Executive Assistant & Operations Coordinator - Immediate Start Available
Full-Time | Remote / Hybrid | £32,000–£37,000
About the Role
This is a hybrid
Executive Assistant and Operations Coordinator
role within a growing private healthcare clinic.
You will provide executive assistant support to the Clinic Director while coordinating day-to-day operations, managing the clinic diary, handling inbound Facebook and Google leads, supporting marketing activity, and tracking performance metrics.
As a small, eight-person business, this role offers real ownership, broad responsibility and progression towards Practice Manager level.
This isn't just admin.
It's being the calm, organised, commercially-aware right hand in a growing clinic.
About Us
Harpenden Sports & Spinal is an award-winning clinic, recognised at the Practice Growth International Awards for community care and clinical excellence.
We're the only clinic in the area offering cutting-edge, non-surgical treatments that help people with chronic conditions - such as slipped discs and tendon injuries - get back to doing what they love.We don't just treat symptoms. We change lives.
And as our clinic continues to grow, we're looking for someone who can help us scale efficiently and sustainably - ensuring every patient journey is seamless and no opportunity is missed.
Why You'll Love Working With Us
Flexible, hybrid working
This is primarily a work-from-home role, with flexibility over when you work. Our patients reach out 7 days a week (sometimes in the early hours when pain strikes), but as long as enquiries and patients are responded to in a timely way, you choose what works best for you.
You're genuinely part of the team
You'll work closely with Gillian and the wider clinical team, with regular catch-ups (flat whites encouraged ) to problem-solve, improve systems and keep evolving how we do things.
It's genuinely rewarding
We help people who are often in pain, frustrated and out of options. Being part of that journey - and seeing them get their lives back - feels really good. (Have a look at our patient stories if you want a warm fuzzy feeling.)
Bonus & development opportunities
Alongside holidays and pension, there are performance-based bonuses, mentoring and genuine progression opportunities as the clinic grows.
And yes… you can do it all from home.
What You'll Be Responsible For
This is a broad Executive Assistant & Operations role with commercial accountability.
You'll support the Clinic Director, coordinate operations, manage inbound leads, and ensure nothing - and no one - slips through the net.
Executive Support & Business Coordination
* Managing the Clinic Director's diary, meetings and key communications
* Coordinating team logistics, holidays and internal operations
* Maintaining visibility of KPIs, reporting and business performance
* Acting as a central point of coordination across the clinic
Clinic Operations & Systems
* Overseeing the clinic diary, patient flow and rebooking process
* Monitoring cancellations, programme sign-ups and retention
* Updating internal systems (Trello, CRM, reporting tools)
* Identifying improvements that increase efficiency and reduce leadership oversight
Lead & Patient Management
* Managing all inbound Facebook and Google enquiries
* Making consultation calls and booking appointments
* Following up undecided treatment plans and non-responders
* Running reactivation campaigns and ensuring every patient has a clear next step
* Tracking and reporting on lead-to-booking conversion
This part of the role directly protects and grows clinic revenue.
What Your Day Might Look Like
8:00am – Log in from home (yes, you might still be in your PJs), check new Facebook and Google enquiries from overnight, review cancellations and follow-ups, and start rebooking patients before the clinic gets busy.
9:30am – Call a couple of new leads to talk through their concerns, answer questions and get them booked in. Then review undecided treatment plans and make a few supportive follow-up calls - patients really do appreciate the nudge.
10:45am – Coffee break, stretch, maybe put the washing on (we trust you).
11:30am – Track programme sign-ups, chase a payment, re-engage a patient who's dropped off, and update the diary to keep everything flowing smoothly.
1:00pm – Lunch (protein encouraged).
2:00pm – Update Trello boards, process invoices, review KPIs, and make sure team holidays, meetings and diary slots are aligned.
3:30pm – Upload the latest newsletter to Kajabi, schedule social media posts, or help set up a workshop or reactivation campaign.
4:30pm – Catch up with Gillian to review lead conversion, rebooking rates and cancellations — spotting any gaps and suggesting improvements to systems or follow-up processes.
5:00pm – Catch up with our clinical lead on success of recent leads and booking in programmes of treatment.
Every day is different - and you'll have ownership over how you organise your time.
You'll Be a Great Fit If…
You're confident on the phone and comfortable speaking to new enquiries
You're calm, organised and love keeping systems running smoothly
You enjoy responsibility and being accountable
You're commercially aware and understand that conversion matters
You notice gaps before they become problems
You're comfortable with spreadsheets and learning new systems
You've read this and thought: "This sounds like me. I want this job."
Experience in healthcare is a bonus, but not essential.
The Practical Bits
Job Type:
Full-time (40 hours per week, flexible scheduling)
Location:
Primarily remote / hybrid
Salary:
£32,000–£37,000 depending on experience
Start Date:
Immediate start. Applications will be reviewed on a rolling basis and the role may close early.
Benefits
* Company pension
* Flexible working
* Work from home
* Performance-based bonus
* Mentoring and development
* Supportive, values-led team
How to Apply
If you're ready to be a key operator in a clinic that genuinely changes lives, we'd love to hear from you.
Please send:
* Your CV
* A short cover letter telling us why you want this role
* A short Loom video answering:
* What about this role appeals to you, and what would you be particularly strong at?
* Why do you think you'd be a great fit for us and the business?
Subject line:
Executive Assistant & Operations Coordinator
Email:
Questions? Just ask — we're friendly