Clinic Administrator – Business and Administration SCQF level 6

We are a Healthcare Improvement Scotland-registered aesthetics and wellness clinic based in Stirling, delivering a comprehensive range of injectable treatments, skin health programmes, weight management services, and advanced diagnostic testing. We are looking for a warm, organised, and highly capable Clinic Administrator Apprentice to be the first point of contact for our clients and the operational backbone of the clinic.

Role Overview

The Clinic Administrator will manage the day-to-day administrative running of the clinic, ensuring a smooth and professional experience for every client from first enquiry through to treatment follow-up. This is a varied, hands-on role suited to someone who thrives in a fast-paced healthcare/beauty environment, has excellent people skills, and can juggle multiple priorities calmly and efficiently.

Key Responsibilities

Client-Facing & Front of House

• Answer all incoming phone calls promptly and professionally
• Greet and check in clients arriving for appointments
• Manage the clinic email inbox, responding to enquiries in a timely, professional manner
• Handle client queries regarding treatments, pricing, and aftercare (escalating clinical questions to the appropriate practitioner)
• Manage social media/website enquiries and messages where required
• Handle client complaints or concerns calmly, escalating to the Clinic Director where necessary

Bookings & Scheduling

• Manage the appointment booking system, including bookings, rescheduling, and cancellations
• Send appointment confirmations and reminders to clients
• Coordinate practitioner diaries to maximise clinic efficiency and minimise gaps
• Manage waiting lists and follow up on cancellations to fill availability

Staff Rostering

• Prepare and maintain staff/practitioner rotas
• Coordinate holiday requests and staff availability
• Ensure adequate cover across all clinic opening hours
• Communicate rota changes clearly to the team

Finance & Invoicing

• Process client invoicing and payments
• Take deposits and process refunds in line with clinic policy
• Reconcile daily takings
• Chase outstanding payments where required
• Support with basic bookkeeping tasks and liaise with the accountant/bookkeeper as needed
• Process supplier invoices and payments

Clinic Operations

• Maintain accurate client records and consent forms in line with GDPR and HIS regulatory requirements
• Order and manage stock of consumables, retail products, and clinic supplies
• Liaise with suppliers regarding orders and deliveries
• Maintain a clean, organised, and welcoming reception and clinic environment
• Support compliance administration (policies, certificates, insurance renewals, HIS documentation)
• Assist with maintaining equipment servicing schedules and records

Marketing & Client Retention Support

• Support with client communications for promotions, offers, and events
• Assist with maintaining the clinic’s online presence (website updates, review management)
• Support loyalty scheme or referral programme administration

General Administration

• Filing and document management (digital and paper-based)
• Ordering office supplies
• Supporting the Clinic Director with ad hoc administrative and project tasks
• Onboarding administration for new staff members
• Taking minutes at team meetings where required

What will I learn?

• You will learn how to use our diary management system, how to use our IT systems and databases including Microsoft 365 applications.
• You will also learn how to update and manage client records, invoicing and general office administration duties.

What qualifications or qualities are required?

• Must have 5 National 5s including National 5 English
• Excellent telephone manner and written communication skills
• Strong organisational skills with the ability to multitask and prioritise
• Confident using booking/scheduling software, Microsoft Office/Google Workspace
• High attention to detail, particularly with client records and financial data
• Discreet and professional, with an understanding of client confidentiality
• A friendly, calm, and proactive approach