Front of House Administrator – ProSport Physiotherapy, Huddersfield
Most admin roles in healthcare look the same.
Answer the phone. Book the appointment. Send the reminder. Repeat.
And if that's what you're looking for, this isn't it.
At ProSport, the person who owns the front of house owns a significant part of the patient experience — and a significant part of clinic growth. That means chasing leads before they go cold. Following up with patients who haven't rebooked. Keeping systems so accurate that nothing falls through the cracks.
It's a role for someone who finishes things. Who picks up the phone without being asked. Who finds it genuinely satisfying to see a process run exactly as it should.
If that's how you're wired — keep reading.
About ProSport Physiotherapy
We're one of the most respected sports injury clinics in Yorkshire. Four locations across Huddersfield, Saddleworth, Leeds and Denby Dale. Our founder Dave O'Sullivan has worked at three Rugby World Cups. We've built a clinical methodology now taught to therapists worldwide.
We're growing — seven locations by 2030 is the target.
We operate to high standards. Our clinical team is coached, developed, and held to a level most clinics don't reach. We need the front of house to match that.
The Role
This is a full-time Front of House Administrator based at our Huddersfield clinic.
You are the first voice a new patient hears. The person who turns an enquiry into a booked appointment. The one who makes sure nothing is missed, no lead goes cold, and no patient feels like an afterthought.
You'll work closely with the clinical team to keep the diary full, the systems accurate, and the patient experience exceptional from first contact to final discharge.
What You'll Actually Be Doing
Owning inbound enquiries end to end. Calls, emails, messages — you respond quickly, confidently, and with the goal of converting interest into booked appointments. You're not just taking messages. You're having conversations that lead somewhere.
Proactively following up on leads. If someone enquired but didn't book, you call them. Not because someone told you to — because you understand that a warm lead going cold is a patient who didn't get the help they needed.
Managing the clinic diary with precision. Clinician schedules, appointment slots, patient flow — you keep it tight, accurate, and optimised. Double bookings and wasted slots don't happen on your watch.
Maintaining immaculate records. Patient data, notes, system updates — accurate, current, and done properly. Not nearly right. Right.
Following up with discharged patients. People forget to rebook. Life gets in the way. Your follow-up is the difference between a patient who recovers fully and one who falls off.
Being the face of the clinic in person. Patients are greeted by name if possible, made to feel at ease, and treated like the reason the clinic exists — because they are.
Handling objections and communicating value. Some people will push back on cost or question whether they need treatment. You know our services, believe in them, and can speak to their value clearly and confidently — without being pushy.
Who You Are
You're a finisher. You don't leave tasks half done. You don't need chasing. When you say you'll follow up, you follow up.
Process is your comfort zone. You actually like systems. If a process is working well, you follow it. If a process doesn't exist, you create one. If one isn't working, you say so.
The phone doesn't intimidate you. You'd rather call than email. You're comfortable on outbound calls, warm leads, and follow-ups. You understand that a conversation beats a message every time.
Your documentation is spotless. Accuracy matters to you personally. Errors aren't acceptable — not because someone said so, but because you take pride in doing it properly.
You're switched on under pressure. Busy clinic, multiple things happening at once, clinician running late, phone ringing — you stay composed, prioritise, and keep everything moving.
You give a genuine warm welcome. Patients notice whether the person at the front desk is actually glad to see them. Yours are.
This Role is Right for You If:
✓ You take pride in finishing what you start — no loose ends, no half-done tasks
✓ Following up (calls, emails, rebookings) feels natural, not uncomfortable
✓ You're precise with data, records, and systems — inaccuracy genuinely bothers you
✓ You're confident and warm on the phone, including with people who need a little convincing
✓ You thrive in a structured environment where standards are high and expectations are clear
✓ You want to be part of a high-performing team, not just occupy a desk
✓ You're genuinely interested in healthcare and the difference this clinic makes for patients
This Role is Not Right For You If:
✗ You need reminding to follow things up
✗ Outbound phone calls feel uncomfortable or something to avoid
✗ You're happy with "close enough" when it comes to accuracy
✗ You prefer to wait to be told what to do rather than see what needs doing
✗ High standards feel like pressure rather than motivation
✗ You're looking for something quiet and low-accountability
What Success Looks Like
30 Days: You know the systems, the team, and the patient journey. Calls are handled confidently. No lead or follow-up is slipping through the cracks.
60 Days: The diary runs smoothly. Your documentation needs no corrections. Patients consistently leave having had a five-star experience.
90 Days: You're proactively spotting and fixing gaps in process. The clinical team trusts you completely. Enquiry-to-booking conversion is measurably improving.
The measure of success: patients feel looked after from the first phone call. The clinic runs like it should. And you're the reason.
What You Get
- Competitive salary from £24,784.50, based on experience
- Company pension
- Full structured onboarding and training — you'll know exactly what good looks like before you're expected to deliver it
- A high-performing, close-knit team that holds itself to the same standards it holds you to
- A role where your contribution is visible and valued — this isn't a background job
How to Apply
Step 1: Apply for the job here, and send your CV, cover letter, and any supporting information through direct message.
Step 2: We'll review within 7 working days and be in touch if we think there's a fit.
What we're looking for in your application:
- Clear evidence that follow-through and accuracy come naturally to you
- Honest examples of how you've worked in process-driven environments
- A sense that you understand what you're actually applying for — and why it suits you specifically
Job Type: Full-time
Pay: £24,784.50-£26,000.00 per year
Benefits:
Education:
- A-Level or equivalent (preferred)
Experience:
- Customer service: 1 year (preferred)
- Administrative experience: 1 year (preferred)
Language:
Licence/Certification:
- Driving Licence (preferred)
Work Location: In person
