HealthMax Clinic is looking for an organised, reliable and proactive Clinic Coordinator to support the daily running and growth of our private healthcare clinic in Leicester.
This is a varied, hands-on role covering reception, patient bookings, clinic administration, daily operations and basic digital marketing support. The successful candidate will work closely with the Clinic Manager and healthcare practitioners to maintain a professional, efficient and welcoming service.
MAIN RESPONSIBILITIES
PATIENT SERVICE AND BOOKINGS
- Welcome patients and manage the reception area professionally
- Respond promptly to telephone, email, website and social media enquiries
- Explain services, prices, deposits and booking policies clearly
- Manage appointments, practitioner diaries, cancellations and waiting lists
- Follow up genuine enquiries and outstanding deposits
- Process payments and issue receipts accurately
- Encourage appropriate rebooking and continuity of care
- Handle routine concerns professionally and escalate complaints when required
DAILY CLINIC OPERATIONS
- Open and close the clinic safely and punctually
- Complete opening, closing and end-of-day payment checks
- Ensure reception, treatment rooms and shared areas are clean and prepared
- Secure the premises, keys, confidential records and equipment
- Monitor clinic supplies and report stock requirements before items run out
- Report maintenance, hygiene, safety or security concerns promptly
- Follow clinic procedures for confidentiality, infection control, safeguarding and health and safety
- Take responsibility for the smooth running of the clinic during assigned shifts
ADMINISTRATION AND MANAGER SUPPORT
- Coordinate closely with the Clinic Manager regarding daily priorities
- Communicate effectively with patients, practitioners and other team members
- Provide timely updates on completed tasks, outstanding matters and incidents
- Send consultation forms and ensure required documentation is completed
- Maintain accurate and confidential patient records
- Support physiotherapy, insurance and referral administration when required
- Assist with staff rotas, reports, spreadsheets and general administration
- Complete assigned work accurately and within agreed deadlines
SOCIAL MEDIA AND BUSINESS SUPPORT
- Help prepare and publish approved social media posts on time
- Create simple clinic graphics and promotional content using Canva
- Record and edit short, professional videos and reels where required
- Upload approved content to Instagram, Facebook, TikTok and Google Business Profile
- Keep service, price and booking information accurate across clinic platforms
- Support seasonal campaigns, clinic offers and service promotions
- Identify quiet appointment periods and support approved booking campaigns
- Help respond to appropriate social media enquiries and comments
- Follow clinic branding, confidentiality and patient-consent requirements
- Support practical activities that improve bookings and patient retention
ESSENTIAL REQUIREMENTS
- Previous reception, administration or customer-service experience
- Excellent spoken and written English
- Confident telephone, face-to-face and digital communication skills
- Good computer skills and attention to detail
- Ability to manage bookings, payments and several priorities accurately
- Comfortable using social media and creating basic digital content
- Reliable, punctual and able to complete work without repeated reminders
- Professional approach to confidential patient information
- Willingness to open and close the clinic independently
- Legal right to work in the UK
DESIRABLE EXPERIENCE
- Previous employment in a healthcare, physiotherapy, dental or medical clinic
- Experience using Fresha or a similar booking system
- Experience with Canva, Instagram, Facebook, TikTok or Google Business Profile
- Basic short-form video recording and editing skills
- Experience processing payments and completing daily reconciliations
- Knowledge of UK GDPR and confidential record handling
ABOUT YOU
You will be organised, responsible and comfortable taking initiative. You must be able to prioritise work, communicate clearly and complete tasks on time.
You will understand that a private healthcare clinic requires high standards of professionalism, confidentiality, cleanliness and patient service.
WHAT WE OFFER
- A professional private healthcare working environment
- Training on clinic systems and procedures
- Opportunity to work with a multidisciplinary healthcare team
- Varied responsibilities and opportunities to develop
- Leicester city-centre location
- Potential for increased responsibilities as the clinic grows
HOW TO APPLY
Please apply through Indeed with your current CV and include:
- Your relevant reception or administration experience
- Any previous healthcare experience
- Your experience with social media, Canva or video content
- The days and hours you are available
- Your earliest possible starting date
Shortlisted applicants will be invited to attend a face-to-face interview at HealthMax Clinic in Leicester.
Pay: £12.71 per hour
Expected hours: 20.0 – 30.0 per week
Work Location: In person
