Virtual Receptionist

Virtual Receptionist / Appointment Setter

Company: GrowYourClinic (Sales Agency) Location: Remote Type: Full-time

About Us

We're a sales agency working with clinics in the medical industry across the UK, Ireland, and the US. We handle inbound enquiries, appointment bookings, and client communications on behalf of our clinic clients across a range of treatments and services. We're scaling fast and looking to bring on a sharp, reliable receptionist to help us deliver outstanding service across multiple clinic accounts.

The Role

You'll be the first point of contact for leads coming into our clinic clients. Your main responsibility will be calling leads to qualify them, build rapport, and convert them into booked appointments. You'll also handle inbound enquiries via WhatsApp, SMS, and social media DMs as a secondary part of the role.

You'll work across 10 clinic accounts, each with its own persona and brand voice. You'll be using GoHighLevel (CRM), WhatsApp Business, and Notion daily.

Responsibilities

• Call inbound and follow-up leads daily as the primary part of the role
• Respond to enquiries across 10 clinic accounts via WhatsApp, SMS, and social DMs within target response times (typically under 5 minutes during shift hours)
• Qualify leads by asking the right discovery questions about treatment type, experience, goals, and availability
• Book appointments directly into each clinic's calendar
• Send and follow up on deposit payment links to secure bookings
• Run long-term follow-up sequences for leads who don't book first time (warm reactivation, golden follow-up)
• Maintain each clinic's tone of voice consistently across calls and messages (you'll be working under different personas for different clinics)
• Update CRM contacts with notes, custom fields, and final sale values where applicable
• Flag any urgent issues, complaints, or unusual enquiries to Ben
• Hit a minimum 20% lead-to-booking conversion rate across accounts

Requirements

Must-haves:

• Clear spoken English with no strong accent (this is non-negotiable, you'll be calling clients across the UK, Ireland, and the US daily)
• Excellent written English
• Confident, friendly, and professional phone manner
• Strong typing speed and accuracy
• Reliable high-speed internet connection
• Quiet professional working environment
• Available to work UK and US business hours (with some flexibility for evenings/weekends)
• Comfortable working across multiple accounts and switching personas quickly
• Sales-oriented mindset with a focus on conversion, not just admin
• Attention to detail and ability to follow scripts and processes

Nice-to-haves:

• Previous experience in sales, customer service, or appointment setting
• Familiarity with GoHighLevel, WhatsApp Business, or similar CRMs
• Experience in the medical, healthcare, or wellness industry
• Background in writing copy or social media management

What We Offer

• Competitive base salary based on experience
• Performance bonuses tied to booking conversion rates
• Fully remote position, work from anywhere
• Long-term role with growth opportunities as we scale
• Training provided on systems, scripts, and clinic-specific knowledge
• Supportive team environment with clear processes and Notion knowledge bases for each client

How to Apply

Please send:

• A short voice note (1-2 minutes) introducing yourself and explaining why you'd be a good fit
• Your CV
• ID proof
• Examples of any previous customer service or sales work if available

Shortlisted candidates will be invited to a paid trial period to assess fit before being offered the full role.

Job Types: Full-time, Part-time

Pay: £2,500.00-£3,000.00 per month

Expected hours: 48 per week

Benefits:

• Gym membership
• Sick pay
• Work from home

Work Location: Remote