Job Title: Administration Manager Location: Leeds Number of vacancies: 1 Salary : £29000 - £32000 per annum Employment Type: Full-Time Job start date : 16 June 2025 End date : 15 July 2025 Job Summary: We are seeking a highly organized and proactive Administration Manager to oversee the day-to-day administrative and operational functions of our clinic. This role ensures smooth clinic operations, excellent patient service, and efficient coordination between clinical and non-clinical staff. The ideal candidate has a strong background in office administration within healthcare, aesthetic, or wellness industries. Key Responsibilities: Clinic Operations: Oversee daily operations of the front desk and administrative functions. Supervise reception, administrative, and support staff. Ensure smooth appointment scheduling, patient check-in/out, and billing processes. Manage supply procurement and inventory control (cosmetics, medical supplies, office materials). Coordinate maintenance of clinic equipment and facilities. Develop and maintain clinic SOPs and administrative policies. Team Leadership & HR Support: Train, mentor, and evaluate front-desk/admin team performance. Assist with hiring, onboarding, and scheduling of staff. Handle administrative staff rosters, leave requests, and timekeeping. Finance & Reporting: Monitor clinic expenses and support budgeting. Work with finance/accounts teams to manage petty cash, vendor payments, and invoices. Prepare regular administrative reports for management. Client Service & Experience: Maintain a high standard of customer service and patient satisfaction. Handle escalated client issues or complaints in a professional manner. Ensure front desk staff are trained in aesthetic procedures, products, and brand tone. Compliance & Documentation: Ensure clinic is compliant with relevant health and safety standards. Maintain up-to-date patient records, consent forms, licenses, and insurances. Ensure data protection and confidentiality practices are followed (e.g., HIPAA/GDPR compliance if applicable). Marketing & Support: Coordinate with marketing team for promotional events or campaigns. Support CRM usage and patient engagement initiatives (SMS/email reminders, follow-ups). Assist with website/social media updates related to scheduling or clinic hours. Qualifications & Requirements: Bachelor’s degree in business administration, healthcare management, or related field. Good experience in office/clinic management experience, preferably in aesthetics, wellness, or healthcare. Excellent organizational, leadership, and multitasking skills. Strong written and verbal communication. Proficient in clinic management software, Microsoft Office, and CRM tools. Knowledge of cosmetic/aesthetic procedures is a strong advantage.