Assistant Clinic Manager - Patient & Operations

Hours:

Monday to Friday, 9:00am–5:30pm. Occasional Saturday cover, usually around one Saturday per month.

Salary: £30,000–£33,000 per annum, depending on experience

Contract:

Full-time, permanent

We are looking for an experienced and highly organised Assistant Clinic Manager to help coordinate the day-to-day running and continued growth of our private clinic.

This is a varied, hands-on role working closely with the clinic owner, clinicians and wider team. You will help keep patient services, bookings, clinic operations, stock, administration and marketing activity organised and moving forward, while ensuring the clinic is kept clean, tidy, welcoming and ready for patients and staff. You will also support the clinic’s operational checks and compliance records.

The role would suit someone with experience in a healthcare, medical, dental or aesthetics setting who enjoys combining patient care and administration with practical coordination and team support.

Daily clinic operations and team coordination

• Coordinate the daily running of the clinic, including opening and closing routines, reception cover, patient flow, room readiness and handovers.
• Help plan the day’s priorities and coordinate daily and weekly operational tasks.
• Coordinate rotas, staff meeting agendas and action notes.
• Support consistent use of clinic procedures.
• Help maintain a clean and welcoming clinic across reception, waiting areas, treatment rooms, theatre, staff areas, kitchen, stairs and entrances.
• Carry out and coordinate routine housekeeping, including cleaning, laundry, waste disposal, replenishment and keeping shared areas organised.
• Check stock levels in preparation, monitor deliveries and expiry dates, and place routine orders with approved suppliers within agreed limits.
• Help coordinate the clinic’s social media, including preparing or organising approved content and following up planned activity with colleagues.
• Support clinic events and local promotional activity, including consistently researching relevant opportunities and helping with practical arrangements.
• Keep a record of maintenance or premises issues and follow them up with the appropriate supplier or owner.
• Maintain accurate and confidential records and handle patient information in line with clinic procedures.

• Manage calls, the shared inbox and patient enquiries, providing a warm and professional first point of contact.
• Manage consultation, treatment and surgical bookings, diaries, confirmations and appointment changes in Pabau, consolidating and diary planning ahead.
• Create new enquiry records and lead recording, keep patient records and reception information up to date, and make sure follow-up actions are taken.
• Coordinate administrative steps in the patient journey, including appointment information, deposits and balances, pre-appointment forms and follow-up arrangements.

• Maintain an overview of new enquiries, consultations, treatment plans and follow-up actions.
• Contact patients who have requested further information or are considering booking, and record the outcome.
• Maintain sales and conversion trackers, noting booking outcomes, and follow-up dates.
• Follow up enquiries consistently and identify where further information or support may be needed.
• Coordinate information about services, prices, consultations and payment arrangements.
• Refer questions about treatment suitability, clinical risks, outcomes or medical advice to a qualified clinician.

• Maintain an organised schedule of operational audits, checks and risk assessment reviews.
• Complete or coordinate assigned operational checks and record findings, actions…