Receptionist / Patient Care Coordinator

We are a small, CQC-registered private GP and dental membership practice on the Surrey Heath / Berkshire border, operating from two sites, one within a private hospital. We offer private GP care, annual health checks, dental care and a membership service to individuals and families who expect a personal, premium standard of care.
We are a small business, and this is a central role in it. We are looking for a Receptionist / Patient Care Coordinator to run the front of the practice, working closely and directly with the CEO and Medical Director every day. You will be the first and last point of contact for every patient, and you will own the day-to-day running of the practice: diaries, clinics, referrals, membership, stock and payments.
This is a hands-on role with real responsibility, for someone who takes ownership, looks ahead, and takes pride in patients being looked after properly.
What you will do
Full written procedures exist for all of this. You will be trained on them, and you will help improve them.
Front of house. Be the welcoming, calm, professional face and voice of the practice. Answer calls promptly, deal with emails the same day, greet patients and see them off, and turn new enquiries into bookings
Run the clinics. Look ahead at every clinic each week and each day so that bookings, payments, paperwork and supplies are all in place before the clinician walks in. Support the clinician during clinic and action their plan afterwards
Clinical admin. Organise blood tests, specialist and imaging referrals and laboratory collections, and keep a tracker so nothing is lost or left unchased
Membership. Introduce our membership to every new patient, look after existing members, manage renewals and annual health checks, and keep the CRM accurate
Finance admin. Take payments, raise invoices, prepare monthly statements, chase what is outstanding and check supplier invoices
Stock and premises. Monthly stock checks, ordering, and opening and closing the practice each day
Business coordination. Keep track of the projects the CEO has in motion, be the point of contact for outside suppliers (website, marketing, advertising), help develop local partnerships, and give the CEO a short weekly update

Experience in a front-of-house, reception or patient/customer coordination role, ideally in a private healthcare, dental, hospitality or members' club setting
Warm, confident and polished on the phone and in person; comfortable with discerning, high-expectation clients
Highly organised: able to run several diaries, trackers and processes at once without dropping anything
Looks ahead and takes ownership. Chases things through to completion without being asked
Confident with technology: practice management systems, CRM, Microsoft 365/SharePoint, email and spreadsheets
Numerate and accurate: comfortable with invoicing, payments and reconciling figures
Understands confidentiality and GDPR and applies it instinctively
Full UK driving licence and own car (business mileage is paid)

Desirable
Experience in a private GP, dental or clinic setting, or with a practice management system such as Semble
Experience selling or promoting a membership or subscription service
Experience coordinating suppliers, contractors or small projects
Familiarity with social media content or community outreach

Hours: 25 to 45 hours a week. Part-time or full-time, with the option to grow the hours over time. We are flexible on the pattern for the right person. Some weekend work is involved
Location: Surrey Heath / Berkshire border. Based at our main practice site, with a monthly visit to our second site and occasional travel to collect supplies
Salary: £26,000 to £28,000 full-time equivalent, pro rata for part-time hours, depending on experience
Benefits: Business mileage paid at 45p per mile. Full training on all practice procedures. A small, close team working directly with the CEO
Start: As soon as possible
Requirements: Right to work in the UK. Full UK driving licence. An enhanced DBS check will be required