Aesthetic Assistant/Treatment Coordinator.

Role Overview
The Aesthetic Assistant is responsible for supporting the aesthetic clinical team, ensuring treatment rooms are fully prepared, patients receive an exceptional experience, and all clinical and administrative tasks are completed efficiently.
The role requires a professional, friendly, proactive individual with excellent attention to detail and an interest in aesthetics and patient care.
Daily Duties
Treatment Room & Clinical Preparation
• Prepare treatment rooms with all necessary products, equipment, and supplies.
• Prepare patients for treatments, including cleansing skin and applying numbing cream as directed.
• Ensure all consent and medical history forms are completed before treatment.
• Take standardised before-and-after 3D photographs.
• Assist practitioners during aesthetic procedures and maintain patient comfort.
• Restock treatment rooms, emergency trays, brochures, and clinical supplies.
• Clean and sanitise treatment rooms between patients in accordance with infection-control procedures.
• Ensure bathrooms, hand sanitiser, soap, and other patient facilities are fully stocked.
• Ensure aesthetic products and treatment supplies are securely stored.
Patient Experience
• Welcome patients warmly and professionally.
• Provide new patients with a high-quality clinical tour, following the New Patient Tour script.
• Offer patients tea, coffee, water, or other refreshments when required.
• Provide pre- and post-treatment instructions as directed by the practitioner.
• Offer Skinade or other post-treatment refreshments where appropriate.
• Monitor patients who are late for appointments and communicate with reception.
• Ensure patients receive an exceptional experience throughout their visit.
Patient & Administrative Support
• Assist with appointment confirmations via WhatsApp, email, phone, and messages when required.
• Support patient check-outs, payments, deposits, invoices, and follow-up bookings.
• Ensure treatment plans and practitioner notes are updated promptly.
• Enter aesthetic product usage, including fillers and Profhilo, into the appropriate logs.
• Send review requests to patients following positive experiences.
• Support Pipedrive follow-up activities when patients do not rebook.
• Assist with insurance administration and claims when required.
Front Desk & Clinic Support
• Monitor the daily schedule and ensure rooms and patients are fully prepared.
• Support reception with administrative duties when required.
• Maintain a clean, organised, and luxury-standard reception and waiting area.
• Assist with sterilisation of instruments when required.
• Support the wider dental and aesthetic team as directed by management.
Weekly Duties
• Monitor aesthetic stock, consumables, and clinical supplies.
• Receive and organise deliveries and report low-stock items to management.
• Clean and restock fridges and emergency trays.
• Maintain brochures, treatment information, and product displays.
• Assist with overdue Pipedrive follow-ups and patient journey management.
• Assist with product and treatment sales, including Skinade and post-care products.
Monthly Duties
• Attend team meetings and training sessions.
• Ensure patient and administrative records remain accurate and up to date.
• Assist with clinic marketing and social media activities when required.
• Complete any additional administrative or clinical support duties requested by management.
Key Skills & Requirements
• Previous experience in a dental, medical, aesthetic, beauty, or luxury customer-service environment preferred.
• Strong interest in aesthetic treatments and skincare.
• Excellent communication and interpersonal skills.
• Professional, friendly, and confident manner.
• Highly organised with excellent attention to detail.
• Ability to multitask and work efficiently in a fast-paced clinical environment.
• Strong understanding of patient confidentiality and data protection.
• Comfortable using computer systems and administrative platforms such as Pipedrive.
• Proactive attitude with a strong focus on patient experience and teamwork.
• Willingness to learn about aesthetic treatments, products, and clinical procedures.