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We are a leading laser cosmetic clinic in Leamington Spa, expanding into medical treatments and minor operations. Our team includes experienced specialists and doctors who provide a wide range of cosmetic and private area treatments. As a growing business, we are committed to offering high standards of patient care in a welcoming and professional environment.
Role Overview
We are seeking an experienced and highly organisedClinic Managerto oversee the daily operations of our clinic. This pivotal role involves running front-of-house, supporting both patients and staff, and ensuring the clinic’s administrative and financial procedures are efficient and compliant. You will play a key part in delivering excellent patient experiences and supporting the continued growth of the business.
Key Responsibilities
Front of House & Patient Engagement:
* Greet all patients and visitors with a friendly and professional manner, ensuring a positive first impression.
* Respond promptly and knowledgeably to all telephone, email, and in-person enquiries, providing accurate information about treatments, pricing, and clinic policies.
* Maintain a welcoming and well-presented reception and waiting area at all times.
Appointment & Diary Management:
* Efficiently manage clinic calendars, coordinating appointments for doctors, specialists, and therapists.
* Maximise appointment availability and manage cancellations or rescheduling to minimise downtime.
* Send appointment reminders, confirmations, and follow-up communications to clients.
* Guide patients through their treatment journey, ensuring they are informed, supported, and comfortable at every stage.
* Provide pre- and post-treatment instructions, address questions and concerns, and follow up as required to ensure patient satisfaction and safety.
Administrative Duties:
* Accurately maintain patient records and documentation, ensuring all information is up to date and securely stored in compliance with GDPR and clinic policies.
* Manage payment transactions, process invoices, and maintain an accurate register of daily takings.
* Ensure all patient paperwork, consent forms, and medical notes are completed and signed as required.
* Oversee daily financial operations including petty cash, banking, and reconciliation of accounts.
* Prepare and manage invoices, monitor expenses, track clinic income, and provide regular financial updates to management.
* Liaise with the company accountant and external partners as needed, assisting with payroll and end-of-month reporting.
Staff Management & Rotas:
* Organise and update staff schedules, ensuring adequate cover for all roles including doctors and specialists.
* Coordinate holidays, sickness, and shift swaps, proactively resolving any staffing issues.
* Oversee day-to-day staff activities, support ongoing training, and contribute to a positive team culture.
Stock Control & Clinic Supplies:
* Monitor inventory levels and order clinic supplies, equipment, and consumables as needed to ensure smooth operation.
* Perform regular stock checks and maintain accurate records of usage and wastage.
Compliance & Quality Standards:
* Support the clinic in adhering to CQC standards and other relevant healthcare regulations, ensuring the clinic operates safely and compliantly.
* Keep up to date with best practice and regulatory requirements, supporting audits and inspections as needed.
Sales & Business Development:
* Proactively contact warm and cold leads, converting enquiries into booked appointments and upselling clinic services.
* Contribute ideas for improving patient engagement, retention, and new business opportunities.
Marketing, IT & Social Media:
* Utilise clinic systems for booking, record-keeping, and reporting, ensuring efficient and effective use of IT.
* Assist with managing the clinic’s online presence, including updating social media platforms, responding to online enquiries, and ensuring the clinic’s image is professional and inviting.
General Clinic Management:
* Maintain a clean, safe, and efficient environment for patients and staff.
* Liaise with service providers, contractors, and partners as needed for the upkeep of the clinic.
* Support the directors and clinical team with any ad hoc projects, events, or initiatives as required.
About You
* Previous experience in a similar managerial or administrative role within a clinic, dental practice, private healthcare, or similar environment.
* Proven experience in bookkeeping and basic financial management.
* Strong organisational skills and attention to detail.
* Able to take charge, prioritise workload, and work independently.
* Excellent communication and interpersonal skills.
* Confident IT user, comfortable with scheduling systems, basic bookkeeping software, and social media.
* Reliable, professional, and able to manage sensitive information with discretion.
* Experience with CQC processes is an advantage, but not essential.
What We Offer
* Competitive hourly rate of £15 per hour
* Performance-related bonus
* Staff discounts on treatments
* Supportive team and opportunities for development
Job Types: Full-time, Permanent
Pay: From £15.00 per hour
Expected hours: 40 per week
Additional pay:
* Performance bonus
* Company pension
Seniority level
* Seniority level
Mid-Senior level
Employment type
* Employment type
Full-time
Job function
* Job function
Health Care Provider
* Industries
Medical Practices
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