The Wellness Sanctuary is looking for a highly organised and personable Practice Manager to oversee the day-to-day running of our clinic. You'll be the backbone of the practice, the first point of contact for our clients, the go-to support for our therapists, and the person who keeps everything running smoothly behind the scenes.
This is a part-time, flexible role of around 12 hours per week, worked across 3 days, making it ideal for someone looking to fit rewarding work around other commitments.
KEY RESPONSIBILITIES
Client Communication & Front of House
- Manage all incoming client enquiries via telephone, email and social media (Facebook Messenger, WhatsApp)
- Schedule and manage client appointments using our booking system
- Greet clients warmly and professionally, ensuring they feel welcomed and at ease
- Handle client queries, concerns and feedback promptly and professionally
- Process payments and maintain accurate client records
Administrative & Operational Support
- Oversee calendar management for all therapists, optimising appointment schedules
- Maintain accurate client records and ensure compliance with data protection requirements
- Monitor and order clinic supplies and equipment as needed
- Ensure treatment rooms are properly maintained and prepared
- Manage clinic opening and closing procedures
Therapist Support
- Provide day-to-day administrative support to therapists
- Help resolve scheduling conflicts and operational issues
- Coordinate communication between therapists and clients when required
- Support therapists with technical or administrative challenges
Marketing & Social Media
- Respond to enquiries and messages across social media platforms
- Help maintain the clinic's online presence and reputation
- Coordinate booking confirmations and appointment reminders
WHAT WE'RE LOOKING FOR
Essential:
- Previous experience in a reception, administrative or customer service role (healthcare or wellness setting preferred but not essential)
- Excellent written and verbal communication skills
- Confident using booking/scheduling systems and standard office software
- Strong organisational skills with the ability to manage multiple priorities
- A professional, warm and empathetic manner with clients
- Comfortable using social media platforms for business purposes
- Able to work independently and use initiative
- Flexibility with working hours to meet clinic needs
Desirable:
- Experience in a complementary therapy, spa or wellness environment
- Knowledge of different therapy modalities
- Experience with healthcare record-keeping systems
- A basic understanding of GDPR and confidentiality requirements in healthcare settings
PERSONAL ATTRIBUTES
- A calm, reassuring demeanour, particularly when dealing with client concerns
- Discreet, with the ability to maintain client confidentiality at all times
- A proactive approach to problem-solving
- A team player who enjoys supporting others
- Detail-oriented, with high standards for accuracy
- Professional presentation and manner
Pay: £15.00 per hour
Work Location: In person
