"This isn't your average admin role. We're looking for a driven, organised, people-loving all-rounder who thrives on chaos, loves a checklist, and wants to be a genuine key player in a growing healthcare business."
ABOUT SO PODIATRY
SO Podiatry is a dynamic, fast-growing healthcare clinic in the heart of Worcester City Centre. We offer expert podiatry, sports therapy and reformer Pilates — helping our patients move better, feel better and live better every single day.
We're ambitious, purpose-driven and proud of our warm, results-focused culture. We're now expanding our corporate wellness offering and growing our events programme — and we need a superstar to help us do it. If you thrive in a fast-paced environment where your work genuinely matters, you'll love it here.
JOB OVERVIEW
Job Title
Super Operations Assistant
Reports To
Owner / Director
Location
SO Podiatry, Worcester City Centre
Contract Type
Full Time, Permanent
Hours
5 days per week including 2 late evenings and Saturday mornings
Salary
£22,000 – £26,000 per annum (dependent on experience)
Notice Period
1 month (following successful 6-month probationary period)
PURPOSE OF THE ROLE
The Super Admin Assistant is the operational backbone of SO Podiatry. You will be the first point of contact for clients, the keeper of systems and processes, and the driving force behind our business development activity — from managing clinic bookings and social media to growing our corporate wellness programme and delivering standout marketing events.
This is a role for someone who doesn't just manage tasks — they own them. You will work directly with the owner, bringing organisation, energy and commercial thinking to everything you do. No two days will be the same, and that is exactly how you like it.
KEY RESPONSIBILITIES
Clinic & Diary Management
✓ Manage and optimise appointment diaries for all clinicians across Cliniko
✓ Handle all client bookings, rescheduling and cancellations efficiently
✓ Process client payments accurately and confidently, including card transactions, invoicing and reconciliation
✓ Manage client communications via phone, email and in-person with warmth and professionalism
✓ Ensure the clinic runs to schedule, resolving issues proactively before they escalate
✓ Maintain accurate and up-to-date client records in line with GDPR and data protection legislation
Sales, Leads & Client Growth
✓ Follow up on all new enquiries promptly and convert them into bookings
✓ Manage and develop the client journey from initial contact to long-term retention
✓ Identify upsell and cross-sell opportunities across podiatry, sports therapy and Pilates
✓ Track and report on conversion rates, enquiry sources and sales performance
✓ Support the development and growth of corporate wellness day packages from the ground up
✓ Proactively build relationships with local businesses, HR teams and office managers to promote wellness services
Marketing, Events & Social Media
✓ Plan, create and schedule engaging content across social media platforms using Canva and Meta
✓ Manage and optimise Meta Ads campaigns to drive clinic awareness and bookings
✓ Maintain and update the SO Podiatry website regularly via WordPress
✓ Design and send email marketing campaigns using Klaviyo to nurture and retain clients
✓ Help plan, promote and deliver marketing events and wellness days from concept to execution
✓ Contribute creative ideas to grow the brand and reach new audiences
Systems, Admin & Reporting
✓ Become proficient across all clinic systems: Cliniko, Klaviyo, Arketa, Canva, Meta Ads, WordPress and Claude AI
✓ Build, maintain and manage spreadsheets and trackers for KPIs, financials, bookings and performance
✓ Create and maintain SOPs, checklists and process documents to support clinic operations
✓ Track KPIs and present regular performance reports to the owner
✓ Manage general office administration including correspondence, filing and supplier communications
✓ Support the onboarding and induction of new team members
Corporate Wellness Programme
✓ Take ownership of building SO Podiatry's corporate wellness offering from the ground up
✓ Research, design and develop wellness day packages tailored to local businesses
✓ Identify and approach potential corporate clients across Worcester and surrounding areas
✓ Coordinate logistics, bookings and delivery of corporate wellness events
✓ Track revenue, feedback and growth of the corporate programme
✓ Develop marketing materials and proposals to support corporate sales
PERSON SPECIFICATION
Essential — Skills & Experience
✓ Proven sales background with a track record of hitting and exceeding targets
✓ Confident handling money, processing payments and managing financial records
✓ Strong experience with spreadsheets (Excel or Google Sheets) — you love data
✓ Experience with WordPress — able to update pages, blogs and content independently
✓ Proficient in or willing to rapidly learn: Cliniko, Klaviyo, Arketa, Canva, Meta Ads, Claude AI
✓ Experienced in social media content creation, scheduling and community management
✓ Excellent written and verbal communication skills
✓ Highly organised with the ability to manage multiple priorities simultaneously
✓ Strong problem-solving skills — you find solutions, not problems
✓ Demonstrated ability to work to KPIs and deadlines in a target-driven environment
Essential — Character & Attitude
✓ Impeccably punctual — you are never late and take personal pride in reliability
✓ You don't leave until the job is done — a finisher, not just a starter
✓ Calm, composed and solution-focused under pressure
✓ A fast, self-motivated learner who picks up new systems and skills quickly
✓ Highly responsible and trustworthy — clients, data and finances are in your hands
✓ Obsessive attention to detail — nothing gets past you
✓ A naturally happy, warm personality that lights up the room
✓ Loves checklists, ticking things off and a sense of completion
✓ A true team player who fits seamlessly into a small, close-knit team
✓ Adaptable and comfortable with change — you thrive when things evolve
Desirable
✓ Previous experience in a healthcare, wellness or clinical environment
✓ Experience running or supporting marketing events
✓ Background in corporate sales or B2B business development
✓ Familiarity with AI tools in a professional setting
SYSTEMS & TECHNOLOGY
The successful candidate will be expected to become fully proficient in the following systems. Full training will be provided where needed — but a confident, tech-savvy approach and willingness to learn quickly is essential.
Cliniko
Clinic management, appointment booking and patient records
Klaviyo
Email marketing, automations and client communications
Arketa
Pilates class scheduling, bookings and client management
Canva
Graphic design for social media, marketing materials and events
Meta Ads
Paid social media advertising across Facebook and Instagram
WordPress
Website content management and updates
Claude AI
AI-assisted content creation, research and productivity
GDPR, DATA PROTECTION & HEALTHCARE COMPLIANCE
As a healthcare business, SO Podiatry handles sensitive personal data including patient health records, financial information and clinical notes. This role carries a significant responsibility for maintaining the highest standards of data protection and confidentiality at all times.
Handle all patient and client data in strict accordance with UK GDPR and the Data Protection Act 2018
Maintain absolute confidentiality regarding patient health information, clinical records and personal data
Ensure all data is stored, processed and shared only in accordance with SO Podiatry's data protection policies
Never share, discuss or disclose patient information outside of appropriate clinical and administrative channels
Follow correct procedures for data entry, record updates and deletion in line with retention policies
Report any suspected data breaches immediately to the owner in line with ICO guidance
Complete and maintain up-to-date GDPR and data protection training as required
Handle financial transactions, card data and payment records securely and accurately at all times
Adhere to all healthcare sector compliance requirements relevant to a podiatry and wellness environment
Maintain confidentiality agreements at all times, including after the conclusion of employment
Important: All candidates must be willing to complete GDPR training and sign a confidentiality agreement prior to or on their start date. Ongoing compliance with data protection legislation is a condition of employment.
WHAT WE OFFER
✓ Competitive salary of £24,000–£26,000 depending on experience
✓ A genuinely supportive, happy and close-knit team
✓ A varied, meaningful role where no two days are the same
✓ Direct access to the owner — your ideas genuinely get heard
✓ Real opportunities to grow with the business as it expands
✓ Full training across all systems and platforms
✓ The chance to build and own the corporate wellness programme from scratch
✓ A beautiful city centre location with great transport links
✓ Staff discounts on SO Podiatry treatments and services
✓ A role where your personality, energy and initiative are celebrated
Our Kind of Person
You light up a room when you walk in. Clients remember your name. You bring energy to the team, not just tasks. You're the person who spots something isn't right on the spreadsheet at 4pm on a Friday — and fixes it before you go home. You don't watch the clock, you watch the to-do list. You're calm when things get hectic, brilliant with people, and you take real pride in doing everything properly. You love a win, you love ticking things off, and you care deeply about doing things right. Sound like you? We want to hear from you.
Are you:
Checklist Obsessed
Natural Problem Solver
Infectious Personality
Spreadsheet Lover
Target Driven
Team Player
Chaos Organiser
Detail Perfectionist
Calm Under Pressure
TERMS & CONDITIONS OF EMPLOYMENT
Probationary Period
This role is subject to a 6-month probationary period. During this time, performance, reliability, punctuality and suitability for the role will be assessed. The probationary period may be extended at the discretion of the owner.
Notice Period
Following successful completion of the probationary period, the notice period is 1 month on either side. During the probationary period, 1 week's notice applies.
Hours of Work
This is a full-time role, 5 days per week. The schedule includes 2 late evenings per week and Saturday mornings (fixed). Exact working days will be agreed on appointment. Occasional flexibility may be required to support events and clinic needs.
Punctuality & Attendance
Punctuality is not optional at SO Podiatry — it is a core expectation. The successful candidate must demonstrate an outstanding attendance record and a genuine commitment to being on time, every time.
Confidentiality
All employees are required to sign a confidentiality agreement. Patient data, business information, financial records and commercial strategy must remain strictly confidential during and after employment.
Equal Opportunities
SO Podiatry is an equal opportunities employer. We are committed to creating an inclusive environment where every team member can thrive, regardless of background, identity or circumstance.
Right to Work
All candidates must provide proof of their right to work in the United Kingdom prior to commencing employment.
Pay: £24,000.00-£26,000.00 per year
Benefits:
Work Location: In person
