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Clinic & Pharmacy Operations Coordinator
£29,000–£31,000 per annum | Full-time | Monday–Friday | Hitchin

Pharmacy experience required. An opportunity to move beyond a traditional pharmacy assistant role into clinic operations, patient support, stock management and digital healthcare.

About the Role

We are looking for an organised, proactive and digitally confident Clinic & Pharmacy Operations Coordinator to take day-to-day responsibility for supporting the smooth running of our private clinic and pharmacy in Hitchin.

This is not a traditional pharmacy counter role.

The position combines clinic administration, patient support, appointment management, stock control and ordering, pharmacy operational support, digital systems, compliance administration and social-media/content support.

The role is primarily Monday to Friday, providing operational coordination during the clinic and pharmacy's busiest working hours.

We are looking for someone who is comfortable taking ownership of tasks, following processes through to completion and working in a modern healthcare environment that increasingly uses web applications, automation and emerging technologies.

Key Responsibilities Clinic Operations & Patient Support

• Coordinate the day-to-day administrative running of the clinic.
• Manage patient appointments, bookings, cancellations and rescheduling.
• Respond professionally to telephone, email, online and face-to-face enquiries.
• Support patients throughout their clinic journey.
• Ensure enquiries and outstanding actions are followed through appropriately.
• Coordinate practitioner schedules and help ensure clinic sessions run smoothly.
• Maintain accurate patient and administrative records.
• Direct clinical questions and decisions to the appropriate pharmacist, prescriber or healthcare professional.
• Help maintain a professional, organised and welcoming clinic environment.

Pharmacy Operations & Stock Management

• Support the day-to-day operational running of the pharmacy.
• Monitor pharmacy, clinic and retail stock levels.
• Identify products requiring replenishment.
• Prepare and place orders with approved suppliers.
• Receive and check deliveries.
• Update electronic inventory and stock-management systems accurately.
• Monitor expiry dates and maintain appropriate stock rotation.
• Investigate routine stock discrepancies and escalate where appropriate.
• Assist with pharmacy duties within the individual's training, competence and authorised scope.
• Refer dispensing, prescribing and other professional matters to the responsible pharmacist or appropriate clinician.

Digital Systems & Technology

A significant part of this position involves using digital systems to manage clinic and pharmacy operations.

Responsibilities include:

• Using web-based applications for appointment management, patient administration, inventory and other operational processes.
• Maintaining accurate information across relevant systems.
• Learning and adopting new software and digital workflows.
• Supporting the implementation of technology and automation designed to improve efficiency.
• Identifying repetitive administrative processes that could potentially be streamlined.
• Assisting with basic website or online service updates where required.

Candidates should therefore be comfortable with technology and willing to learn new systems quickly.

Social Media & Content Support

• Assist with creating simple social-media content for the clinic and pharmacy.
• Take appropriate photographs or short videos for approved marketing content.
• Help prepare and schedule posts.
• Use tools such as Canva or similar platforms where required.
• Help maintain accurate service information across digital channels.
• Follow brand guidelines when creating content.
• Maintain patient confidentiality at all times.

This is a supporting part of the position rather than a dedicated social-media or marketing role.

Compliance & Operational Standards

• Complete routine operational and regulatory checks.
• Maintain required administrative records, logs and checklists.
• Follow relevant Standard Operating Procedures (SOPs).
• Support the maintenance of appropriate clinic and pharmacy documentation.
• Help ensure patient-facing and operational areas remain organised and compliant.
• Maintain confidentiality and appropriate information-governance standards.
• Escalate regulatory, clinical or professional concerns to the appropriate responsible person.
• Complete mandatory and role-specific training.

Phlebotomy & Development

Phlebotomy experience is desirable but not essential.

Where appropriate, the successful candidate may be provided with approved phlebotomy training.

Following successful training, competency assessment and authorisation, responsibilities may include:

• Supporting clinic blood-testing appointments.
• Performing venepuncture within their demonstrated competence and clinic procedures.
• Following appropriate sample identification, handling and documentation procedures.
• Maintaining required competency and training records.

Essential Requirements

Candidates should have:

• Previous experience working in a pharmacy or similar healthcare environment.
• Appropriate pharmacy assistant training or relevant pharmacy experience.
• Strong organisational and administrative skills.
• Excellent communication and customer-service skills.
• Confidence communicating with patients both face-to-face and remotely.
• Good computer literacy.
• Confidence using web-based applications.
• Ability and willingness to learn new technologies.
• Strong attention to detail.
• Ability to prioritise multiple tasks during busy periods.
• Ability to take ownership of tasks and follow them through to completion.
• Professional understanding of confidentiality and sensitive patient information.
• Ability to work effectively both independently and as part of a healthcare team.

Desirable Experience

We would particularly welcome applicants with experience in one or more of the following:

• Private pharmacy or private healthcare.
• Clinic administration or coordination.
• Pharmacy stock management and ordering.
• Phlebotomy.
• Appointment and booking systems.
• Healthcare software or patient-management systems.
• Canva or other content-creation platforms.
• Social-media content creation.
• AI tools, workflow automation or other emerging digital technologies.

Who This Role Would Suit

This role would suit someone who enjoys being the person who keeps things organised and makes sure things get done.

You may move during the day between helping a patient, managing appointments, checking stock, placing an order, updating a digital system, preparing clinic documentation and helping create a social-media post.

You should therefore be comfortable working in a role that combines healthcare, administration, operations and technology.

We are particularly interested in candidates who are proactive and can identify what needs doing rather than waiting to be given an instruction for every task.

Scope of the Role

The Clinic & Pharmacy Operations Coordinator is not employed as a pharmacist, prescriber or independent clinician.

Clinical decisions, prescribing decisions, dispensing supervision and activities requiring the professional judgement of a registered healthcare professional remain the responsibility of the appropriately registered pharmacist, prescriber or clinician.

Employees must work within their training, demonstrated competence, authorised responsibilities and applicable clinic/pharmacy procedures.

The pharmacy and clinic may also operate on Saturdays; however, routine Saturday cover is provided separately and is not part of the normal working pattern for this position.

Occasional additional hours may be requested by agreement and will be managed in accordance with the employment contract.

Benefits should include your actual offering, for example:

• 28 days' paid holiday including bank holidays or your chosen holiday structure, subject to statutory minimum entitlement
• Workplace pension
• Role-specific training
• Phlebotomy training where appropriate
• Ongoing professional development
• Staff discount

Job Type: Contract

Pay: £29,000.00-£31,000.00 per year

Application question(s):

• Have you worked in a private clinic or delivered services like vaccinations, blood testing, or consultations?
• Do you have previous experience working in a UK pharmacy, private clinic or similar healthcare setting?
• Do you hold pharmacy assistant training/qualification, or have previous experience working as a pharmacy/dispensary assistant?
• Are you confident using web-based applications and digital systems for tasks such as appointment management, stock control, customer enquiries and general administration?
• This is a varied role that includes clinic coordination, stock management, patient enquiries, regulatory administration and creating basic social media content. Are you comfortable taking responsibility across all of these areas and undertaking additional training such as phlebotomy?

Work Location: In person