, sensitively and in a timely manner.
- Maintain an organised, calm and welcoming front-of-house environment at all times.
- Proactively identify and resolve day-to-day operational issues, escalating concerns appropriately where required.
- Act as a key holder with responsibility for appropriate clinic opening and/or closing procedures.
Patient Experience & Standards of Care
- Deliver an exceptional patient experience while maintaining appropriate professional boundaries and the highest standards of discretion and confidentiality.
- Ensure patients are welcomed and supported in a professional, compassionate and respectful manner.
- Handle patient information, records and documentation with the highest level of accuracy and confidentiality, in accordance with clinic policies, data protection requirements and relevant CQC standards.
- Respond appropriately to patient queries and concerns, ensuring matters are escalated through the correct clinic processes where necessary.
- Support a culture in which patient safety, dignity, respect and quality of care remain at the forefront of every interaction and decision.
CQC, Governance & Compliance
- Support the clinic in maintaining its ongoing CQC registration requirements and standards.
- Complete and maintain daily CQC and operational compliance checklists accurately and consistently.
- Support the wider clinic audit, compliance, governance and risk-assessment schedules.
- Ensure required administrative records, checks and documentation are completed and appropriately maintained.
- Assist with monitoring clinic procedures and standards, identifying potential compliance issues and escalating these promptly to the appropriate person.
- Support the implementation and ongoing adherence to clinic policies, procedures and standard operating processes.
- Maintain an awareness of CQC requirements relevant to the role and contribute positively to a culture of continuous improvement, accountability and patient safety.
- Support the clinic in maintaining appropriate standards relating to infection prevention and control, health and safety, safeguarding, confidentiality and information governance within the scope of the role.
Clinic Environment
- Monitor the presentation and cleanliness of the clinic throughout the working day, ensuring our high standards are consistently maintained.
- Oversee completion of daily cleaning schedules and associated records.
- Coordinate the weekly cleaning team and ensure any issues are addressed promptly.
- Monitor stock, consumables and clinic supplies, maintaining appropriate inventory levels and arranging replenishment where required.
- Ensure front-of-house and patient-facing areas remain organised, appropriately stocked and presented to the highest standard.
Financial & Administrative Responsibilities
- Accurately process patient payments and financial transactions.
- Undertake appropriate cash handling and reconciliation procedures.
- Use clinic booking, billing and point-of-sale systems accurately and responsibly.
- Maintain accurate administrative and financial records relevant to the position.
- Support the Directors with administrative and operational tasks as required.
Team & Director Support
- Work closely with the Directors, clinical practitioners and wider clinic team to support the efficient day-to-day operation of the business.
- Provide reliable and proactive support to the Directors where required.
- Communicate effectively across the team to ensure important operational and patient information is appropriately shared.
- Contribute positively to team meetings, clinic initiatives, events and ongoing improvements.
- Be willing to support the wider team when required and understand that, within a busy clinic, flexibility and teamwork are essential.
- Help maintain the professional, supportive and positive culture that sits at the heart of our clinic.
About You
We are looking for someone who is professional, personable, proactive and exceptionally organised.
You will be comfortable taking responsibility and working independently while also enjoying being part of a close and established team. You should have excellent attention to detail and understand the importance of following processes accurately — particularly within a regulated healthcare environment.
You will also understand that exceptional front-of-house service within a medical clinic is about much more than customer service. It requires discretion, professionalism, sound judgement, confidentiality and an unwavering commitment to patient safety and standards of care.
Essential Skills & Experience
- Previous experience within a customer-facing, clinic, medical, healthcare or similarly professional environment.
- Excellent organisational and time-management skills with the ability to prioritise and multitask effectively within a busy clinic.
- Exceptional attention to detail and a strong sense of personal accountability.
- Excellent written and verbal communication skills.
- Confidence communicating professionally with patients, practitioners, colleagues, suppliers and other external contacts.
- Strong administrative and IT skills with the ability to learn and confidently use clinic systems.
- Experience processing payments and using billing, booking and/or point-of-sale systems.
- Ability to remain calm, organised and solution-focused when working under pressure.
- A proactive approach — someone who can identify what needs to be done and take appropriate action rather than always waiting to be directed.
- An understanding of the importance of patient confidentiality, accurate record keeping and professional boundaries.
- A genuine commitment to delivering exceptional patient care and service.
- A collaborative approach and willingness to support the wider team.
Desirable
- Previous experience working within a CQC-registered healthcare environment.
- Knowledge or understanding of CQC regulations, inspections and regulatory processes.
- Previous clinic management, practice management, front-of-house management or supervisory experience.
- Experience supporting audits, compliance processes, risk assessments or healthcare governance.
- Previous experience within medical aesthetics, private healthcare or another regulated clinical environment.
The Person We Are Looking For
Qualifications and experience are important, but attitude, professionalism and fit within our team are equally important to us.
We are looking for someone who takes pride in doing things properly. Someone warm and approachable but always professional; confident without being complacent; highly organised but able to adapt when a busy clinic day inevitably changes.
You will need to be comfortable taking ownership, asking questions, learning continuously and working to high standards. Most importantly, you will understand the responsibility that comes with working within a CQC-registered medical environment and share our belief that patient safety, exceptional care and professional integrity must always come first.
Pay: From £18.00 per hour
Benefits:
- Company events
- Employee discount
- Employee mentoring programme
- Free parking
- On-site parking
Work Location: In person
