Operations and Client Experience Coordinator

Job Description CompanyGC Biosciences LtdLocationPrimarily office-based (UK) - Northants Area, KetteringHybrid working: up to 1 day per week remoteWorking Pattern and PayPart-time: 6 hours per day, 5 days per week (30 hours total)Pay: 13.00 per hourAnnual equivalent: 20,280 per annum (30 hours/week)Reviews: Role scope, hours, and pay reviewed every 3 months based on performance and company growthAs GC Biosciences scales, high-performing coordinators can expect increased responsibility, hours, and pay over time.Role OverviewGC Biosciences is seeking a reliable, detail-oriented Operations and Client Experience Coordinator to support and execute the day-to-day operational workflows of the business.This role acts as the central communications and coordination hub, ensuring clients receive timely, professional, premium-standard communication and that operational stepsincluding lead handling, scheduling, test kit logistics, laboratory coordination, documentation, and invoicing supportare completed accurately and consistently.You will work closely with directors, consultants, laboratories, clinicians, and suppliers to ensure workflows run smoothly, nothing is missed, and records remain organised and compliant.This is a hands-on execution role with clear ownership of tasks and processes, rather than a strategic management position.Core Responsibilities1) Client Journey Coordination and CommunicationsCoordinate the client journey from enquiry to follow-up, including:olead handling and follow-upobooking and appointment confirmationsotest kit dispatch and trackingosample status monitoringoresults chasingoconsultation schedulingopost-consultation follow-up communicationsMaintain a clear, professional, and consistent communication standard with clients.Ensure no leads or clients are lost due to delayed or missed follow-up.Keep client records and pipeline status accurate and up to date.2) Scheduling and Internal CoordinationCoordinate consultant and director diaries, including consultations, testing sessions, and internal meetings.Maintain clear internal tracking systems so directors and consultants can easily see client and task status.Reduce missed appointments, rebookings, and last-minute escalations through disciplined process execution.3) Diagnostics, Laboratories and External PartnersLiaise with laboratories and suppliers regarding:otest kits and consumablesoturnaround timesoresult availabilityoissue resolutionTrack samples and results proactively, chasing where timelines slip.Ensure clinical and operational documentation is complete, correctly filed, and accessible.4) Finance and Administration SupportSupport accurate client invoicing by ensuring services delivered align with invoices issued.Check laboratory and supplier invoices against services provided and agreed pricing; flag discrepancies to directors.Maintain organised records for invoices, payments, and supplier documentation in line with existing finance processes.5) Process, Compliance and Continuous ImprovementFollow established SOPs and support keeping them up to date as processes evolve.Handle client and clinical data in line with GDPR and confidentiality requirements.Identify recurring operational issues or inefficiencies and raise practical improvement suggestions to leadership.KPIs / Measures of SuccessClient journey completion: clients progress through booking kit sample results consultation follow-up without avoidable delays.Responsiveness: timely handling of enquiries, follow-ups, and internal requests.Scheduling accuracy: low missed-appointment and rebooking rates.Operational reliability: minimal dropped tasks or last-minute escalations.Invoicing accuracy: reduced corrections and early identification of discrepancies.Record quality: documentation complete, consistent, and audit-ready.Skills and ExperienceEssentialExperience in an administrative, coordination, or operations support role within a high-touch service environment (e.g. healthcare, diagnostics, private clinic, professional services, executive support).Strong organisational skills with high attention to detail.Clear, professional written and verbal communication.Comfortable handling confidential and sensitive information.Competent using digital admin systems, CRMs, and structured documentation tools.DesirableExperience in regulated environments (healthcare or diagnostics).Familiarity with SOP-driven workflows.Exposure to invoicing or finance administration support.Experience supporting senior staff or leadership teams.Why Join GC BiosciencesA trusted operational role within a growing premium health and longevity business.Clear performance-based progression as the company scales.Opportunity to build experience in healthcare operations, client management, and regulated workflows.Close working relationship with founders and senior consultants in a scaling organisation.

Created: 2026-03-07