Client Success & Appointments Coordinator

The Digital Dietitian is a specialist online dietetic practice dedicated to helping people with Irritable Bowel Syndrome (IBS) regain confidence in their gut and improve their quality of life through evidence-based nutrition. We combine expert clinical care with a warm, supportive approach to help our clients achieve lasting results.

As our practice continues to grow, we are looking for a proactive, organised and compassionate Client Success & Appointments Coordinator to become an important part of our team.

This is much more than a traditional virtual assistant role. You will often be the first person prospective clients speak to, playing an important role in creating an exceptional experience from their very first interaction with our business.

The Role

Your primary responsibility will be ensuring that no enquiry is forgotten and that every prospective client receives timely, professional and friendly communication.

You will also support existing clients with administrative tasks, helping ensure a smooth and positive client experience from initial enquiry through to onboarding.

Key Responsibilities:

Lead Follow-up & Appointment Coordination

• Contact prospective clients who completed an enquiry form but have not yet booked an appointment.
• Follow up with clients who missed their scheduled IBS Clarity Call.
• Make friendly, professional follow-up phone calls using our business phone system.
• Send WhatsApp messages, email s and SMS reminders where appropriate.
• Help prospective clients book or reschedule appointments.
• Record all communication accurately within our CRM.
• Escalate clinical questions or sales discussions to Aleks when required.

Client Success

• Send welcome email s to new clients.
• Send onboarding information and client intake forms.
• Follow up on outstanding forms and questionnaires.
• Ensure all documentation is completed before consultations.
• Respond to routine administrative enquiries.
• Help maintain a positive and supportive client experience.

Business Administration

• Keep client records organised and up to date.
• Update Kajabi, Calendly and other business systems.
• Assist with invoice administration when required.
• Organise Google Drive folders and business documents.
• Prepare a simple weekly report summarising follow-up activity.
• Support additional administrative tasks as the business grows.

What We're Looking For

Essential:

• Excellent spoken and written English.
• Friendly, warm and professional communication style.
• Confident speaking with people over the phone.
• Highly organised with excellent attention to detail.
• Reliable and able to work independently.
• Comfortable following Standard Operating Procedures (SOPs).
• Quick learner who enjoys improving processes.
• Strong time management skills.
• Stable internet connection and suitable home working environment.

Desirable:

• Previous customer service or appointment-setting experience.
• Experience working remotely.
• Experience using CRM systems.
• Experience with Calendly, Kajabi, Google Workspace or similar platforms.
• Experience supporting healthcare or coaching businesses.

What Success Looks Like:

During your first few months, success in this role will include:

• Prospective clients are contacted promptly after submitting an enquiry.
• Missed appointments are followed up professionally and consistently.
• Administrative tasks are completed accurately and on time.
• Client records remain organised and up to date.
• Weekly activity reports are delivered consistently.
• Every interaction reflects the caring, professional reputation of The Digital Dietitian.

Our Values:

We believe in treating every person with kindness, respect and empathy.

We never pressure people into purchasing services. Instead, we aim to provide an exceptional experience, answer questions honestly, and help people take the next step when they are ready.

We are looking for someone who genuinely enjoys helping others and who wants to become a valued part of a growing healthcare business.

Hours & Working Pattern:

• Approximately 10 hours per week.
• Flexible working hours, with some availability during UK business hours, preferred for telephone follow-up.
• Opportunity to increase hours as the business grows.

We are looking for someone who is excited to grow with our business and become a trusted member of our team.