Job Description

We are looking for a proactive and highly organised Operations & Administrative Assistant to help ensure the smooth and efficient running of our medical aesthetics clinics in Basingstoke and Reading, while also providing support to Fotona, our medical laser distribution business. The role will be primarily based in Silchester, working closely with our Operations Director. This is a varied and dynamic position involving administration, logistics, marketing, and compliance, all aimed at delivering an exceptional experience for both our patients and team members.

The ideal candidate will be adaptable, detail-oriented, and comfortable working across multiple areas of the business, from patient communication and reception duties to stock management and marketing support.

Key Responsibilities

Clinic & Stock Management

Transport stock and supplies between the Candover and Silchester clinics. Monitor and check stock levels at both locations, ensuring accurate records are maintained. Place and track orders for spare parts and consumables. Liaise with the servicing department and ordering teams in Slovenia regarding parts, repairs, and delivery updates. (all English speaking) Arrange and coordinate service engineer visits for clinics across the UK. Monitor service reports and expiry dates via shared drives and reach out to customers to encourage timely renewals.

Patient & Administrative Support

Assist the admin team with emails, patient bookings, and general enquiries. Collect patient feedback, create surveys, and compile reports to track satisfaction and identify improvement areas. Cover reception occasionally during the week and one evening per week, welcoming patients and managing check-ins. Support CQC compliance and clinic audits, including fire alarm checks, legionella testing, and cleaning records. Provide general administrative support to the Clinic Manager and wider team.

Marketing & Communications

Create and send weekly newsletters to update patients on new treatments, offers, and clinic news. Assist with social media management, including reviewing, scheduling, and adjusting posts. Capture and create TikTok and other social media content showcasing treatments and clinic updates. Support patient engagement initiatives such as surveys and referral promotions.

Finance & Reporting

Assist with accounting and financial administration, including preparing invoices, recording payments, and managing bills. Help reconcile records and maintain accurate documentation for reporting purposes.

Person Specification

Essential Skills & Attributes

Excellent organisational and multitasking skills. Strong communication and interpersonal abilities. Confident using Microsoft Office, Google Drive, and CRM/email platforms. Attention to detail and accuracy in all administrative and financial tasks. Willingness to travel between clinic locations as required. Professional, approachable, and patient-focused attitude.

Desirable

Experience in healthcare, aesthetics, or clinic administration. Understanding of CQC requirements or healthcare compliance. Creative flair for marketing emails and ideas.

Other Information

This is a varied and hands-on role ideal for someone who enjoys working in a dynamic environment and supporting different aspects of clinic operations. The role may evolve as the clinic grows, and flexibility is key.

Job Types: Full-time, Part-time

Pay: 13.00-15.00 per hour

Benefits:

Employee discount Free parking On-site parking
Work Location: In person