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Job description

The Foyle Foot & Ankle Clinic is seeking an experienced, organised and professional Practice Manager to oversee the smooth day-to-day operation of our busy and growing private healthcare clinic. The Practice Manager will play a key role in ensuring the clinic operates efficiently while maintaining a high standard of patient care and customer service. The role involves coordinating the administrative and operational aspects of the practice, supporting the clinical team and ensuring patients receive a professional and welcoming experience from their first contact with the clinic. This is a hands-on role requiring someone who is confident managing a busy practice environment, prioritising workloads and taking ownership of the organisation of the clinic. The successful candidate will work closely with the Clinic Director and wider multidisciplinary team to support the continued development and growth of the practice. We are looking for someone who is approachable, dependable and highly organised, with the confidence to use their own initiative and contribute ideas for improving practice efficiency and the overall patient experience. This is an excellent opportunity for an experienced manager or administrator to become a key member of a progressive and expanding independent healthcare clinic.

Responsibilities

• Manage the day-to-day running of the clinic, including patient bookings, diaries, calls, emails, payments and administration. Coordinate staff rotas and support the clinical team to ensure an efficient, professional patient experience.
• Maintain accurate records, oversee clinic supplies and administrative systems, support policies and procedures, assist the Clinic Director with practice operations and help identify ways to improve efficiency and patient service.
• Coordinate clinician diaries, staff rotas, annual leave and appointment availability to maximise clinic efficiency. Support the team with administrative requirements and help maintain smooth communication across the practice.
• Provide excellent customer service, welcoming patients and managing enquiries professionally. Handle concerns appropriately, support patient follow-up and help ensure a positive experience from initial contact through to completion of treatment.
• Work closely with the Clinic Director to support the continued growth and development of the practice. Identify opportunities to improve systems, processes, efficiency and patient experience, taking ownership of agreed improvements.
• Support staff induction, training records, policies and procedures, team meetings and general practice organisation. Help maintain a professional, positive and well-organised working environment across the clinic.

Skills and Qualifications

Essential Skills

• Previous experience in practice management, office management, healthcare administration or a similar senior administrative/customer service role, with the confidence to take responsibility for the day-to-day organisation of a busy practice.
• Excellent organisational and time-management skills, with the ability to prioritise competing demands, manage a busy workload and remain calm and professional when dealing with multiple tasks and interruptions.
• Excellent communication and interpersonal skills, with a friendly, professional and approachable manner.
• Confident communicating with patients, clinicians, colleagues and external organisations both verbally and in writing.
• Strong customer service skills with a genuine commitment to providing an excellent patient experience.
• Able to handle enquiries, concerns and sensitive situations professionally, calmly and with appropriate discretion.
• Strong IT and administrative skills, with confidence using email, online booking systems, Microsoft Office or similar software.
• Able to learn new practice management systems and digital processes quickly and accurately.
• Excellent attention to detail and a high level of accuracy when managing patient information, appointments, payments and practice records.
• Understands the importance of confidentiality and data protection within healthcare.
• Able to work independently, use initiative and take ownership of responsibilities while also working effectively as part of a multidisciplinary team.
• Proactive in identifying problems and finding practical solutions.
• Able to demonstarte a flexible and professional approach to change and practice development.
• Able to support a growing clinic, adapt to changing priorities and contribute to maintaining a positive and organised working environment.

Desirable Skills

• Previous experience working within a private healthcare, GP, dental, physiotherapy, podiatry or similar clinical environment, with an understanding of patient-facing administration and the day-to-day operation of a healthcare practice.
• Experience managing business social media accounts, particularly Facebook and Instagram, including creating and scheduling engaging content, responding to enquiries and helping to promote services and increase online engagement.
• Previous experience coordinating staff rotas, clinician diaries, annual leave and appointment availability, with an understanding of how to maximise diary efficiency while maintaining a high standard of patient service.
• Experience supporting the growth of a business, including improving administrative systems, developing processes, supporting marketing activities and identifying opportunities to improve efficiency, customer experience and practice performance.