Receptionist and Patient co-ordinator

Confidential; Belfast City District; On-site; GBP 13,776,000 - 22,042,000; Part time

Benefits offered by this job

Private Health Insurance

Discounts on treatments

Skincare product discounts

Job summary

Confidential is seeking a part-time Coordinator & Front-of-House Ambassador for our luxury clinic. You will deliver a 5-star front-of-house experience, manage daily clinic flow, schedules, inventory, and drive patient retention while supporting local marketing efforts.

Responsibilities include greeting patients, guiding medical history, handling check-ins, bookings and deposits, plus overseeing retail displays and compliant data handling.

Qualifications

• Minimum 2 years in premium reception or admin role.
• Polished communication, phone manner, client outreach.
• Proficient in digital tools and MS Office; social media for content capture.
• Attention to detail and organisational skills.

Responsibilities

• Provide a warm, professional welcome and manage patient check-ins.
• Coordinate waiting room flow and handle bookings and deposits.
• Support local marketing, content capture, and event RSVPs.
• Prepare treatment rooms, manage stock, and ensure compliance.

Skills

Reception experience

Customer service

Communication skills

Social media content

MS Office

Electronic booking software

Tools

Electronic booking software

Job description

Coordinator & Front-of-House Ambassador for a Luxury Clinic

Job Overview

• Role: Clinic Coordinator & Front-of-House Ambassador.
• Pay Rate: Up to £16 per hour (dependent on experience).
• Part time: 20-30 hrs per week - Thursday, Friday and 2 Saturdays per month.
• Location: Clinic (On-site)

As the first point of contact, you will deliver a 5-star, luxury front-of-house experience for our clients. You will manage the daily flow of the clinic, optimise practitioners' schedules, oversee inventory, actively drive clinic growth through patient retention strategies, social media support, and local marketing initiatives, while providing direct administrative support to ensure seamless daily operations.

1. Front of House & Patient Experience

• Provide a pristine, warm, and professional welcome to all patients arriving at the clinic, including offering refreshments.
• Manage patient check-ins, guide them through necessary medical history paperwork, and coordinate waiting room flow.
• Serve as the brand ambassador, ensuring the reception and waiting areas are flawlessly presented at all times.
• Handle all incoming phone calls, emails, and digital inquiries promptly, converting inquiries into bookings and managing patient deposits

2. Commercial & Growth Support

• Social Media & Content: Capture high-quality, authorised photo and video content during clinic downtime to support marketing channels.
• Local Marketing: Assist with community networking and local business outreach.
• Event Coordination: Support the planning and execution of in-clinic events such as VIP evenings, product launches, or promotional open days by managing RSVPs and guest relations.

3. Clinic Preparation & Stock Control

• Clinic Room Prep: Arrive ahead of clinic hours to tidy, reset, and prepare treatment rooms, ensuring they are pristine and set up according to practitioner preferences.
• Stock Auditing: Perform regular inventory checks on clinical consumables and retail skincare lines to prevent shortages.
• Merchandising: Ensure front-of-house retail displays are fully stocked, meticulously clean, and visually appealing.

4. Clinic Efficiency & Compliance

• Proactively manage the digital booking.
• Maintain strict patient confidentiality and data compliance in line with GDPR regulations.
• Process payments securely and handle billing queries.

Candidate Requirements

Essential

• Experience: Minimum 2 years of experience in a premium reception, administrative, or customer-facing role (e.g., private medical, aesthetic clinic, luxury spa).
• Communication: Exceptional verbal and written communication skills with a polished, professional telephone manner and a confident approach to client outreach.
• Tech-Savvy: Highly proficient in digital tools, Microsoft Office, and electronic booking software. Comfortable using smartphones and apps for social media content capture.
• Attributes: High attention to detail, strong organisational skills, commercial awareness, and a genuine interest in the aesthetics and skincare industry.

Desirable

• 2-3 years of experience in a premium reception, administrative, or customer-facing role in a private medical or an aesthetic clinic.
• Prior experience handling medical records or working in a regulated clinical setting.
• Basic understanding of social media platforms (Instagram/TikTok) for business.

Benefits

• Competitive salary of up to £16 per hour (depending on experience).
• Private Health Insurance.
• Generous discounts on treatments and skincare products.