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Job Description

Our team at Cosmetique Clinic is growing and we’re currently looking to hire a Front Desk Officer. As a Front Desk Coordinator at our medical clinic, you will play a pivotal role in ensuring the smooth operation of our front desk, providing exceptional service to our patients, and managing and coordinating the current receptionists. Your primary responsibility is to create a welcoming and organised environment while efficiently managing various administrative tasks and overseeing the receptionist team. 

We hire on attitude and not solely on CV. We will select our new member based on their understanding of the roles and goals expected as well as how well we feel they fit with our clinic’s values:

  • Do everything with a smile (& take fun seriously!)

  • Be honest and transparent in all situations

  • Quality first... Pay attention to detail

  • Treat everyone with respect (treat yourself, each other and our patients with the utmost respect)

  • Stick to our core competencies (we are world-class at what we do & we stick to our core competencies)

  • Never stop learning / continuously improve (be open to feedback & have a growth mindset) 

  • Take 100% self responsibility & own your role

As part of our dream team, your manner and attention to details must be World-Class! If you would like to learn more about the position and you truly you feel you fit with and can live up to these values then please apply for the position by accurately following these 4 simple instructions:

  1. Cover letter explaining why you would be a prefect fit for our company 

  2. Updated CV with contact details and relevant qualifications 

  3. State your salary expectations

  4. Send email to


Email subject to read:

[Your Name] | Application for Front Desk Officer| Cosmetique Clinic


Only applications sent to the above email address will be considered. Open to expatriates.

Key Responsibilities

  • Patient Check-In and Check-Out: Greet patients as they arrive, check them in for appointments, and verify their personal information. Assist with patient check-out, schedule follow-up appointments, and collect payments as necessary.

  • Appointment Scheduling: Manage patient appointments, ensuring accurate scheduling and confirmation. Coordinate with medical staff to accommodate urgent cases or schedule changes.
    Coordinate the allocation of patient requirements with service provider availability.

  • Medical Records: Maintain and update patient records, ensuring all information is accurate and confidential. Assist with record requests and transfers as needed.

  • Insurance Claim forms: Assist with insurance-related inquiries or paperwork.
    Phone and Email Communication: Manage the processing of incoming calls and emails, addressing patient inquiries, appointment requests, and general clinic information. Relay messages to medical staff
    when necessary.

  • Billing and Payment Processing: Manage billing and payment processing tasks, including generating invoices and processing payments.

  • Waiting Area Management: Manage Keeping the waiting area clean, organized, and comfortable for patients. Ensure reading materials and relevant information are readily available.

  • Medical Supplies: Monitor and replenish office and medical supplies as needed, ensuring the clinic operates efficiently.

  • Patient Confidentiality: Adhere to strict patient confidentiality and data protection guidelines, maintaining the security and privacy of patient information.

  • Receptionist Team Management: Coordinate and manage the current receptionist team. Ensure the receptionists are equipped to handle their responsibilities effectively.
    Emergency Procedures: Be prepared to respond to medical emergencies by following clinic protocols and contacting appropriate medical personnel or services.


  • Education and Certification:

- A high school diploma or equivalent.

- Relevant diploma or certificate would be beneficial.

  • Skills and Abilities:

- 1-3 years of relevant experience.

- Fluent in English and in French.
- Excellent verbal and written communication skills are essential to interact professionally with clients, visitors, and colleagues.
- Proficiency in using common office software, email, and scheduling programs is important.
- Attention to detail, especially when dealing with patient records and billing information.
- Strong organisational and time management skills.
- Knowledge of the Data Protection Act and patient privacy.
- Ability to work both independently and collaboratively in a healthcare team environment.
- Proficiency with office equipment like copiers, scanners, and fax machines, as well as the ability to troubleshoot common technical issues.

- Leadership skills to manage the front office team.


  • Build positive relationships with clients and visitors.

  • Handling phone calls professionally and directing them to the appropriate person or department.

  • Juggling various tasks and responsibilities while staying organized and meeting deadlines.

  • Dealing with difficult situations or unhappy clients in a calm and courteous manner.

  • Speaking multiple languages can be a significant advantage.

  • Familiarity with general office procedures, such as filing, record-keeping, and mail handling.

  • Being able to adapt to changing circumstances, such as handling emergencies or accommodating unexpected visitors or tasks.

  • Collaborating with colleagues and assisting other departments when needed.

  • Salary: TBD - will be based on skills and experience.

  • START DATE: 8 January 2024

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