Salary
Competitive, commensurate with experience
Location
18 Elmfield Avenue, Stoneygate, Leicester, LE2 1RD
Job Overview
About Amedics Clinic
Amedics Clinic is Leicester's flagship luxury medical aesthetic and wellness doctor led clinic. We exist at the intersection of clinical medicine, artistry and holistic wellbeing, delivering bespoke treatments across facial aesthetics, advanced laser and skin health, IV vitamin therapy and personalised wellness programmes.
Our philosophy is simple: ‘look and feel your best, today and every day’. Every client who walks through our doors is treated as an individual with a unique story, unique goals and a unique skin journey. The Clinic Coordinator is the first and last impression of that experience and at Amedics, first and last impressions are everything.
The Role
The Clinic Coordinator is the operational heartbeat of Amedics Clinic. You are the first voice a client hears when they call, the first face they see when they arrive, and the calm, organised presence that keeps the clinic running with precision behind the scenes.
This is not a standard receptionist role. We are a regulated, doctor-led medical aesthetic clinic with a premium brand and a discerning client base. We require someone who brings genuine knowledge of the aesthetics industry, impeccable interpersonal skills, meticulous administrative capability – and the personal standards to represent Amedics in every interaction, on every call, and in every corner of the clinic.
You will combine warm, knowledgeable client-facing duties with rigorous back-office administration, stock and consumable management, clinic compliance, and daily health and safety oversight. No two days will be identical – and that is exactly how you like it.
Key Responsibilities
1. Front of House & Client Experience
– Welcome every client with warmth, professionalism and the composure that reflects the Amedics brand
– Manage the clinic's reception desk, ensuring it is impeccably presented and operationally seamless at all times
– Check clients in and out efficiently, confirming treatment details, consent forms and aftercare requirements
– Manage the appointment diary with accuracy – booking, rescheduling and coordinating across the clinical team
– Handle all enquiries, ensuring every visitor feels valued, informed and at ease
– Manage the waiting area and treatment environment to maintain the luxury, calm atmosphere the Amedics brand demands
– Prepare treatment rooms between appointments – ensuring cleanliness, correct setup and full equipment readiness
– Support the clinical team with preparation, turnover and any non-clinical practical tasks
2. Telephone & Digital Enquiry Management
– Answer all inbound telephone enquiries promptly, professionally and with genuine aesthetic knowledge
– Provide accurate, confident information about the full Amedics treatment portfolio – from Botox and fillers to laser, HydraFacial, IV therapy and skincare programmes
– Qualify enquiries sensitively – identifying the client's concern, lifestyle and goal before recommending the right consultation pathway
– Convert enquiries into consultations and bookings with a consultative, never pressured approach
– Respond to email, website and social media enquiries in a timely, on-brand manner
– Maintain thorough records of all enquiries, follow-up actions and booking outcomes in the CRM system
– Follow up with unbooked enquiries intelligently and persistently, supporting the Sales Lead where applicable
3. Administration & Clinic Operations
– Maintain accurate and up-to-date client records, consent documentation and treatment notes within the clinic's CRM (Pabau)
– Process payments, invoices and end-of-day reconciliation with accuracy and discretion
– Manage the clinic's appointment scheduling system and liaise with the clinical team on daily scheduling requirements
– Prepare and distribute daily briefing information to clinical and support staff
– Handle confidential client correspondence with full discretion and in compliance with GDPR and clinic data policies
– Produce and maintain administrative reports, client communication logs and booking analytics as directed
– Support the management team with ad hoc administrative tasks, correspondence and clinic documentation
4. Stock Control & Consumable Management
– Manage all clinic consumables; gloves, needles, syringes, wipes, PPE and treatment-room essentials, ensuring stock levels are maintained and never depleted
– Monitor, track and reorder medical-grade skincare products (Obagi Medical, ZO Skin Health) and retail lines as required
– Liaise with approved suppliers to place and track orders accurately and within agreed timescales
– Maintain a detailed and accurate stock inventory, conducting regular stock counts and flagging discrepancies
– Manage receipt, storage and rotation of deliveries in accordance with clinical and product guidelines
– Monitor expiry dates on all clinical products and consumables and action accordingly
– Track product usage against treatment bookings to identify ordering patterns and prevent shortfalls
– Support the team in managing the skincare retail display – replenishing, presenting and merchandising to brand standard
5. Clinic Standards, Health & Safety
– Conduct daily opening and closing clinic inspections, ensuring all areas meet Amedics' cleanliness, safety and presentation standards
– Complete and maintain daily health and safety checklists, treatment room readiness logs and equipment checks
– Ensure compliance with the clinic's infection control, sterilisation and clinical waste protocols at all times
– Monitor and maintain fire safety, first aid provisions and emergency equipment in line with regulatory requirements
– Act as a key point of contact for Health and Safety compliance, flagging issues promptly to the Clinic Management team
– Support and maintain the clinic's regulation and certification standards
– Ensure client-facing and staff areas meet the highest standards of hygiene, presentation and safety throughout the working day
– Assist with maintaining records for regulatory compliance, including COSHH, clinical waste disposal and equipment maintenance logs
What the Amedics Standard Looks Like in This Role
A client calls at 10:02 on a Tuesday. They are nervous. They have questions about laser treatment for melasma.
By 10:07, they know they are in the right hands.
By 10:09, they have a consultation booked and payment for the consultation taken,
That is the Amedics standard. And it starts with you.
Skills and Qualifications required
Essential criteria are non-negotiable requirements for appointment. Desirable criteria distinguish exceptional candidates from strong ones. Both are used in shortlisting and interview.
|
Criteria |
Essential |
Desirable |
|
QUALIFICATIONS & TRAINING |
||
|
Educated to A-Level standard or equivalent |
✓ |
|
|
Qualification in beauty therapy, aesthetics or skincare (Level 2 or above or equivalent) |
✓ |
|
|
Level 3 or above in aesthetic practice, skin care or related discipline |
|
✓ |
|
Administration, business or customer service qualification (Level 2 or above) |
✓ |
|
|
Health and Safety qualification |
|
✓ |
|
First Aid at Work certificate (current) |
✓ |
|
|
GDPR / data protection awareness training |
✓ |
|
|
CPD demonstrating ongoing engagement with the aesthetic or wellness industry |
|
✓ |
|
KNOWLEDGE OF THE AESTHETIC INDUSTRY |
||
|
Sound working knowledge of core aesthetic treatments; injectables, laser, skin, wellness |
✓ |
|
|
Ability to describe and explain the Amedics treatment portfolio confidently to prospective clients |
✓ |
|
|
Understanding of contraindications, pre- and post-care protocols across common treatments |
✓ |
|
|
Familiarity with medical-grade skincare brands (Obagi Medical, ZO Skin Health or equivalent) |
|
✓ |
|
Understanding of the regulated aesthetics landscape and the importance of a doctor-led environment |
✓ |
|
|
Knowledge of infection control and clinical hygiene requirements in an aesthetic clinic setting |
✓ |
|
|
ADMINISTRATIVE & OPERATIONAL SKILLS |
||
|
Confident and accurate user of appointment scheduling and understanding of using a CRM software |
✓ |
|
|
Strong general IT literacy; Microsoft Office or Google Workspace, email, online tools |
✓ |
|
|
Experience managing stock control and consumable ordering in a clinical or retail environment |
✓ |
|
|
Ability to maintain accurate records, logs and compliance documentation |
✓ |
|
|
Experience processing payments, invoicing and end-of-day reconciliation |
✓ |
|
|
Experience liaising with suppliers – placing, tracking and receiving product orders |
✓ |
|
|
Experience managing confidential data in compliance with GDPR and organisational policy |
✓ |
|
|
Experience producing administrative reports or operational summaries for management |
|
✓ |
|
CLIENT-FACING & COMMUNICATION SKILLS |
||
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Exceptional verbal communication – warm, clear, confident and professional at all times |
✓ |
|
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Skilled telephone manner – able to build rapport, qualify enquiries and guide decisions with ease |
✓ |
|
|
Strong written communication – professional email and digital correspondence |
✓ |
|
|
Ability to handle sensitive client conversations with discretion, empathy and composure |
✓ |
|
|
Experience converting inbound enquiries into appointments in a premium or medical setting |
|
✓ |
|
Comfortable discussing treatment investment and financial options with prospective clients |
|
✓ |
|
HEALTH, SAFETY & COMPLIANCE |
||
|
Working knowledge of health and safety requirements in a clinical or commercial environment |
✓ |
|
|
Experience conducting daily operational or safety inspections and completing checklists |
✓ |
|
|
Familiar with infection control, clinical waste disposal and COSHH requirements |
✓ |
|
|
Experience supporting or maintaining regulatory compliance documentation |
✓ |
|
|
Understanding of CQC or aesthetic clinic regulatory requirements |
|
✓ |
|
PERSONAL ATTRIBUTES |
||
|
Impeccably presented and ability to consistently reflect the luxury positioning of the Amedics brand |
✓ |
|
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Warm, gracious and professional demeanour that makes every client feel immediately at ease |
✓ |
|
|
Highly organised with exceptional attention to detail across both client-facing and admin tasks |
✓ |
|
|
Calm and composed under pressure, thrives in a busy, fast-paced clinic environment |
✓ |
|
|
Proactive self-starter who identifies what needs doing and does it without being asked |
✓ |
|
|
Discreet and trustworthy, handles all client and clinic information with total confidentiality |
✓ |
|
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Genuinely passionate about aesthetics, wellness and the transformative power of expert care |
✓ |
|
|
A natural team player who contributes positively to clinic culture and supports colleagues |
✓ |
|
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Ambitious to grow and develop within the aesthetics industry over time |
|
✓ |
|
PRACTICAL REQUIREMENTS |
||
|
Right to work in the United Kingdom |
✓ |
|
|
Availability to work Tuesday to Saturday (hours to be agreed) and occasional Sundays |
✓ |
|
|
Reliable transport to reach Stoneygate, Leicester |
✓ |
|
Hours per week
Full-Time or Part-Time (to be agreed). Tuesday–Saturday, aligned to clinic hours (10:00–18:00) and one Sunday per month.
Closing Date
31/05/2026
Website
Apply for the job by visiting https://www.leicesteremploymenthub.co.uk/job-seekers/2026-job-application/