Clinic Administrator & Business Support in Cheddar

Hours: 8 hours per week with potential to increase

Pay: £14 per hour

Reports to: Clinic Owner

Help us make a difference to women’s wellbeing

At Thrive and Shine Women’s Wellness, we help women feel stronger, more confident and more like themselves. Behind every positive patient experience is thoughtful communication and well‑organised support - and that’s where you come in.

This is primarily an administration and business support role, with occasional patient‑facing duties. From responding warmly to enquiries to coordinating Pilates administration, your work will make a real difference.

If you enjoy bringing order to a busy day and helping people feel welcome, you’ll help patients feel looked after while giving the clinic owner more time to focus on care.

You won’t be expected to take on everything at once. We’ll introduce tasks gradually, provide training and agree priorities to fit your hours. Not every task is required every week.

Working Hours and Location

Working pattern:

• Friday: 4 hours at the Winscombe clinic, providing administrative support and occasionally welcoming patients.
• Tuesday: 4 hours of administration, remotely or at the clinic by agreement.

Reliability is essential.

Key Responsibilities

Patient Administration, Recalls and Reactivations

At Thrive and Shine, we believe women shouldn't have to simply put up with health problems that affect their everyday lives. You'll play an important part in making sure patients feel remembered, listened to and supported, even when life gets busy or they've stepped away from their care.

• You’ll make friendly follow‑up calls to patients, including those who haven't attended for a while, checking how they're getting on and reminding them that support is available to help them continue their care.
• You’ll respond to non‑clinical patient enquiries with warmth and understanding, helping women feel heard and confident.
• You’ll support appointment bookings and related administration, making care easier to access.
• You’ll keep patient records and follow‑up tracking accurate and up to date, recording outcomes so nobody is overlooked.
• You’ll recognise when questions, concerns or sensitive situations need clinical input and refer these promptly to the clinic owner.

Pilates Administration and Class Management

Our Pilates classes are about more than exercise. They help people build strength, improve movement and confidence. You'll help create a positive, supportive experience that encourages people to keep moving and doing the things they love.

• You’ll respond to Pilates enquiries in a friendly and encouraging way, helping people find a suitable class.
• You’ll manage agreed bookings, waiting lists and class records, keeping the experience smooth and welcoming.
• You’ll maintain accurate class registers, invoices and payment records, keeping everything organised.
• You’ll follow up enquiries and available class spaces, helping more people access regular movement.
• You’ll monitor booking and payment information, flagging any discrepancies so issues can be resolved promptly.

General Administration and Patient Communication

Every interaction is an opportunity to make someone feel valued and supported. You'll help ensure women contacting Thrive and Shine receive the friendly, professional and personal experience they deserve.

• You’ll respond to agreed messages and enquiries during working hours, ensuring timely, considerate replies.
• You’ll support appointment bookings and routine administration, helping patients navigate their care.
• You’ll keep records, documents and spreadsheets organised so information is accurate and accessible.
• You’ll take ownership of agreed administrative tasks and follow‑ups, helping the clinic run efficiently and ensuring important details aren't missed.
• You’ll communicate with patients warmly, professionally and confidentially, respecting their health concerns.

Clinic Operations and Routine Checks

You’ll help maintain a safe, calm and welcoming clinic environment where women can feel comfortable, confident and cared for, allowing the focus to remain on their health and wellbeing.

• You’ll monitor stock levels and arrange approved supply orders, ensuring the clinic has what it needs.
• You’ll complete routine clinic checklists and administrative health and safety records, following the training provided.
• You’ll carry out agreed checks, including fire alarm checks where trained and authorised, helping maintain safety.
• You’ll keep track of maintenance and servicing schedules, arranging approved appointments.
• You’ll report any operational concerns promptly so they can be addressed promptly.

Occasional Clinic-Based Patient Support

You will be a warm, welcoming and reassuring presence for women visiting Thrive and Shine. Your friendly approach will help patients feel at ease, particularly on their first visit.

• You’ll greet patients warmly, helping them feel welcome and reassured.
• You’ll offer a friendly, approachable point of contact, helping patients feel comfortable asking questions.
• You’ll help maintain a calm, welcoming and organised clinic environment where women feel cared for.

This is not a continuously staffed reception position.

Systems, Communication and Accountability

You’ll work closely with the clinic owner, with clear priorities, established procedures and training to support you. You’ll have the opportunity to take ownership of your responsibilities, knowing that your work helps us provide consistent, personal care and make a positive difference to women's lives.

• You’ll follow established clinic procedures and agreed priorities, supporting consistent patient care.
• You’ll use Cliniko and other administrative systems, with training provided.
• You’ll manage allocated tasks independently, taking pride in completing them accurately and consistently.
• You’ll provide a brief update at the end of each shift, sharing what’s been completed, what’s outstanding and anything needing attention.
• You’ll communicate openly and promptly about problems, uncertainties or changes to your agreed availability, so we can work effectively together.
• You’ll handle patient information with care, maintaining confidentiality and respecting patients’ trust.

Potential for the Role to Develop

As Thrive and Shine grows, you may take on more responsibility and help more women access support for their health and wellbeing.

Over time, you could take ownership of business areas, raise awareness of our services and build local relationships.

Potential areas of development include:

• Supporting marketing and patient communications to help more women discover our services.
• Building relationships within the local community and supporting outreach activities.
• Helping organise workshops, events and initiatives that educate and empower women to take control of their health.
• Supporting additional clinicians as the clinic expands.
• Taking greater ownership of clinic operations and business development activities.

Hours may increase as the business develops, with any changes agreed together.

Person Specification

• Previous experience in an administrative or business support role.
• Confidence and professionalism when making outbound telephone calls.
• Friendly, clear and effective communication skills.
• Strong organisational skills and attention to detail.
• Reliability, punctuality and consistent availability during agreed hours.
• Ability to work independently and take appropriate initiative.
• Willingness to follow established procedures and complete agreed tasks.
• Confidence using email, spreadsheets and digital administration systems.
• Willingness to learn clinic‑specific systems.
• Ability to handle confidential information appropriately.
• Proactive communication and a willingness to provide regular updates.
• Experience working in a small business or customer‑facing environment.
• Experience managing bookings, invoices, enquiries or follow‑up processes.
• Familiarity with healthcare, wellbeing or Pilates services.
• Experience supporting marketing, events or business operations.
• Healthcare experience is not essential.

Training and Support

Training will be provided on the clinic's systems, procedures and responsibilities.

You’ll be supported as you learn our processes and take ownership of agreed tasks.

What Success Looks Like

You’ll help ensure that:

• Patient enquiries and follow‑ups are handled consistently.
• Pilates administration remains organised and up to date.
• Routine operational tasks are completed reliably.
• The clinic owner has clear visibility of completed work and outstanding priorities.
• Patients receive friendly, professional and dependable communication.
• The owner has more time to focus on clinical work and developing the business.

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