Job Title: patient co ordinator and clinic manager
Location: Melanie Collins Aesthetics and Wellness, Flitwick
Reports To: Clinic Director / Lead Practitioner
Salary: Competitive, dependent on experience
Job Type: Part-time 16-20 hours a week (Flexible options available including term time contract)
About Melanie Collins Aesthetics and Wellness
MCAW is a nurse-led, soon-to-be CQC-registered clinic in Flitwick, offering medical aesthetics, wellness, and beauty treatments. Our mission is to deliver safe, ethical, and clinically effective treatments that enhance confidence and wellbeing. As we grow, we are seeking a motivated and highly organised Clinic Manager to lead the smooth operation of the clinic, support compliance, and contribute to client experience and business development.
Role Overview
The Clinic Manager plays a pivotal role in overseeing the day-to-day running of MCAW ensuring a consistently high standard of client care, regulatory compliance, operational efficiency, and team coordination. You will lead on administration, scheduling, clinic operations, CQC processes, and marketing initiatives; as well as supporting the Director while also being a visible and accessible point of contact for clients and staff.
Key Responsibilities
Clinic Operations & Client Coordination
* Oversee daily clinic function, ensuring appointments and staff are coordinated efficiently
* Lead on up-keep and effective use of the Patient Management System
* Manage diaries and proactively fill appointment gaps for the upcoming week through client outreach and social media promotion
* Answer incoming calls, website enquiries, social media enquiries and follow up on client bookings
* Conduct 48-hour post-treatment follow-ups, including before and after photo collation
* Input new patient details into booking and ordering systems (e.g., MedFX)
* Manage ordering and stock control for consumables, skincare, and supplements
* Ensure clinic cleanliness, safety, and organisation at all times
* Provide expert product knowledge on skincare and collagen supplements to support client skin journeys
Regulatory & Clinical Compliance
* Lead on CQC application, preparation, and ongoing monitoring
* Work closely with partnering organisation to manage their delivery, whilst delivering against required information
* Work closely with the clinic's landlord to gather all necessary information/documentation and to maintain ongoing compliance
* Ensure all systems, records and policy documentation is kept up to date in line with requirements
* Complete and record regular compliance checks e.g. fridge temperature
* Ensure all audits are completed accurately and on time
* Maintain up-to-date staff mandatory training records
* Coordinate and maintain clinic documentation, including consent forms and treatment protocols
* Help with the gathering of important patient feedback and drive Clinic action in response
Team Support & Leadership
* Organise study days, training sessions, and manage clinical diary availability
* Organise, facilitate and minute regular team meetings
* Foster a team-focused culture and ensure smooth communication between practitioners
* Support new staff induction, coordinate training, and compliance with policies
Marketing & Engagement
* Work closely with social media partner to define a schedule of activity
* Support content creation, in partner with the practitioners to ensure the relevant material is available in line with agreed clinic strategy
* Ensure monthly newsletters are created and distributed to engage current and prospective clients
* Plan and help coordinate in-clinic promotional events bi-monthly
* Manage patient engagement in these events
* Support client retention through excellent service, communication, and follow-up
Person Specification
Essential:
* Previous experience in clinic, practice, or business management, ideally in aesthetics, healthcare, or wellness
* Ability to work successfully as part of a team
* A proactive self-starter, with the ability to confidently address areas that require improvement
* Highly organised with excellent communication skills and attention to detail
* Comfortable managing multiple tasks simultaneously
* Confident using digital tools, booking platforms, spreadsheets, and social media
* Ability prioritise and multi-task in a fast-paced environment
* Professional, discreet, and client-focused
Desirable:
* Experience with CQC frameworks or healthcare compliance
* Background or training in aesthetics, skincare, or wellness
* Social media or marketing experience
* Familiarity with MedFX, Mailchimp (or similar), and online booking systems
What We Offer
* Competitive salary
* A supportive, values-led work culture
* Opportunities for ongoing training and development
* Staff discounts on products and treatments
* Flexible working options
* Involvement in a growing, ambitious clinic
To Apply:
Please email your CV and a short cover letter explaining why you would be a great fit for Melanie Collins Aesthetics and Wellness to -
Job Type: Part-time
Pay: £12.43-£15.50 per hour
Expected hours: No more than 20 per week
Experience:
* Relevant experience in a healthcare or beauty setting : 2 years (required)
Work Location: In person