Clinic Coordinator | You'll own the client journey

Let's be upfront about one thing first: this is not a reception role. You will not sit behind a desk answering a phone all day. You'll be on the floor, with clients, running the rhythm of a busy nurse-led clinic. You'll open the clinic in the morning and close it at night, and everything between those two moments is yours to own: how the space feels, how the day flows, how every client is looked after, and how our nurses are supported so they can focus entirely on treating.

It's a big role with real authority. If you want an easy job, this genuinely isn't it. If you want to be trusted to run something and take real pride in it, it might be the best one you've had.

About us

We're a boutique, nurse-led clinic in Ainslie founded by Registered Nurses Aileen and Rachel, with over 20 years of combined experience in the aesthetic and medical industries. We were Canberra Local Business Awards finalists in 2024 & 2025. Our philosophy is holistic and client-led: prevention, maintenance and long-term relationships over quick fixes. We exist to elevate the standard of aesthetic care in Canberra through warmth, expertise and an unwavering commitment to excellence. Our clients feel that difference the moment they walk up the stairs, and you'll be a big part of why.

What you'll actually be doing

Your work sits across five priorities. Everything you do should serve at least one of them. 1. Client experience — our highest priority

- Greeting every client warmly and by name, offering tea or water, and making sure no one ever waits without acknowledgement
- Preparing clients for treatment: before photos, consent forms, notifying the nurse the moment their client arrives
- Taking the 3-point handover from the treating nurse at the end of every treatment, then owning checkout, homecare and rebooking so no client ever leaves unsure what happens next
- Contacting every new client within 24–48 hours of booking to confirm the details, check they know where to park, make sure their forms are done, and ask how they heard about us — then logging it so we know what's working

2. Supporting the clinical team

- Keeping our nurses focused on treating by taking everything else off their plate
- Anticipating what's needed before it's asked for, and staying one step ahead of the day




- Being the person we can leave the clinic with. When Aileen and Rachel are treating or away, you're the one holding the floor and making the call

3. Keeping the clinic running

- Opening and closing: unlocking, lights, music, blinds, diffuser, tea and water station in the morning; laundry, dishes, EFTPOS on charge, rooms reset and locking up at night
- Owning the inbox, calls and enquiries — returning missed calls within the hour wherever possible
- Client follow-up and recalls, and keeping treatment plans moving
- Supplier orders, inventory, weekly and monthly stocktakes
- Daily reporting, accurate records and keeping our systems tidy (we use Timely)
- Rosters, and managing breaks and lunches around the clinical day

4. Protecting and growing revenue

- Owning the diary: looking ahead, stacking appointments, closing white space, working recalls and the waitlist, and moving clients across the team when the nurse they asked for isn't available
- Rebooking every client before they leave, in line with their treatment plan
- Confidently explaining our memberships, preparing quotes and supporting payment plans
- Reinforcing the nurse's skincare recommendation and dispensing at checkout. We never sell for the sake of selling. The question is always "will this genuinely improve this client's outcome?" If yes, recommend it with confidence
- Managing our Squarespace site, e-commerce orders, the social inbox and content where needed

5. Clinic presentation

- Keeping reception, treatment rooms and bathrooms immaculate all day — cups washed, surfaces wiped, displays dusted, front door glass clean, bins emptied before they're full
- Weekly deep-clean standards, and a final walkthrough before you lock up
- Everyone here cleans, including the owners. But you own the standard. And to be explicit about how we see it: you're not cleaning, you're protecting the premium experience our clients pay for

Who you are





We'd love to hear about your experience with:
- Retail sales — you're confident recommending and selling, and you enjoy it (we'll train you on our products)
- Calendar / diary management — ideally in a clinical, salon or appointment-based setting, where you've actively optimised a schedule to reduce gaps
- Taking charge — you've been the person left in charge, and you're comfortable holding a standard with a team rather than being one of the crowd
- Ownership — when there's a quiet moment you find the next most useful thing and do it, rather than waiting to be asked. This is the single biggest predictor of success in this role
- Booking software (we use Timely) and general tech confidence
- Warmth, polish and genuine care — our clients trust us, and you'll protect that
- An eye for detail. Luxury lives in the details, and you notice the things other people walk past

Lovely to have (but we'll train the right person):

- Experience in the aesthetics, beauty, dental, medical or physio industries
- Squarespace or e-commerce experience

You don't need aesthetic-industry experience. The right personality, sales ability and organisational instinct matter more. We'll teach you the rest.

Why you'll love working here

- $37–$43 per hour + super, plus commission when you hit your KPIs — your effort is rewarded
- Real ownership — a senior, trusted role with a genuine path to step up as we grow
- A clinic that's actually set up for you to succeed — you'll be handed a full Clinic Coordinator Playbook with our standards, systems and daily rhythm, so you're never guessing what "good" looks like
- Clinic perks — complimentary/discounted staff treatments, paid training and professional development, team events and more
- A supportive, values-led team founded and led by two RNs who care deeply about their people and their clients

How to apply

Send your CV and cover letter via Seek. Two things we'd love you to answer in your application:
1. Tell us about a time you turned a quiet diary or a walk-out into a sale or a booking. A real example, please.
2. Tell us about a time you were left in charge and something went wrong.

We can't wait to meet the person who's going to help our clients feel their most confident, every single visit.

📌 Clinic Coordinator | Boutique Aesthetics Clinic (Ainslie)
🏢 Aesthetics u0026 Wellness Collective
📍 Ainslie