Job Overview
Job Advertisement: Reception & Clinic Administrator
- Location: Cardiff
- Hours: Part-time to Full-time (Flexible: Initial 6 hours per day, subject to review to increase based on business needs)
- Salary: Self Employed, £13.0 per hour (National Living Wage)
- Language Requirements: Must be fully bilingual in English and Arabic (written and spoken)
About Us
DOCTOR FACE is a premium, medical-led aesthetic clinic and academy. Led by Dr. Mohammad, a Specialty Doctor in Oral & Maxillofacial Surgery with over 34 years of clinical experience, we deliver elite non-surgical facial aesthetics, skin rejuvenation, and tissue regeneration treatments. We are seeking a highly organized, professional, and proactive individual to join our Cardiff clinic as our Reception & Clinic Administrator.
The Role
This is a high-impact, dual role designed for a premium clinical environment. As our Reception & Clinic Administrator, you will be the face of DOCTOR FACE Cardiff. You will combine elite front-of-house customer service and multi-channel booking management with essential clinical compliance and digital platform coordination.
1. Key Deliverables & Responsibilities
A. Clinical Compliance, Safety, and Housekeeping (Essential Daily Duties)
- Medical Fridge Integrity: Check and record the minimum, maximum, and current temperatures of the medical fridge twice daily—once first thing in the morning upon arrival, and once again before leaving at the end of the clinic. Report any deviations outside the standard +2°C to +8°C range to the Clinical Director immediately.
- Legionella & Water Safety: Run all clinical taps and eye-wash stations for 2 minutes every morning to ensure water safety and log the check in the compliance tracker.
- Waste & Infection Control: Ensure strict segregation of clinical, sharps, and domestic waste. Monitor waste bins and coordinate safe disposal processes according to healthcare regulations.
- Clinic Presentation: Maintain the clinic's pristine, hygienic, and premium presentation throughout the day to mirror our elite brand standards.
B. Front of House & Patient Coordination
- Premium Patient Greeting: Greet patients warmly, manage patient flow seamlessly, and provide an elite level of hospitality.
- System Synergy Management: Oversee our synchronized booking system. You must understand how our Google Business Profile, website booking links, and online portals all feed directly into our central system.
- Diary Optimization: Ensure all external patient bookings sync seamlessly into ANS (Aesthetic Nurse Software) so that the Clinical Director, doctors, and treatment providers can see a perfectly updated, real-time clinical schedule.
- Data Integrity & GDPR: Maintain absolute patient confidentiality, ensuring patient consent forms and clinical records are filed accurately within ANS.
C. Multilingual Social Media & Booking Pipeline Management
- Bilingual Lead Conversion: Monitor and respond promptly to direct messages, comments, and booking inquiries across Meta Business Suite (Facebook, Instagram) and TikTok.
- The Arabic Pipeline (TikTok/Socials): Answer incoming patient messages and inquiries on TikTok in professional Arabic. Actively convert these conversations into bookings by gathering patient details and manually scheduling them into our ANS system in English so providers have clear clinical records.
- The English Pipeline (Meta/Web): Manage English-language inquiries across Instagram, Facebook, and our website, guiding them efficiently into the ANS diary.
- Content Localization: Assist in translating, adapting, and creating social media content for DOCTOR FACE, bridging our clinical expertise beautifully between Arabic and English audiences.
2. Candidate Requirements
- Experience: Minimum of 2 years of front-of-house, receptionist, or administrative experience, ideally within a private healthcare, medical aesthetics, dental, or high-end wellness environment.
- Languages: Fully fluent in both English and Arabic (written and spoken). This is essential for managing our diverse clientele and executing bilingual social media booking workflows.
- Technical Skills: Highly comfortable navigating digital platforms, specifically Meta Business Suite, TikTok, and clinic booking software (ANS experience is a major advantage, though training will be provided).
- Attributes: Meticulous attention to detail (essential for clinical logging), professional presentation, exceptional communication skills, and a proactive "ownership" mindset.
To Apply
If you are a proactive professional who thrives in a premium, fast-paced clinical environment and possesses the exact linguistic and technical skills required to bridge our digital operations, please submit your CV and a brief cover letter outlining your suitability for the role.
Pay: From £13.00 per hour
Application question(s):
- do you have minimum of 2 years experience in medical or aesthetics or dental field and you speak both English and Arabic fluent?
Experience:
- Medical, Aesthetics, Dental: 2 years (required)
Language:
Work Location: In person
