Job Summary
We are looking for a highly organised, reliable and proactive Clinic Manager / Personal Assistant to join our busy aesthetic clinic.
This is a varied, hands-on role combining clinic management, client coordination, administration and personal assistant responsibilities. The successful candidate will work closely with the Clinic Director and will play an important role in ensuring the clinic runs professionally, efficiently and smoothly on a day-to-day basis.
We are looking for someone who takes initiative, is confident dealing with clients and other professionals, and is comfortable taking responsibility for the organisation of the clinic.
Key Responsibilities
- Manage the clinic diary, appointments, consultations, cancellations and rescheduling.
- Communicate professionally with clients by telephone, email and messaging, including appointment confirmations, reminders and follow-ups.
- Welcome clients and ensure they receive a professional and friendly experience from arrival through to departure.
- Support the Clinic Director during busy clinic days and assist with the smooth running of aesthetic and injectable treatment appointments.
- Prepare treatment rooms and ensure appropriate paperwork, consent forms and client documentation are organised before appointments.
- Assist with general non-clinical tasks surrounding injectable treatments while working within appropriate training, competence and clinic protocols.
- Maintain accurate and confidential client records and administrative documentation.
- Monitor clinic stock levels, treatment consumables, retail products and general supplies.
- Liaise with suppliers and retailers, place or coordinate orders and ensure essential products and supplies are available when required.
- Maintain a clean, organised and professional clinic environment and ensure treatment rooms and shared areas are kept presentable.
- Help implement and maintain clinic procedures, policies and day-to-day operational standards.
- Monitor the general running of the premises and identify any issues requiring attention.
- Communicate with practitioners and treatment-room renters regarding clinic matters, payments, access, documentation and general requirements.
- Maintain organised records relating to room renters, agreements and clinic documentation.
- Liaise with solicitors, accountants, contractors, suppliers and other external professionals when required.
- Assist with contracts, correspondence, letters, invoices, filing and other business paperwork.
- Follow up outstanding administrative matters and ensure important deadlines and actions are not missed.
- Assist the Clinic Director with general personal assistant duties, diary management and business-related administration.
- Help manage telephone calls, emails and other incoming enquiries.
- Maintain strict confidentiality regarding clients, treatments, business information and documentation.
- Take initiative in identifying tasks that need completing and help ensure the clinic operates efficiently without requiring constant supervision.
Skills & Experience
- Previous experience in administration, reception, personal assistance, clinic management or a similar role is desirable.
- Excellent organisational and time-management skills.
- Confident and professional communication skills.
- Excellent customer service and telephone manner.
- Strong attention to detail and ability to manage several responsibilities at the same time.
- Comfortable using computers, email, Microsoft Office and online booking/administration systems.
- Able to handle confidential and sensitive information professionally.
- Reliable, punctual and able to work independently.
- Confident communicating with clients, practitioners, suppliers and other professionals.
- Able to take initiative and solve day-to-day problems.
- Experience within an aesthetic, beauty, healthcare or clinical environment would be an advantage but is not essential.
The Person We Are Looking For
We are looking for someone who is trustworthy, organised, proactive and genuinely interested in becoming an important part of the clinic.
This position would suit someone who enjoys responsibility rather than simply waiting to be given tasks. You should be comfortable managing different aspects of the clinic, supporting the Clinic Director and helping maintain high professional standards.
For the right person, there will be opportunities to develop within the business, take on additional responsibilities and receive further training as the clinic grows.
Pay: £13.00-£14.00 per hour
Benefits:
- Employee discount
- Employee mentoring programme
- Free parking
- On-site parking
Education:
- A-Level or equivalent (preferred)
Work Location: In person
