Clinic Administrator/Receptionist

• Based in Harrogate
• £30,000pa (pro-rata)  
• 4 days per week
• 28 days holidays plus bank holidays
• 3 free treatments per annum
• Discounts on treatments and products

Based in the centre of Harrogate, our client is at the forefront of medical aesthetics, driven by a passion for excellence and client satisfaction. Its highly experienced team is led by qualified Directors who have worked full-time in medical aesthetics for many years. Included in the leadership team is a globally recognised practitioner and rated among the top 5 injectors in the UK. The clinic offers a variety of treatments and products to ensure a complete and comprehensive service is available. Together, they share the knowledge and the passion to create the very best results for each and every one of their clients.

The Role

We are seeking a passionate and dedicated Clinic Administrator to join their team. As often the first point of contact the ideal candidate will be efficient, organised, and capable of multitasking. You will be an excellent communicator with a passion for delivering exceptional levels of client service, and able to listen and respond appropriately to a diverse range of clients with a diverse range of requirements.  We are seeking someone who enjoys being part of a team and have a positive, “Yes I can” attitude. You will be compassionate and discrete with superb time management and record-keeping skills.

Responsibilities and Duties

• Handle phone calls, emails, meet and greet, book appointments, and take payments. Ensure forms are completed as needed.
• Oversee the day-to-day running of the clinic and support all staff to conduct their responsibilities effectively.
• Manage all clinician schedules and room use rotas.
• Produce utilisation reports for services and clinician use.
• As the first point of contact you will handle all enquiries sensitively and professionally Follow up on leads and enquiries. Cross-sell products and services to existing patients. Promote any special offers or campaigns (e.g., refer a friend).
• Manage patient records, ensuring records are complete and set up correctly
• Produce patient reports as required. Liaise with clinicians over any changes required to clinical processes.
• Take responsibility for all aspects of customer care, ensuring that all staff are aware of any customer care processes or protocols.
• Manage complaints and incidents.
• Ensure that the clinic is clean and tidy at all times. Manage any issues and make sure the appropriate cleaning materials are available and that things are done safely.
• Proactively ensure staff and clinicians understand what is required of their role in respect of policies and governance.
• Manage staff diaries, and document staff holidays, sickness, etc.
• Support any marketing activity and campaigns as necessary. Always record where new and existing clients heard of promotions.
• Order supplies as required according to the ordering process and within agreed budgets.
• Take responsibility for stock taking and stock reporting.
• Financial reporting from CRM systems and payment portals.
• Manage supplier arrangements as required and liaise with company representatives.

Qualifications and Skills

• Passionate and dedicated about healthcare excellence.
• Excellent communication skills.
• Efficient, organised, and capable of multitasking.
• Compassionate and discrete.
• Superb time management and record-keeping skills.
• Positive, “Yes I can” attitude.