An exciting opportunity has arisen for a Receptionist/PA/Clinic Co-Ordinator to join our team and work within a well known aesthetic clinic. The role will be exciting and varied and will suit someone who has worked as an PA or receptionist or front of house previously.
Our PA/Receptionist role is central to the effective administration of the clinic and you are responsible for ensuring that our clinicians are able to work efficiently and focus entirely on the needs of their patients and business growth. The work is both demanding and satisfying.
This is a busy and fast paced job and required a candidate with strong organisational skills and someone that can work effectively under pressure and have a solution driven attitude.
This job will be based full time in our London Clinic in Belsize Park, NW3 2BD.
Candidate: We are looking for a candidate that has experience as either a personal assistant or a receptionist, someone that can work under pressure, is exceptionally organised and that has a genuine passion for what you do and bags of personality combined with the ability to engage with everyone around you and build long-term rapport with both the clients and your colleagues. It is important to us that you are friendly, approachable, extremely organised and confident and able to work within a team but also alone.
Experience in a customer facing role is important to us. You must have excellent communication skills and as the first point of contact for most patients, candidates must be very presentable, personable and have excellent written and spoken English and be professional, discreet, reliable and highly efficient. We also expect numeracy, IT, team working and organisational skills.
Hours: up to 43 Hours a week, must be available to work Saturday and Sunday. May be asked to work a bank holiday (which is optional) if you do, you get +1 annual leave day)

The PA/Receptionist works across a number of businesses supporting the Company Director and Practitioners with a variety of tasks:

• Act as an anchor/bridge between administrative and clinical teams to ensure smoothness in the patient journey.
• Meeting and greeting clients, ensuring consent form/ has been completed/numbing cream applied and they are ready to see a practitioner.
• Practitioner has clear instruction on diary and clients of the day
• Taking client, treatment, courses and sales payments
• Booking appointments
• Booking training courses / advertising for models / managing the diary
• Managing all practitioners diary and being able to foresee a area of concern and resolve it
• Everyday duties of running front desk and reception
• Ensuring clients are greeted in a professional and welcoming manner and their needs are met
• Uploading staff shifts onto the booking system
• Taking stock count and placing stock orders with our suppliers.
• Assist with the day to day running of the company and the training company
• High volume and complex Inbox management on mail, social media and telephone
• Diary management / scheduling with clients and our directors personal diary
• Assist with aspects of financial management, providing invoices and liaising with account team re payroll. Keeping track of all orders, tracking, expenses, etc. Uploading all invoices to our accountant shared drive & requesting invoices from suppliers (Expenses management and processing).
• Ensuring the clinics run smooth
• Managing & coordinating personal tasks
• Arranging and researching all travel, visas and accommodation and all transfers for business trips and family holidays.
• Provide office-administrative support
• React quickly to unexpected changes of plan to find quick solutions
• Maintain a ready, ‘can-do’, value-adding, problem-solving, solutions-driven approach to the job
• Managing the office/family diary and organising meetings and appointments for directors, staff and children.
• Management of all subscriptions, loyalty programmes, memberships, insurance etc..
• Managing task list with daily updates on all matters.
• Overseeing and liaising with all required shop/household staff (cleaners)
• Acting as initial point of contact for general enquiries.
• Keeping in close contact with the director on their schedules, appointments and activities.
• A high level of detail and attention in updating and re-organising files and systems.
• IT support, liaising with the external IT contractor when required.
• Arranging work events
• Assisting the practitioners in sales e.g. informing practitioner of gaps in the diary and advertising the sales they request
• Making telephone calls to potential students regarding courses available to them. Being able to upsell courses and treatments to potential clients.
• Assisting the director in admin tasks

Benefits:
Optional Pension Scheme for those over 21.
28 including bank holidays per year.
Job Type: Full-time
Pay: £24,000.00-£26,000.00 per year
Work Location: In perso

• Act as an anchor/bridge between administrative and clinical teams to ensure smoothness in the patient journey.
• Meeting and greeting clients, ensuring consent form/ has been completed/numbing cream applied and they are ready to see a practitioner.
• Practitioner has clear instruction on diary and clients of the day
• Taking client, treatment, courses and sales payments
• Booking appointments
• Booking training courses / advertising for models / managing the diary
• Managing all practitioners diary and being able to foresee a area of concern and resolve it
• Everyday duties of running front desk and reception
• Ensuring clients are greeted in a professional and welcoming manner and their needs are met
• Uploading staff shifts onto the booking system
• Taking stock count and placing stock orders with our suppliers.
• Assist with the day to day running of the company and the training company
• High volume and complex Inbox management on mail, social media and telephone
• Diary management / scheduling with clients and our directors personal diary
• Assist with aspects of financial management, providing invoices and liaising with account team re payroll. Keeping track of all orders, tracking, expenses, etc. Uploading all invoices to our accountant shared drive & requesting invoices from suppliers (Expenses management and processing).
• Ensuring the clinics run smooth
• Managing & coordinating personal tasks
• Arranging and researching all travel, visas and accommodation and all transfers for business trips and family holidays.
• Provide office-administrative support
• React quickly to unexpected changes of plan to find quick solutions
• Maintain a ready, ‘can-do’, value-adding, problem-solving, solutions-driven approach to the job
• Managing the office/family diary and organising meetings and appointments for directors, staff and children.
• Management of all subscriptions, loyalty programmes, memberships, insurance etc..
• Managing task list with daily updates on all matters.
• Overseeing and liaising with all required shop/household staff (cleaners)
• Acting as initial point of contact for general enquiries.
• Keeping in close contact with the director on their schedules, appointments and activities.
• A high level of detail and attention in updating and re-organising files and systems.
• IT support, liaising with the external IT contractor when required.
• Arranging work events
• Assisting the practitioners in sales e.g. informing practitioner of gaps in the diary and advertising the sales they request
• Making telephone calls to potential students regarding courses available to them. Being able to upsell courses and treatments to potential clients.
• Assisting the director in admin task