Front of House & Clinic Administrator

This is a hands-on position for someone who understands that exceptional front-of-house management is central to the success of a premium aesthetics clinic. You will take ownership of the client journey, appointment management and daily reception administration while helping the clinic operate smoothly, professionally and efficiently.

Working Tuesday to Saturday, you will report to and receive direction from the Operations Manager, who oversees clinic operations, team performance, client experience and business improvement. You will be responsible for completing the day-to-day front-of-house requirements of your role consistently, accurately and with initiative.

Key responsibilities

• Create a warm, professional and high-end experience for every client

• Manage reception and the daily front-of-house workflow

• Answer telephone, SMS, email, website and social media enquiries promptly

• Convert enquiries into confirmed bookings with deposits through confident and helpful communication

• Manage appointment bookings, deposits, confirmations, changes and cancellations

• Check clients in and out and process payments accurately

• Encourage appropriate rebooking before clients leave the clinic

• Explain clinic memberships, packages, promotions, products and rewards clearly

• Follow up new leads, outstanding enquiries and clients due to return

• Maintain accurate client records and booking information

• Apply the clinic’s deposit, cancellation and no-show policies consistently

• Support client retention and rebooking initiatives directed by the Operations Manager

• Generate reports that can improve business and bookings (filling white space)

• Assist with daily administrative tasks, reporting and database management

• Maintain reception, retail and common areas to a consistently clean and high standard

• Monitor retail stock and clinic supplies and report requirements promptly

• Follow established procedures, checklists and clinic SOPs

• Escalate complaints, incidents or sensitive matters appropriately

• Support practitioners with non-clinical operational requirements

• Complete delegated tasks within agreed timeframes and provide progress updates

• Work collaboratively with the broader team while remaining accountable for your responsibilities

About you

You are experienced, organised and calm under pressure. You do not need to be continually reminded about routine responsibilities, and you take pride in completing tasks properly and following them through.

You will bring:

• Previous experience in a busy reception, administration or front-of-house position

• Strong preference for experience within an aesthetics, cosmetic, skin, beauty, wellness, medical or allied health setting

• Excellent verbal and written communication skills

• Confidence speaking with clients and converting genuine enquiries into bookings

• Strong attention to detail and administrative accuracy

• The ability to prioritise competing demands in a busy clinic

• A proactive approach and the confidence to identify what needs attention

• Reliability, punctuality and consistent follow-through

• Professional presentation and a warm, polished manner

• Strong computer skills and confidence learning booking and client-management systems

• The ability to follow leadership direction, established procedures and performance expectations

• Discretion when handling confidential client and business information

• A genuine commitment to exceptional client service and team success

Experience with Phorest, Fresha, Meta Business Suite or a similar clinic booking system would be highly regarded.

What success looks like

Your success in this position will be measured through:

• Prompt handling and conversion of client enquiries

• Excellent Phone etiquette

• Accurate appointment and payment management

• Consistent rebooking and client follow-up

• Completion of daily front-of-house and administrative responsibilities

• Compliance with clinic procedures and policies

• Positive client feedback and professional issue resolution

• Reliable communication and follow-through

• Contribution to the clinic’s client-retention goals

• A consistently organised, welcoming and smoothly operating front desk 

About Estetik Clinic

Estetik Clinic is committed to delivering personalised, professional aesthetic and skin services in a welcoming, premium environment. We value genuine client care, high standards, teamwork, accountability and continuous improvement.

This is an excellent opportunity for an experienced administrator who wants to take genuine ownership of front-of-house operations while working within a clear clinic leadership structure.

Hours

This position requires availability from Tuesday to Saturday. Exact hours and employment arrangements will be discussed with shortlisted candidates.

How to apply

Please submit your résumé together with a brief cover letter outlining:

• Your relevant front-of-house or administration experience

• Any experience within aesthetics, skin, beauty, medical or wellness environments

• The booking or practice-management systems you have used

• Your availability from Tuesday to Saturday

Only applicants who meet the position requirements and provide the requested information will be considered.