Part-Time Clinic Coordinator – The Bespoke Clinic, Newcastle upon Tyne

The Bespoke Clinic is a private, CQC-registered clinic in Newcastle specialising in functional medicine, holistic health, hormones, and integrative skin care.

This is more than a receptionist or admin role — you’ll be the first smile our patients see and the lasting impression they leave with. You’ll take ownership of the patient journey from first enquiry to follow-up, creating a calm, seamless, and personal experience in line with the values of The Bespoke Clinic.

🌿 What you’ll be doing:

• Acting as the first point of contact for all patients — in person, via phone, and email
• Managing patient bookings, reminders, and follow-ups (including virtual consultations)
• Supporting the patient journey from enquiry to results, and everything in between
• Organising stock and ordering supplies, monitoring expiry dates and clinic needs
• Liaising with laboratories and supplement companies to order tests, chase results, and organise remote testing
• Taking payments, and making payments on behalf of the clinic
• Coordinating patient recalls and outstanding tasks within the EMR system
• Ensuring the clinic is prepared for each appointment — anticipating and addressing needs proactively
• Supporting infection control protocols, room setup, and maintaining a serene and spotless environment
• Upselling appropriate supplements, skincare, or treatments where relevant
• Assisting with occasional events, social media, or marketing activities

💫 This role is for you if:

• You’re highly organised, reliable, and take genuine pride in your work
• You’re confident communicating with people from all walks of life, both in person and via email/phone
• You’re warm, discreet, and engaging — the kind of person people naturally trust
• You excel at creating calm, well-organised spaces — proactively addressing tasks without prompting
• You’re curious, love learning, and have a real interest in health, hormones, or skincare
• You’re comfortable working independently, often alongside the director
• You value fairness, respect, and kindness — with patients and colleagues alike

This role might suit someone who has worked in a private clinic, wellness centre, or medical setting in a patient-facing administrative or coordination role. Experience in medical reception, practice management, is beneficial, especially if you enjoy creating a welcoming environment while ensuring smooth behind-the-scenes operations.
What matters most is that you bring warmth, trust, and calm professionalism to every patient interaction.

📋 Essential skills and qualities:

• Strong communication and interpersonal skills
• Excellent organisation and time management abilities
• Proficiency with IT systems — including email management (Outlook), Microsoft 365, booking systems, and electronic medical record tasks
• Ability to remain calm under pressure and adapt to changing situations
• Meticulous attention to detail, particularly regarding administrative tasks, cleanliness, and compliance
• A passion for health and wellbeing and a desire to contribute meaningfully

🌸 Desirable (but not essential):

• Experience in a clinic, private healthcare, or wellness setting
• Understanding of CQC compliance
• Knowledge of holistic health, or skin treatments
• Experience with social media, marketing, or event coordination

💼 Salary & benefits:

• From £14.00 per hour, depending on experience and qualifications
• Pension contributions
• Pro-rated holiday allowance (based on 28 days incl. bank holidays FTE)
• Discounted treatments
• A calm, supportive, and inspiring work environment where your contributions truly matter
• Paid training in keeping with vision of the clinic

This is a part-time role, minimum 16 hours, ideally spread over 4 days a week, with occasional flexibility for events or patient needs. We will be opening one evening a week and occasional Saturday mornings in the near future. There is flexibility in our requirements.

If you’re someone who brings both structure and warmth — and wants to be part of a small, growing clinic where care genuinely matters — we’d love to hear from you.

To apply: Submit your CV via LinkedIn or email neet@brandlinghealth.com with a short message about why this role interests you.

Dr Neetika Dang

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