Office Manager

MCR Injury Clinic; Swinton; On-site; GBP 60,000 - 80,000; Part time

Job summary

A leading healthcare provider in Swinton is seeking an Operations Manager to oversee day-to-day administrative operations of a busy sports therapy clinic. This part-time role involves managing patient bookings, handling enquiries, supporting financial operations, and maintaining an efficient clinic environment. Candidates should have relevant experience and exceptional communication skills. The position offers a salary of £12.5 – £13 hourly and requires flexible hours from Monday to Saturday.

Qualifications

• Minimum 2 years of experience in an administrative or operations role.
• Experience with CRM systems and database management.
• Customer service experience in a professional environment.

Responsibilities

• Manage patient bookings and scheduling across multiple practitioners.
• Generate reports on patient attendance and clinic performance.
• Ensure clinic rooms and areas are clean and well-maintained.

Skills

Organisational skills

Communication skills

Microsoft Office Suite proficiency

Problem-solving abilities

Customer service skills

Education

Relevant administrative qualification (NVQ Level 3 or equivalent)

First aid certification

Bookkeeping qualification (Level 2 or equivalent)

Tools

CRM systems

Digital marketing platforms

Job description

Overview

Overview of Role. To oversee the day-to-day administrative operations of our busy sports therapy clinic. This role is essential to ensuring smooth clinic operations, exceptional patient experience, and efficient business processes. The role is the operational backbone of our clinic, managing everything from patient bookings to facility maintenance.

Role Description

Patient Management & Customer Service

• Manage patient bookings, scheduling, and appointment co-ordination across multiple practitioners.
• Handle patient enquiries via phone, email, and in-person with professionalism and empathy.
• Maintain accurate patient records and ensure that confidentiality standards and Data Protection requirements are met.
• Coordinate with clinic staff to optimise appointment schedules.

Customer Relationship Management & Data Management

• Maintain and update the Customer Relationship Management (CRM) system to ensure data accuracy.
• Generate reports on patient attendance, revenue, and clinic performance metrics.
• Implement CRM best practices to improve patient retention and communication.

Financial Operations

• Process and settle supplier invoices, client payments and maintain accurate financial records.
• Monitor clinic expenses and assist with budget management.
• Handle purchase orders and supplier relationship management.

Facility Management

• Ensure clinic rooms and common areas are clean, well-maintained, and properly equipped.
• Coordinate with maintenance contractors.
• Manage inventory of clinical supplies, office materials, and equipment.
• Oversee health and safety compliance, including equipment servicing and safety checks.
• Maintain professional clinic environment that reflects our brand standards.

General Administrative Support

• Provide administrative support to clinical staff and management.
• Manage clinic communications, including phone systems and email correspondence.
• Coordinate staff schedules and cover arrangements.
• Assist with social media and marketing initiatives and patient communication campaigns.

Professional

• To demonstrate effective time management and organisational skills during management of own workload.
• To act as an ambassador for the MCR Injury Clinic at all times.
• To be aware of, keep up to date with and adhere to all MCR Injury Clinic policies and procedure at all times.
• To participate in the appraisal system and be responsible for fulfilling your own agreed objectives and personal development plan.

Person Specification

Qualifications (Desirable)

• Relevant administrative qualification (NVQ Level 3 or equivalent).
• First aid certification.
• Book-keeping qualification (Level 2 or equivalent).

Experience (Essential)

• Minimum 2 year’s experience in an administrative or operations role, preferably in healthcare, fitness, or service industry.
• Experience with CRM systems and database management.
• Experience with social media and digital marketing platforms.
• Basic bookkeeping or finance administration experience.
• Customer service experience in a professional environment.

Skills (Essential)

• Excellent organisational skills with strong attention to detail.
• Exceptional communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to learn new software systems quickly.
• Strong problem-solving abilities and initiative.
• Ability to work independently and manage multiple priorities.
• Professional telephone manner and customer service skills.
• Basic understanding of health and safety regulations.

Personal Attributes (Essential)

• Discretion and ability to handle confidential information.
• Empathetic and patient-focused approach.
• Reliable, punctual, and trustworthy.
• Flexible and adaptable to changing priorities.
• Team player with positive attitude.
• Professional appearance and demeanour.

ADDITIONAL INFORMATION

The following supplementary information will form part of your job description.

Codes of Professional Conduct: Staff are required to abide by all relevant Company policies and procedures.

Confidentiality: Information relating to employees and business of the Company must be treated in the strictest confidence. Under no circumstances should such information be discussed with any unauthorised person(s) or organisations. All staff must operate within the requirements of the Whistleblowing Policy.

Health & Safety: Employees are required to ensure they are aware of, and comply with, policies and procedures relating to Health & Safety (whether statutory or Company), and assist in ensuring the compliance of other staff.

Equality & Diversity: The Company is committed to ensure that no job applicant or employee receives less favorable treatment on the grounds of age, disability, gender, race, religion or belief, sexual orientation, marital status, gender reassignment or pregnancy/maternity. We fully support the right of all staff to equal opportunities and are committed to the development of a diverse workforce.

Policies: It is the responsibility of staff to be familiar with Company policies that affect them, and work within the scope set out in them. Managers are responsible for ensuring staff know about, and work within the Company’s policies, procedures and protocols. This job description and person specification are neither exhaustive nor exclusive and the responsibilities and tasks may change during the life of the role.

Experience/Other

Experience: Required

Languages: English – Advanced

Employment: Part-time

Schedule: Monday-Saturday

Salary: £12.5 – £13 hourly

About MCR Injury Clinic

MCR Injury Clinic is a leading healthcare provider based in Manchester, specialising in physiotherapy, sports rehabilitation, and injury management.