Clinic Administrator/Receptionist (Part Time)

Job Description & Requirements – Clinic Receptionist Position: Clinic Receptionist / Front Desk Executive Employment Type: Full-Time / Part-Time Industry: Physiotherapy / Healthcare Job Overview We are looking for a responsible, organised, and service-oriented receptionist to manage the day-to-day front desk operations of our physiotherapy clinic. As the first point of contact for patients, you will play an important role in creating a professional and welcoming experience while ensuring that appointments, payments, enquiries, and administrative matters are handled accurately and efficiently. The ideal candidate should be proactive, dependable, detail-oriented, and able to work independently without requiring constant supervision. Key Responsibilities Patient Reception & Customer Service • Welcome and attend to patients professionally and courteously. • Respond promptly to phone calls, WhatsApp messages, and patient enquiries. • Assist patients with appointment bookings, rescheduling, cancellations, and general clinic enquiries. • Provide clear and accurate information regarding clinic services, appointment procedures, fees, and administrative matters. • Manage difficult or dissatisfied patients professionally and escalate issues when necessary. • Maintain patient confidentiality and professionalism at all times. Appointment & Schedule Management • Manage physiotherapists' appointment schedules efficiently. • Confirm upcoming appointments and follow up with patients when required. • Handle cancellations and rescheduling promptly to minimise empty appointment slots. • Maintain an organised waiting list and contact patients when earlier appointment slots become available. • Ensure sufficient time is allocated according to appointment type and clinic procedures. • Communicate schedule changes promptly to patients and clinicians. Payments & Administrative Duties • Collect and process patient payments accurately. • Issue receipts and invoices where required. • Handle packages, outstanding payments, deposits, and other transactions according to clinic policies. • Perform daily reconciliation of payments and transactions. • Assist with insurance, corporate, referral, or administrative documentation where applicable. • Maintain accurate patient information and administrative records. • Perform filing, scanning, data entry, and other general administrative duties. Clinic Operations • Ensure the reception and waiting areas remain clean, organised, and presentable. • Monitor clinic supplies and inform the appropriate person when stocks need replenishment. • Coordinate with physiotherapists and other team members to ensure smooth patient flow. • Assist with opening and/or closing procedures according to clinic SOPs. • Identify operational problems early and take reasonable steps to resolve them or escalate them appropriately. • Follow all clinic SOPs, policies, and administrative procedures. Teamwork & Communication • Communicate clearly and professionally with physiotherapists, management, patients, and other staff. • Provide proper handovers for unresolved matters. • Support colleagues when required to ensure smooth clinic operations. • Take ownership of assigned responsibilities rather than waiting to be repeatedly reminded. • Inform management promptly of significant patient complaints, operational problems, scheduling issues, or other matters requiring attention. Job Requirements • Minimum GCE N/O Levels, NITEC, Diploma, or equivalent. • Previous experience in reception, customer service, administration, healthcare, or a clinic environment is preferred. • Comfortable communicating with patients both in person and through phone/WhatsApp. • Basic computer literacy and ability to learn clinic management and booking systems. • Good spoken and written English. • Ability to communicate in additional languages is an advantage. • Good organisational and time-management skills. • Strong attention to detail, particularly when handling appointments, patient information, and payments. • Able to multitask and remain composed during busy clinic periods. • Reliable and punctual. • Able to work independently and take initiative. • Willing to follow established clinic SOPs and procedures. • Able to work effectively as part of a team. Personal Attributes We Value We are looking for someone who is: Responsible – Takes ownership of their duties and follows through on tasks. Proactive – Identifies what needs to be done instead of waiting for instructions for every task. Reliable – Arrives punctually, maintains good attendance, and communicates responsibly regarding leave or unexpected circumstances. Detail-oriented – Understands that mistakes in appointment scheduling, payments, or patient information can affect both patients and clinicians. Professional – Communicates respectfully with patients and colleagues even during stressful situations. Service-oriented – Understands that the patient experience begins from the first phone call or message to the clinic. Team-minded – Willing to support colleagues and contribute to the smooth running of the clinic. Performance Expectations The receptionist is expected to: • Respond to patient enquiries within the clinic's expected response time. • Maintain accurate appointment schedules and patient information. • Minimise preventable scheduling and administrative errors. • Complete assigned administrative duties within the required timeframe. • Follow clinic opening, closing, payment, scheduling, and communication SOPs consistently. • Maintain professional communication with patients and colleagues. • Provide proper handovers before going off duty or on leave. • Demonstrate reliability, punctuality, accountability, and initiative. • Escalate important matters appropriately rather than leaving them unresolved. The overall objective of this role is to ensure that patients receive a professional and efficient experience a…