Clinic Operations Assistant
Salary: £30-32k per year depending upon experience - pro-rated for part-time.
Required: ASAP
The ‘What’ – the role
Thyme is a Private GP service with a difference. Our clients enjoy on-demand access to best-in-field medical experts, in-house diagnostics, and cutting-edge treatments and consultations conveniently at home or within Thyme’s luxury clinics based in Buckinghamshire, Hertfordshire & Central London.
We are looking for a dynamic and effective Clinic Operations Assistant to join our growing team. Reporting to our Clinical Operations Director, the Clinic Operations Assistant will be responsible for overseeing the day-to-day operations of our clinic, ensuring staff achieve their primary responsibilities as well as motivating and supporting staff to optimise efficiency and overall performance plus ensuring the clinic achieves its objectives safely and effectively whilst promoting a positive working environment.
Supporting our experienced and knowledgeable team, the Clinic Operations Assistant will ensure the seamless delivery of a personalised health service to our members and clients by supporting the team and managing service touchpoints so that we deliver the best health outcomes and hit our KPIs.
We are ideally looking for someone who has experience in healthcare or medical office management (i.e. dealing with patient bookings & admin). Someone who is exceptional at building relationships with people, is agile, naturally caring, adaptable and has an ability to aim above industry standards to deliver an exceptional client experience.
A key ingredient of our success is our culture, please read the ‘The How’ section below outlining the Company’s values and see whether they align with your own values because an essential part of the role is in the continual embedding, reinforcing, and living these principles – with a healthy dose of fun!
Key responsibilities:
* Oversee daily clinic operations, ensuring smooth and efficient workflow
* Supervise and support staff, including Member Engagement Hosts, GPs, and other clinic personnel
* Manage patient scheduling and ensure timely service delivery
* Handle patient enquiries, concerns, and complaints with professionalism and care
* Assist in managing team resources including rotas and annual leave requests
* Assist in managing clinic resources, inventory, stock and supplies
* Ensure compliance with health regulations and clinic policies
* Assist with financial tasks, including billing, invoicing, and payment processing
* Coordinate staff training and development to maintain high standards of service
* Support the Clinical Operations Director in strategic planning and implementation of clinic goals
* Contribute to creating a welcoming and positive environment for patients and staff
* Deputise for the Clinical Operations Director in their absence
* Provide ad-hoc cover for hosting staff
Any other reasonable request from the Clinical Operations Director.
The ‘How’: Our values
Live, breathe and display Thyme’s values.
We make it Matter - Care
* We are united by the compelling objective of making a difference to the lives of those around us
* We maximise potential and inspire others to bring their ‘A-game’
We make it Right - Integrity & Trust
* We are open, honest & transparent - we’re not afraid to speak up or challenge
* We do what is right – not simply what’s expected
* We admit mistakes but learn from them
* We never walk past a problem
We make it Fun - Energy & Passion
* We play for the team – we don’t just show up
* We aim to delight & inspire
We make it happen! - Ownership & curiosity
* We’re a pioneering bunch of individuals - brave in our approach – if we can’t find a solution, we’ll build one
* We’re empowered to make decisions and accountable for the outcomes – not just the outputs
* We thrive off curiosity & excellence by demonstrating a desire and drive to learn, develop & improve.
The ‘Who’: About you
We are looking for someone who has an aptitude for developing relationships. Ideally has previous experience working within healthcare and a good understanding of the key factors and industry terminology. The successful candidate needs experience of delivering and implementing world-class service, is a self-starter and is self-motivated with a natural drive and tenacity to delight clients.
This person must also go the extra mile: working closely with management to refine the service offering, supporting our ability scale and establish a reputation in the market as the leading personal health management service.
Personal qualities:
* At least 3-5 years in a client/patient facing role, ideally in the healthcare sector
* Warm, friendly, calm, confident and courteous
* A firm grasp of what service excellence looks and feels like
* Able to anticipate client needs and coordinate personalised solutions
* Pro-active, self-motivated, energetic, and positive attitude
* Excellent team player who displays compassion towards and enjoys helping colleagues
* Possess a keen eye for detail
* Tech savvy: excellent at using MS Office
* Experience of using a Practice Management System (Semble) is desirable.
* A self-starter, able to prioritise work, meet deadlines, and communicate effectively under pressure
* Able to react quickly to new requirements and processes
* Adaptive; loves working in an ever-changing environment where you are constantly improving yourself, your team, and your processes
* Strong written and verbal communication skills, with an ability to draft clear, concise communications, adapting tone and style as appropriate
* Intuitive with high emotional intelligence – confident but not arrogant – a natural humility
* Sound judgement: you’ll have access to sensitive and confidential information so you’ll need to be discreet – someone who can be relied upon to ‘do the right thing’.
The ‘When’: Office Hours
20 hours per week with the opportunity to move to full time depending on business requirements.
Working ideally 5 days a week 10:00-14:00, Mon-Fri.
Rostered to work anytime between the hours of 8am to 8pm, Monday to Friday with 4 - 8 hour shifts depending upon the needs of the business.
The ‘Where’: Location
You will primarily be based at our clinic in Tring - Champneys Tring Health & Wellbeing Centre, Chesham Rd, Tring, Hertfordshire, HP23 6HY with the requirement to travel to other company sites as required.
The ‘Why’: Why you’ll love working at Thyme
* Our culture – fast-paced, dynamic and rewarding
* Clear purpose – you’ll be part of building something that matters
* Be your best – we will invest in your training & development to help you grow
* Put your career on steroids – we’re growing fast and there’s room to progress
* Your team – we’re a group of passionate individuals who like to have fun at work
At Thyme, we embrace diversity and inclusion and believe it enriches our performance, services and culture. As our team continue to evolve to reflect the growing diversity of our communities, our efforts to understand, value, and incorporate differences become increasingly important.