Employer description: Representing Ace Aesthetics in a polite and friendly manner at the skin and laser clinic

Hours of work: 8.00am – 6.00pm with potential lates of 8pm (Monday – Friday with flexibility to work Saturdays if possible) 45 minute lunch break.

Annual holiday entitlement: 20 days plus statutory holiday entitlement

Closing date: 07/08/2021

Start date: 01/06/2021

Pay: £210 per week

Location: ACE Aesthetics Skin Clinic Limited, 3 Castle Yard, Richmond, TW10 6TF

Job responsibilities:

Working directly for the: Clinic Administrator

  • Managing client flow; greeting, settling and checking in and out clients, informing of wait times. Necessary use of sanitiser and completion of covid paperwork, as well as offering refreshments.
  • Liaise with the therapists and assist in room preparation where necessary.
  • Diary management; learning the ‘Phorest’ clinic system, taking and amending appointments, updating the systems and records. Implementing staff breaks and helping to prepare client record cards for the therapists.
  • Keeping client records up to date.
  • Day end and reconciliation for week end.
  • Ensure client courses are updated and correct on the system.
  • Sell products and update stock records.
  • Taking payments/cash handling for clients, as well as treatments and stock.
  • Set up online payments for treatments.
  • Gathering appropriate reports for analysis.
  • Customer service; taking phone calls and enquiries, giving directions to the clinic in a polite and helpful manner. Using improvisation when customers have urgent enquiries whilst a therapist is busy.
  • Managing records and filing appropriately whilst maintaining confidentiality. Adding appropriate notes with correct language.
  • Business analytics; assisting wtih reports, budgeting and planning ahead. Planning for treatment and product sales weekly or monthly. Therapist sales and learning appropriate equipment usage.
  • Assisting the clinics brand reputation and social media coverage.

Skills & abilities required:

  1. Excellent communication skills with clear spoken English.
  2. Knowledge of customer care, able to deal professionally with personal and telephone callers.
  3. Accurate I.T. skills and knowledge of MS Word and Excel, and the Internet.
  4. Able to work flexibly and independently within a team; asking for and giving support as needed.
  5. Able to understand and respect the importance of confidentiality, both within and outside the workplace.
  6. Aware of Health & Safety and Equality & Diversity.
  7. Able to understand the importance of being punctual and the impact absence has on the effectiveness of the team.


  • Anyone aged 16 and over may apply for this apprenticeship.
  • GCSE passes in Maths and English are desirable requirements.
  • Applicants must reasonably be able to travel to work within a maximum of 1 hour.

Apprenticeship Information:

  • Level 2 Customer Service Practitioner Standard – (click for more information).
  • Functional Skills in Maths, English and ICT at Level 2 (if required).
  • Minimum duration: 12 Months.
  • A minimum of 1 day per week will be allocated for training purposes.

This apprenticeship vacancy will be subject to an enhanced DBS check