Clinic Administrator & Front of House Receptionist - #2151569

Location: Leeds (in person) Hours: Full-time, 37.5–40 hours per week, Monday to Friday (occasional Saturday by arrangement) Pay: £14.00–£15.00 per hour, depending on experience, reviewed at the end of the initial period Contract: Initial temporary contract with the potential to become permanent for the right person

About the role

We are a specialist hair restoration clinic regulated by the Care Quality Commission (CQC). We are looking for an experienced, organised and dependable Clinic Administrator to run our front of house and day-to-day clinic administration.

This is a hands-on role with real responsibility. You will be the first point of contact for patients, keep the clinic compliant and well stocked, and support the surgeon and coordinator so that every clinic day runs smoothly. It would suit someone who has already worked in a clinic, GP practice, dental practice, aesthetics setting or similar, and who wants to take ownership of how a small clinic operates.

The role starts on a temporary basis so that both sides can make sure it is the right fit. For the right candidate, we would be keen to make the position permanent.

What you will be doing

Front of house and patient care

• Welcome patients and visitors professionally, ensuring a calm and positive experience from arrival to departure.
• Manage incoming calls, emails and enquiries, directing them appropriately and taking accurate messages.
• Book and confirm consultations, procedures and follow-up appointments; manage the surgeon and coordinator diaries.
• Keep patient records accurate and up to date in our patient care system and Google Workspace.

Clinic operations

• Open and close the clinic, acting as a keyholder and completing daily opening and closing checks.
• Prepare consultation and treatment rooms for the day and ensure they are reset afterwards.
• Manage clinic stock and consumables: monitor levels, place orders, check deliveries, record batch numbers and expiry dates, and keep storage areas organised.
• Liaise with suppliers, contractors and the cleaning team.

CQC compliance and governance

• Maintain compliance registers and logs, including equipment and servicing checks, emergency equipment checks, medicines and fridge temperature records, cleaning schedules and water safety checks.
• Support the incident, complaints and audit processes by keeping records complete and following up on actions.
• Keep staff training, DBS and onboarding records current and chase renewals in good time.
• Help keep policies and SOPs organised and up to date, and support the clinic in preparing for CQC inspection.

General administration

• Digital and physical filing, scanning, correspondence and general clerical duties.
• Support the wider team with ad hoc projects as the clinic grows.

What we are looking for

Essential

• Previous experience in a clinic, GP practice, dental practice, hospital, aesthetics or other healthcare setting.
• Strong administrative and organisational skills with excellent attention to detail.
• Confident with Google Workspace and Microsoft Office, and quick to pick up new systems.
• Professional, discreet and comfortable handling confidential patient information.
• Able to work independently, prioritise a busy workload and take responsibility for getting things done.
• Reliable and punctual, and comfortable holding keys and opening and closing the clinic.

Desirable

• Experience supporting CQC compliance, audits or inspection preparation.
• Experience with stock or medicines management in a healthcare setting.
• Experience with patient management or CRM systems.
• Understanding of GDPR, infection prevention and control, and safeguarding in a healthcare environment.

What we offer

• A varied, responsible role in a small, supportive team where your work makes a visible difference.
• The opportunity to move into a permanent position with a pay review after the initial period.
• Training and support on our systems, policies and CQC requirements.
• Free on-site parking.

Other information

• This post is subject to an enhanced DBS check, satisfactory references and proof of right to work in the UK.
• Applications will be reviewed as they are received, and we may close the advert early if we find the right person.

Work Location: In person