The Role
As Practice coordinator, you will oversee the day-to-day administration and operations of the practice, ensuring everything runs efficiently across the clinic.
You will support the directors by managing the many operational tasks that allow them to focus on delivering excellent patient care and developing the business.
This is a hands-on role with significant responsibility, requiring someone who enjoys variety, takes ownership and is always looking for ways to improve how a business operates.
Key Responsibilities
Practice Operations
● Manage the day-to-day administration of the practice.
● Ensure the smooth running of all clinic locations.
● Continually review and improve administrative systems and processes.
● Coordinate operational projects and implement improvements.
● Act as the first point of contact for day-to-day operational matters.
● Support the directors with a wide range of business and executive support tasks.
Reception Team Management
● Line manage the reception team.
● Coordinate holiday and sickness cover.
● Recruit, induct and support reception staff.
● Conduct regular one-to-one meetings and performance reviews.
● Ensure consistently high standards of customer service across all clinics.
Finance & Bookkeeping
● Complete day-to-day bookkeeping.
● Raise invoices and reconcile payments.
● Chase outstanding patient accounts.
● Monitor cash flow and highlight issues to the directors.
● Process supplier invoices and expenses.
● Prepare payroll information for our external payroll provider.
● Liaise with our accountants.
● Produce regular financial and operational reports.
Private Medical Insurance Administration
● Submit insurance claims.
● Monitor outstanding insurer payments.
● Resolve rejected or delayed claims.
● Liaise with insurers regarding payment queries.
● Maintain accurate records and reporting.
HR Administration
● Maintain confidential staff records.
● Coordinate recruitment administration and onboarding.
● Monitor mandatory training.
● Maintain DBS, right-to-work and employment documentation.
● Maintain holiday and sickness records.
● Support directors with HR administration.
Compliance
● Maintain Health & Safety documentation.
● Organise PAT testing and equipment servicing.
● Maintain risk assessments.
● Ensure policies and procedures remain current.
● Maintain contractor, supplier and compliance records.
● Ensure statutory inspections, certificates and insurances remain up to date.
● Coordinate audits and inspections where required.
Facilities & Supplies
● Order clinical and office supplies.
● Manage supplier relationships.
● Coordinate maintenance and repairs.
● Liaise with external contractors.
● Help ensure all clinic environments remain safe, professional and welcoming.
IT & Systems
● Liaise with software providers and external IT support.
● Coordinate equipment purchases and replacements.
● Support implementation of new systems.
● Identify opportunities to improve efficiency through technology.
Executive & Business Support
● Organise meetings and maintain action lists.
● Prepare documents and reports.
● Support business projects.
● Provide administrative and operational support to the directors as the needs of the business evolve.
● Undertake any other duties appropriate to the role.
About You
We’re looking for someone who:
● Is exceptionally organised.
● Enjoys taking ownership.
● Is proactive and can work independently.
● Is confident managing multiple priorities.
● Has excellent communication skills.
● Is approachable and supportive.
● Has excellent attention to detail.
● Enjoys improving systems and finding more efficient ways of working.
● Is comfortable working closely with a leadership team.
● Is trustworthy and able to handle confidential information.
● Enjoys being the person who keeps everything running smoothly.
Essential Experience
● Previous administration, office management or practice management experience.
● Experience supervising or managing staff.
● Bookkeeping experience.
● Excellent Microsoft Office skills.
● Strong organisational and planning skills.
● Excellent written and verbal communication.
● Ability to prioritise a varied workload.
Desirable Experience
● Experience working within healthcare.
● Experience managing private medical insurance claims.
● Knowledge of HR administration.
● Knowledge of Health & Safety compliance.
● Experience using practice management software.
● Experience implementing operational improvements.
What We Offer
● A varied and rewarding role.
● A supportive and friendly working environment.
● Opportunity to make a real impact on the business.
● A high degree of autonomy and responsibility.
● Close working relationship with the directors.
● Ongoing professional development.
● Competitive salary based on experience.
Our Ideal Candidate
We’re looking for someone who naturally spots things that need doing before they’re asked.
You’ll enjoy creating order, improving systems, supporting people and helping a growing healthcare business operate efficiently. You’ll be equally comfortable reconciling accounts in the morning, resolving an insurance query over lunch, supporting a receptionist in the afternoon and helping one of the directors organise an important project before you go home.
You’ll take pride in ensuring the practice operates professionally, efficiently and compliantly, allowing our clinicians to concentrate on delivering exceptional patient care.
If you enjoy variety, responsibility and making a genuine difference within a small, independent business, we’d love to hear from you.
Pay: £19.00-£21.00 per hour
Benefits:
- Casual dress
- Employee discount
- Flexitime
- Free parking
- On-site parking
- Private medical insurance
Work Location: Hybrid remote in Clifton (Bristol, South West Region)
