Assistant Clinic Manager - Patient Experience & Operations

HS Harley Street Clinic Surrey; Reigate; On-site; GBP 30,000 - 33,000; Full time

Job summary

HS Harley Street Clinic Surrey is seeking an experienced Assistant Clinic Manager to coordinate day-to-day operations, patient services and administration at our private clinic in Surrey.

You will work closely with the clinic owner, clinicians and the wider team to ensure smooth booking processes, stock control, marketing activity and compliance, while keeping facilities clean and welcoming for patients and staff.

Qualifications

• Experience in a healthcare, medical, dental or aesthetics setting.
• Experience coordinating clinic operations and supporting a team.
• Confident managing bookings, patient enquiries and records.
• Comfortable using practice management or CRM software; Pabau experience is an advantage.
• Hands-on approach to maintaining smooth running and presentation of the clinic.

Responsibilities

• Daily clinic operations and team coordination.
• Coordinate the daily running of the clinic, opening/closing routines and patient flow.
• Plan priorities and coordinate daily/weekly operational tasks.
• Coordinate rosters, meetings and action notes.
• Maintain clean, welcoming reception areas and treatment spaces.
• Monitor stock, place routine orders, and ensure compliance records.
• Coordinate social media, marketing content and local events.
• Maintain patient records and follow-up actions, using the clinic system.

Skills

Healthcare operations

Team coordination

Administrative support

Customer service

CRM familiarity

Tools

Pabau

Job description

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

About the role

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.

Key responsibilities

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.

Reception, bookings and patient pathways

• 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.

Enquiry follow-up and sales support

• 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.

Audits, risk assessments and compliance administration

• Maintain an organised schedule of operational audits, checks and risk assessment reviews.


• Complete or coordinate assigned operational checks and record findings, actions and review dates.


• Help maintain risk assessment records, incident and action logs, policies, procedures and version-controlled documents.


• Coordinate follow-up of outstanding actions.


• Support premises, fire safety, equipment, maintenance and health and safety records.

Stock, suppliers and facilities

• Carry out regular stock checks and coordinate routine orders with approved suppliers and within agreed budgets.


• Monitor deliveries, shortages, expiry dates and storage arrangements, and keep stock records current.


• Coordinate the ordering of clinical and non-clinical supplies with the appropriate authorised staff.


• Help ensure rooms and shared areas are replenished and ready for the working day.

Social media, marketing and local events

• Help coordinate the clinic’s social media and marketing calendar, including organising approved content and scheduling posts.


• Work with colleagues supporting the website, CRM and marketing activity to keep planned tasks on track.


• Help coordinate patient photographs, testimonials and promotional material, checking that the correct written marketing consent is recorded before use.


• Assist with clinic events, promotional activity and research into relevant local events where the clinic may benefit from attending.

Administrative and financial support

• Check that bookings, enquiry records and relevant patient administration are complete in Pabau.


• Assist with routine checks comparing appointments and recorded takings and flag discrepancies for review.


• Monitor outstanding administrative follow-ups, deposits and balances, and coordinate reminders in line with clinic procedures.

About you

• Experience in a healthcare, medical, dental, aesthetics or similarly patient-focused environment.


• Experience coordinating clinic or practice operations and supporting or supervising a team.


• Confident managing bookings, patient enquiries, diaries and administrative records.


• Comfortable using practice management or CRM software; Pabau experience is an advantage.


• Strong organisation and attention to detail, particularly with patient records, appointments and follow-up.


• A calm, professional and personable communication style.


• Able to plan and prioritise a varied workload while working collaboratively with clinicians and colleagues.


• Experience with audits, risk assessment records, stock control, compliance administration, sales follow-up or social media coordination would be an advantage.


• A hands on approach to maintaining the smooth running and presentation of the clinic.