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Skin Clinic Coordinator Reception Vacancy

Date Posted: 19 January 2018

Qualifications: GCSE in English and Maths as a minimum & further qualifications would be appreciated. Strong IT Skills - Proficient in Microsoft Office, word documents, spreadsheets, email and online filing. We may also require some written and/or on-line tests as part of the candidate selection process.

Job Role

We have a new opportunity for a part-time Clinic Coordinator/Receptionist starting early in 2018.

We are opening our new Qutis Clinic in Hertfordshire at Picotts End, between Hemel Hempstead and Berkhamsted in February 2018. We have a vacancy for a clinic coordinator this is a receptionist role and more.

Initially working only on Saturday. This role is likely to grow as the business grows so we are looking for a candidate who can ideally take on more hours during the first year. The hourly rate will be based on experience and qualifications and is normally above the industry average.

Our preferred candidate will probably have reception or customer facing training and will ideally have experience in the aesthetic beauty sector. We will provide full training on our systems but candidates will be expected to be fast learners and have experience of similar booking and web-based systems. The successful candidate will need to be available for training at the clinic on Thursdays and Fridays before starting. We may also request that they are able to travel to our clinic in Thame for part of their initial training and for some occasional ongoing training and team development.


The successful candidate will be responsible for coordinating all activity within the clinic. Key responsibilities include; converting enquiries into appointments, greeting customers and presenting a warm friendly welcome. Using computer-based systems record treatment details and marketing information, process payment transactions, managing stock and ensuring practitioners are supported.

The clinic coordinator is expected to generate local marketing activity to attract new enquiries and grow sales, supported by other Qutis staff centrally.


  • Converting telephone enquiries into consultations & treatments
  • Managing appointments and records on our booking system and
  • Responding to website booking requests, sending appointment email confirmations and booking reminders
  • Using “re-booking report”, to ensure cancellations are re booked and ‘no shows’ are actioned as per our policy.
  • Processing payments and daily cash declaration
  • Meet and greet patients; offering refreshments, applying local anesthetic cream & ensuring patients are comfortable.
  • Dispatching online shop orders
  • Being responsible for patient notes filing system and filing on same day as treatment.
  • Giving make-up consultations, skin care advice, driving sale of products
  • Opening & Closing the clinic as required, ensure premises are secure.
  • Restocking treatment rooms, forms and brochures
  • Keeping reception, waiting area and kitchen clean and tidy, playing selected music.
  • Stock Control: ensuring consumables, fillers, toxins, retail products, and stationery are stocked correctly.
  • Preparing prescriptions on a regular basis for signature
  • Completing the Sales and Management reports
  • Monthly stocktaking
  • Administration of Petty Cash, GoCardless signup & basic book keeping
  • E-mail management: supplier liaison, online invoices and general mail.
  • Use of all google apps, swift response to emails, methodical online document management and careful sharing.
  • Clinic Diary Management: booking in meetings, training, holidays, lieu days, bank holiday, and off site days appropriately
  • Taking care of Practitioners: ensuring they have fresh water, lunch, monitor their time so that they do not fall behind, inform them of appointment alterations through the day - as they apply, and email them any messages so that they can deal with them in their spare time or on an admin day.
  • Banking cash as required or as requested
  • Ensure all clinic refuse (inc sharps) is stored and collected as per contracts
  • Laundry as necessary
  • First Aid: checking equipment, monitoring and replenishing stocked items in First Aid kits
  • Managing Finance Agreements/ Payment Plans: creating spreadsheets, sending out confirmation letters, dealing with forms correctly & ensuring treatment transactions are
  • Reviewing business activity and marketing data and suggesting changes or improvements to Directors
  • Other duties as assigned.



  • Excellent telephone & communication skills with all ages and customer groups
  • Clear well-spoken voice, friendly, calm and assertive
  • Business admin IT skills; using, creating and filing online documents, email systems and competent with other web based software.
  • Work independently and follow direction where required.
  • Strong time management skills.
  • High standards of dress code, personal appearance and hygiene.