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    • Access to clinical and medical-grade training.
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    • The ideal candidate will be the first point of contact for patients, providing exceptional customer service while managing administrative tasks efficiently.
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medical receptionist
medical secretary
Front of House
By Dr Vali
400 Oxford Street, London W1A 1AB
£26,000 - £32,000 a year
Permanent, Full-time
Apply now

Job details

£26,000 - £32,000 a year
Referral programme, Employee mentoring programme, Employee discount, Health & wellbeing programme
Permanent, Full-time
400 Oxford Street, London W1A 1AB

Full job description

Front of House

BY DR. VALI- NEW BREED SKIN TECHNOLOGY

Twice Medically Board-Certified Dermatologist at King’s College London & UCLA, Dr. Vali spent two decades diligently researching before even considering a beauty venture. This attitude - An uncompromising demand for innovation and performance - extends to everything the “By Dr. Vali” Brand does.

Through her international presence, Dr. Vali swiftly established a cultural diverse rolodex of clients, seeking a more personalised approach. By Dr. Vali came as an urban nucleus where cutting-edge treatments and game-changing protocols redefine the conventional understanding of Health and Beauty.

Whilst By Dr. Vali is the World’s best kept secret, Dr. Vali has earned herself a place in international black books as the artistic genius, who takes men and women of all ages and ethnicities on the ultimate journey to optimal performance & aesthetic.

With Advanced Formulations and Cutting Edge Tech Innovation, “By Dr. Vali” is set to launch with one of the most advanced Micro Contouring Devices & Patented Adaptive Skincare in the beauty Industry.

Cells are optimised from the inside out, without any downtime of redness, dryness and peeling. Face is tightened, contoured, firmed and lifted, combining the latest design innovation to bring clinical results at your fingertips.

Authoritative, Ethical & Charismatic, Dr. Vali is the pioneer of the possible, whose creative vision and brilliant mind make her the true embodiment of the brand. Join us and become part of #TEAMBYDRVALI

7.5 billion skin types. One Technology. One Patent.

Coming soon. www.bydrvali.com

By Dr Vali is looking to add a Front of House team to the new flagship Experiential Centre location of ‘By Dr Vali’ in Selfridges followed by the launch of ‘By Dr Vali’ skincare range. The role will report in to the Clinic Manger/Operations Team

Duties to include:

Client journey management

  • Meeting and greeting clients, providing a 5* experience for all patients
  • Dealing with client enquiries in a polite and professional manner, maintaining exceptional standards of customer service and upholding the company's professional image at all times
  • Managing telephone and email enquiries, appointment bookings and maintaining accurate client records against the computer database
  • Arriving and checking out patients according to the booking system and dealing with patients who are late and whom have not attended their appointments
  • Taking correct payments and accurately maintaining client accounts, invoices and financial records

· Preparing patient files and individual clinic lists for practitioners according to their diaries and treatments booked

  • Be able to assist with patient coordination and call-back requests / triage for new enquiries with the support of the team
  • Triage patient issues, and escalate to the Line Manager as appropriate
  • Own the patient feedback and review process - generating a good daily flow positive reviews across all platforms
  • Recording accurate and confidential notes on the patient management system
  • Maximising revenue opportunity through link and upselling treatments, courses and retail
  • Maintain a professional and calm attitude when speaking and dealing with patients, visitors and users to the experiential centre
  • Work with all team members to provide a professional and positive experience for all clients
  • Have full understanding of the aesthetic/wellness service and products to ensure client satisfaction

Team integration

  • Taking and passing on relevant messages to relevant colleagues
  • Supporting clinic managers and team members with additional duties as and when required
  • Oversee day to day activity, ensuring the team is compliant with policies and SOPs
  • Lead weekly staff huddles to identify areas of operational improvement, reporting back to the Clinic Manager
  • Floor management
  • Develop strong rapport with each team member and manage their diaries/lists
  • Co-ordinate activity across the Experiential Centre, liaising will all disciplines to ensure smooth running of procedures
  • Any tasks assigned by your line manager or clinic partners
  • Solution focussed and ability to deal with a range of personalities

Administrative/Operational

  • Maintain CRM systems, ensuring all data input/documentation for treatments/services/products for patient and patient files are up to date and organised
  • Ensuring the clinic is always looking immaculate, clean and tidy as you will be responsible for front of house
  • Closing up, ensuring end of day banking and PDQ reconciled and is correct.
  • Manage stock levels, source items and ensure minimum stock levels are always met
  • General clinic operations relating to practitioner and patient journey
  • Opening and closing duties
  • Administrative duties, scanning, filing, post office, creating content

· Diary management and booking skills, to maximise room occupancy and schedules

  • Create a warm, welcoming reception and waiting area

Knowledge

  • Have basic knowledge of services/treatments/products offered at the Experiential Centre (training will be provided) in order to offer correct information and support on treatments and services when communicating with clients
  • Follow and adhere to ‘By Dr Vali’ policies, processes and procedures, ensuring confidentiality and in line with CQC regulations (training will be provided)

Skills and Qualifications

  • Background in working at private medical or aesthetic clinic
  • Well-presented, confident, punctual, reliable, intuitive able to communicate with high net worth and high-profile client
  • Act in professional, friendly, polite and positive manner with clients at all times
  • Able to maintain confidentiality, professionalism and attention to detail
  • A strong communicator with excellent oral and written communication skills
  • Able to deal with complex issues fast and efficiently putting clients first at all times
  • Experience working in a CQC environment (Desirable)
  • Understanding the implications of the Data Protection Act, Caldicott Principles and GDPR
  • Proficient in appointment management with an ability to multitask IT systems with complete accuracy
  • Understanding of legal best practice standards of data handling and storage specific to the medical field
  • Ability to be discreet and empathetic
  • Ability to multitask, being able to switch with ease from the reception desk to administration and phone/email enquiries
  • Independently prioritising and managing your own workload to ensure an efficient service is provided, being flexible and adaptable to change

What we offer

This role offers the opportunity for interested candidates to work in an ever-changing growing company that is passionate about its products/services. Operating within a fast-moving industry and dynamic category, the successful candidate will find at By Dr Vali the open, creative, and collaborative work environment that everyone seeks for themselves.

· Monthly treatment credit

· Leadership and development training throughout your career

· Rapid promotion

· 28 days holiday allowance including bank holidays

· Access to clinical and medical-grade training

Equal Opportunity Employer

By Dr Vali actively creates a culture of inclusivity and respects that diversity in the workplace leads to a positive and stronger team. It is our policy to provide equal opportunity for all employees, contractors, and prospective employees, regardless of race, colour, national origin, age, pregnancy, sex, sexual orientation, gender identity or expression, veteran status, disability, genetic information or any other criteria protected by applicable federal, state, or local law.

Job Types: Full-time, Permanent

Pay: £26,000.00-£32,000.00 per year

Benefits:

  • Employee discount
  • Employee mentoring programme
  • Health & wellbeing programme
  • Referral programme

Ability to commute/relocate:

  • London W1A 1AB: reliably commute or plan to relocate before starting work (required)

Education:

  • GCSE or equivalent (preferred)

Experience:

  • Client/patient management: 3 years (required)
  • Luxury client: 1 year (required)
  • Organizational Skills: 2 years (required)
  • Front of house: 3 years (required)
  • Diary management: 1 year (required)
  • Medical Practice Management: 1 year (required)
  • Aesthetics/medical wellness: 3 years (required)
  • Beauty/luxury/lifestyle: 3 years (required)
  • Client service: 3 years (required)

Work authorisation:

  • United Kingdom (required)

Work Location: In person

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