Job Description

Better You Medical Aesthetics + Skin Clinic is a nurse-led medical aesthetics clinic focused on evidence-based skin health, regenerative treatments, and patient-centred care. We pride ourselves on professionalism, safety, and delivering exceptional outcomes in a calm, supportive environment.

Job Summary

The Clinic Coordinator plays a vital role in ensuring the smooth operation of our medical aesthetics clinic. This position requires a highly organised individual who can manage various administrative and financial tasks while providing exceptional support to both staff and patients. The ideal candidate will possess strong clerical skills, proficiency in data entry, and familiarity with office software such as Google Suite, Microsoft 365, and Pabau (preferred). The Clinic Coordinator will be the first point of contact for patients, therefore excellent communication skills are necessary. We are looking for a self-motivated individual who can work with the business owner to identify areas for improvement and drive positive changes to grow and develop the business. No day is the same and they will use their demonstrable experience to lead the team in delivering excellent customer service. The ideal candidate must have exceptional organisational skills, with an ability to prioritise an evolving workload.

Duties

Front of house, booking patients in, consent forms, providing information about treatments, taking payments, and ensurig a smooth patient journey. Oversee daily clinic operations to ensure efficiency and effectiveness. Manage appointment scheduling and patient flow to optimise service delivery. Perform data entry tasks accurately and promptly, maintaining up-to-date patient records. Handle administrative duties including filing, correspondence, and inventory management. Assist in financial management tasks including invoicing and tracking payments/GoCardless accounts. Provide excellent customer service through effective communication with patients via phone, email and in person. Marketing events and coordination. Market analysis. Collaborate with healthcare professionals to facilitate smooth clinic operations. Ensure compliance with health regulations and maintain a clean and organised environment. Social media engagement Engaging and coordinating with industry reps Scheduling and managing device maintenance checks Ensuring compliance is up to date Replenishing office sundries Liaise with Clinicians and other team members to ensure every patient has a smooth journey Managing and coordinating multiple complex diaries Managing the Sharps collection (medical waste) Monitoring and recording stock levels within the clinic and re-ordering products when necessary Cross-selling patients to subscription packages & skincare where appropriate Monitoring and managing client database in line with the SOP Responsible for GDPR compliance within the clinic, with the necessary internal audits to ensure standards are being upheld Maintaining a safe and healthy work environment for staff and clients General assistance to the Director Keeping abreast of industry developments and attending training events organized by the clinic Ensuring the clinic is clinically clean throughout the day, keeping up to date with the cleaning schedule Applicants must be able to demonstrate strong organisational skills, attention to detail, and the ability to follow tasks through to completion

Secondary Expectations

- Taking part in the creation of digital content posts and videos monthly for our social media platforms and in clinic sign display

- Applying numbing cream when required

- Helping patients make skincare choices and so, will need to know about the different brands we have for sale

- Handling patient feedback

- Handling cash and placing in safe

- Opening and closing clinic daily

- Ensuring best use of diary time

- Providing refreshments to patients

Qualifications

3+ years experience in an administrative or clerical role, preferably within a healthcare setting. Thorough knowledge of CQC processes and procedures Experience using CRM systems and reporting mechanisms Excellent interpersonal and communication abilities Strong organisational skills with the ability to manage multiple tasks simultaneously. Proficiency in Google Suite applications (Docs, Sheets, etc.), Microsoft 365, and familiarity with Xero is advantageous. Excellent data entry skills with attention to detail to ensure accuracy in patient records. A proactive attitude towards problem-solving and the ability to work independently as well as part of a team. A commitment to maintaining confidentiality and adhering to data protection regulations. We invite qualified candidates who are passionate about contributing to our clinic's success to apply for this rewarding position as a Clinic Coordinator.
Job Types: Full-time, Permanent

Pay: From 30,000.00 per year

Benefits:

Company events Company pension Employee discount Profit sharing
Work Location: In person