We are seeking a highly professional medical administrator with an interest in health, fitness, and well-being, and a natural empathy for people.
The ideal candidate will have experience in customer service and working towards KPIs/KPAs, which will constitute a significant part of the role.
You must be proficient in using a Mac, especially Excel, Google Sheets, and Docs, and eager to learn.
You will report directly to the Customer Service Team Leader and support other reception team members.
Example starting hours:
* Monday 08:00-18:00 (30mins break) 9.5 hrs
* Tuesday 09:45-19:45 (30mins break) 9.5 hrs
* Wednesday 06:20-14:20 (30mins break) 7.5 hrs
* Saturday 08:30-16:00 (30mins break) 7 hrs
* Alternate Sundays 8:30-13:00 (no break) 4.5 hrs alternate weeks (2.25 hrs)
Average weekly hours: approximately 35.75 hrs
Training and autonomy:
Support and onboarding training will be provided with the Senior Admin Team. You are expected to use your initiative and operate autonomously.
KPIs for this role include:
* Supporting the Practice Manager and working with the Administration and Reception Supervisor to reduce mistakes by 25% within 6 months.
* Ensuring procurement systems are efficient and cost-effective.
* Increasing in-house sales of stock through display optimization and sales training.
* Supporting KPI/KPA tracking for practitioner and admin teams.
* Managing class and appointment schedules using MindBodyOnline or similar systems.
* Liaising with insurance companies and managing aged debt.
* Invoicing, reconciliation, and supporting facilities management.
Reception duties include:
* Welcoming clients and remembering regular clients’ names.
* Handling queries via email, phone, and in person.
* Managing appointments and cancellations.
* Updating client accounts, processing payments, and debt collection.
* Diary management to optimize practitioner schedules.
* Providing administrative support and light cleaning.
Additional responsibilities:
* Collaborating with the admin team and supporting the Practice Manager.
* Maintaining the appearance of the clinic and supporting stakeholder management.
* Delivering excellent customer service and multitasking effectively.
* Supporting team training, stats recording, and performance reporting.
* Supporting finance, procurement, compliance, and marketing activities.
* Managing scheduling operations and emergency support as Duty Manager.
Qualifications and experience:
* Minimum 3 years of administrative experience.
* At least 2 years of customer service experience.
Work location: In person at Balham SW12 9RZ.
Pay: £13.00-£15.00 per hour plus performance bonus.
Benefits include casual dress and employee discounts.
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