Medical Secretary jobs in Glasgow G66

We are a premium, physician-led hair restoration clinic in Glasgow seeking a dynamic, highly organised, and empathetic professional to join our team. This is a 100% in-clinic, full-time dual role that bridges front-of-house patient care, clinic administration, and hands-on surgical support.

This position is ideal for someone with a background as a Dental Nurse, Surgical Assistant, or Clinical Administrator who thrives in a varied, patient-centric environment. You will be the primary point of contact for our patients from their first enquiry through post-operative recovery, while also directly assisting the lead hair transplant surgeon in the treatment room on procedure days.

Key Responsibilities

Front-of-House & Patient Coordination (Non-Surgery Days):

• Patient Communication: Act as the welcoming face and voice of the clinic. Confidently answer inbound phone calls, respond to email inquiries, and make proactive outbound calls to prospective and existing patients.
• Clinic Opening & Preparation: Unlock and open the clinic promptly each morning, unlock key clinical areas, turn on facilities and equipment, and conduct thorough walk-throughs to ensure all public areas and reception spaces are impeccably tidy, hygienic, welcoming, and fully prepared for early patient arrivals.
• Compliance & Quality Assurance: Maintain detailed administrative support for staff and patient compliance logs, ensuring all documentation aligns with regulatory and clinical standards (such as HIS/CQC guidelines). Manage, update, and archive clinical records, and conduct regular internal audits to ensure ongoing compliance and high operational quality across the clinic.
• Diary Management: Independently schedule, reschedule, and coordinate patient consultations, surgical procedure dates, and post-operative review appointments using our Electronic Health Records (EHR) system (Cliniko).
• Records Management: Update and maintain digital patient files accurately. Ensure all medical questionnaires, consent forms, photos, and follow-up notes are completed and filed accurately.
• Clinic Operations: Greet visitors warmly to ensure a professional first impression. Maintain the hygiene and premium presentation of the reception area, assist with basic bookkeeping, and manage daily/weekly compliance logs.

Clinical Support (Surgery Days):

• Treatment Room Preparation: Take full ownership of preparing the hair transplant treatment room prior to surgery. Ensure the surgical suite is thoroughly cleaned, all consumables are fully stocked, and orders are placed.
• Pre-Operative Care: Welcome patients on the morning of their procedure, guide them through final consent paperwork, take standardised medical photographs, and perform basic pre-op health checks (e.g., blood pressure).
• Surgical Assisting: Assist the surgeon chairside during FUE (Follicular Unit Excision) procedures. Duties include managing chilled preservation solutions, assisting with graft inspection and sorting under magnification, and ensuring the surgical field remains clear and organised.
• Post-Operative Care: Monitor patient comfort during long procedure days. Assist with post-surgery bandage application, hand over medication packs, clearly explain aftercare instructions, and conduct post-op hair washes.

Requirements & Qualifications

• Experience: Previous experience as a Dental Nurse, Surgical Assistant, Medical Receptionist, or Clinic Administrator in a private healthcare, aesthetic, or high-end service environment is essential. (Comprehensive training in hair restoration procedures will be provided).
• Regulatory Knowledge: Familiarity with or experience working within a Healthcare Improvement Scotland (HIS) or CQC-regulated clinic environment is highly desirable.
• Technical Skills: Strong digital literacy with hands-on experience using EHR software (specifically Cliniko, or similar) and Google Workspace. Exceptional attention to detail and accurate data entry skills are mandatory.
• Interpersonal Skills: Outstanding verbal and written communication skills with a compassionate, reassuring telephone manner. A strict understanding of patient confidentiality, data protection (GDPR), and medical ethics.
• Annual Leave Restrictions: Annual leave must be taken strictly on non-surgical days to ensure smooth operation and coverage aligned with the clinic surgical schedule.

Pay: £26,000.00-£28,000.00 per year

Work Location: In person