About the Role

TOPCHIRO is looking for a friendly, organised and proactive Chiropractic Assistant (CA) to join our growing team.

This is a varied role combining client care, appointment management, administrative support and lead management. You will play an important part in ensuring our clinics run smoothly, providing an excellent experience for our clients and supporting our chiropractors and management team across our UK locations.

You will communicate with clients by telephone, email and video call, manage appointments across multiple clinic diaries, follow up new client enquiries and assist with a range of clinical and operational tasks.

We are looking for someone who is confident communicating with people, highly organised, comfortable working independently and passionate about delivering outstanding client care.

Key Responsibilities

Client Care & Communication

• Provide a warm, professional and welcoming experience for clients through telephone, email and video communication.

• Respond to incoming calls and emails from clients across all TOPCHIRO UK locations, answering enquiries and providing information about our services.

• Support clients with appointment bookings, rescheduling, cancellations and general queries.

• Educate clients about chiropractic care and the importance of ongoing wellness and maintenance plans, in line with TOPCHIRO procedures.

• Act as a key point of contact between clients, chiropractors and clinic management.

• Support client onboarding, digital form completion and the preparation of documentation.

• Assist with client satisfaction initiatives, including feedback surveys and Google review requests.

Appointment & Clinic Diary Management

• Manage appointment scheduling across multiple UK clinic locations using Practice Hub, our main client database.

• Help maintain accurate and efficient clinic diaries, supporting appointment availability and overall clinic flow.

• Process client payments and take deposits over the telephone, ensuring transactions are recorded accurately.

• Support the smooth day-to-day running of clinic operations by helping resolve scheduling and administrative queries.

New Client Leads & Follow-Up

• Track and manage new client enquiries received by telephone, email and UCC Near Me.

• Maintain accurate and up-to-date lead records using our CRM system, currently Excel or Salesforce.

• Follow up with prospective clients consistently and professionally to encourage appointment bookings and maximise conversion rates.

• Monitor enquiry outcomes and support the team in identifying opportunities to improve the client journey.

• Work closely with chiropractors and management to ensure prospective clients receive timely and appropriate communication.

Clinical & Administrative Support

• Assist chiropractors during appointments by carrying out designated tests and examinations, following appropriate training and authorisation.

• Ensure client records and notes are kept accurate and up to date, including checking patient identifiers and recording dates correctly.

• Support client onboarding, digital form completion and administrative documentation.

• Prepare client letters, reports and other written communications as required.

• Assist management with developing and documenting standard operating procedures, including email templates, record-keeping processes and reporting systems.

• Prepare team meeting minutes, statistics and other operational documents.

• Support the Director and management team with ad hoc administrative and organisational tasks.

• Identify opportunities to improve systems, processes and efficiency across the business.

Marketing & Client Retention

• Support client retention and engagement initiatives across our clinics.

• Assist with preparing and distributing newsletters, writing blog content and creating social media posts, where appropriate.

• Contribute to marketing and communication activities that promote our services and strengthen relationships with existing and prospective clients.

About You

We are looking for someone who combines excellent communication skills with a caring, professional approach and a strong eye for detail.

Essential skills and qualities:

• Excellent verbal and written communication skills.

• A warm, empathetic and professional telephone manner, with the ability to make people feel comfortable and supported remotely.

• Strong organisational skills and the ability to manage multiple priorities effectively.

• Confidence working independently, taking initiative and managing your own workload with minimal supervision.

• Excellent attention to detail, particularly when handling client records, appointments and administrative information.

• Good IT skills, including Microsoft Office, Excel or Google Sheets, and the ability to learn new systems quickly.

• A positive, proactive attitude and a genuine commitment to providing excellent client care.

• The ability to communicate effectively with clients, chiropractors and colleagues across multiple locations.

• A willingness to learn, accept feedback and contribute ideas to improve the way we work.

Desirable experience:

• Previous experience in a healthcare, chiropractic, dental, medical or other patient-facing environment.

• Previous experience working as a Chiropractic Assistant (CA), receptionist, patient coordinator or healthcare administrator.

• Familiarity with practice management software, appointment scheduling systems or CRM platforms.

• Experience managing enquiries, following up leads, converting enquiries into bookings or working in a sales or customer service role.

• Experience preparing reports, writing professional correspondence, creating content or supporting marketing activities.

• Basic knowledge of chiropractic care and the importance of ongoing client engagement.

Why Join TOPCHIRO?

• A varied and rewarding role: Be involved in client care, clinical support, clinic operations, lead management and business development.

• Work across our UK clinics: Build relationships with teams and clients across multiple locations.

• Make a meaningful contribution: Help improve the client experience and support the efficient running of our clinics.

• Develop your skills: Gain experience across chiropractic care, healthcare administration, client communication, CRM systems, reporting and operational processes.

• Be part of a growing team: Contribute ideas, learn new skills and help us continually improve the way we work.