Job Description

Job Title:

Client Care Administrator & PA

Responsible to:

Director

Area:

Clinic in Tweedmill Business Park, Dunsdale Road, Selkirk

No of Job Holders:

1

Hours:

37.5 hours (negotiatable)

Last Update:

June 2025

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Are you looking for a meaningful role where you can combine exceptional customer service skills with your passion for health and wellness?

Do you thrive in a varied, fast-paced environment and enjoy supporting both clients and a leadership team?

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HomePhysio By Nicola Ltd is expanding and looking for a warm, enthusiastic, and highly organised Client Care Administrator & Personal Assistant to the Director to join our friendly and motivated team at our clinic in Tweedmill Business Park, Selkirk.

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You'll be the face of the clinic--delivering outstanding service at reception, managing key administrative functions, and directly supporting the Director with day-to-day operations and strategic tasks. If you're proactive, personable, and ready to make a real difference in a growing wellness business, we'd love to hear from you.

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Your Responsibilities Will Include:

Clinic & Reception Duties

Delivering exceptional customer service to all patients and visitors Managing front-of-house reception: welcoming patients, answering phones, responding to emails, managing appointments Supporting the daily operations of the clinic Handling daily accounts and financial record-keeping Tracking clinician availability and helping prepare patients for appointments Coordinating staff rotas for clinical and non-clinical teams Monitoring stock levels and managing supply orders Managing patient records and clinic IT systems Assisting with training new administrative staff Addressing customer queries and concerns with professionalism and care Ensuring compliance with health and safety regulations Opening and closing the clinic as scheduled
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Personal Assistant to the Director

Managing the Director's diary, emails, and correspondence Scheduling meetings and preparing relevant documents Supporting, planning and execution of projects and strategic initiatives Handling confidential information with discretion Taking meeting minutes and ensuring follow-up on action points Liaising with suppliers, contractors, and partners on behalf of the Director Assisting with HR admin, recruitment processes, and team communications Creating presentations, reports, and templates as needed
This list is not exhaustive.

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You'll Be a Great Fit If You:

Are passionate about providing exceptional service in a health and wellness environment Have strong admin, reception, and PA experience Are confident, highly organised, and detail-focused Can multitask and prioritise effectively in a busy environment Are tech-savvy, including confident use of booking software and administrative systems Communicate clearly, warmly, and confidentially Work well independently and collaboratively as part of a team Have a friendly, professional manner and a proactive mindset Handle sensitive information with professionalism and integrity
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Our Core Values:

At HomePhysio By Nicola Ltd, our work is guided by four core values:

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Care

- We prioritise every individual, showing genuine care and attention in everything we do

Compassion

- We approach our patients and one another with kindness, understanding, and respect

Holistic

- We look at the whole person, not just the condition, and support wellbeing at every level

Fun

- We believe work should be enjoyable, and we bring warmth and positivity to every interaction

Ready to Join Us?

If you're looking for a fulfilling and dynamic role where you can grow and make a real impact, we'd love to hear from you.

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To apply:

Email: Nicola.Cockburn@homephysionicola.co.uk with the subject line "Client Care Administrator & PA Application" and include:

Your CV A short statement explaining why you align with our core values and why you're a great fit for this role A short video introduction (1-2 minutes) telling us: Why you've applied for the role One interesting or fun fact about yourself
We're a friendly and personable team--this is your chance to show us who you are as well as what you can do. We can't wait to meet you!

Qualifications

Strong computer skills, including proficiency in Microsoft Office and Google Suite Administrative experience with a focus on customer service and front desk operations Excellent phone etiquette and communication skills Organisational skills with attention to detail Typing proficiency and data entry experience Familiarity with FreeAgent and clerical tasks Prior office and wellness experience is a plus
Job Type: Full-time

Pay: From 13.00 per hour

Expected hours: 37.5 per week

Additional pay:

Bonus scheme
Benefits:

Company pension On-site parking
Ability to commute/relocate:

Selkirk TD7 5DZ: reliably commute or plan to relocate before starting work (required)
Experience:

Administrative: 5 years (required)
Language:

English (required)
Licence/Certification:

UK drivers license (required)
Work Location: In person