Medical Administration Support

About Us

We are a growing private specialist healthcare practice providing comprehensive assessment, diagnosis, treatment and ongoing support for children, adolescents and adults.

Our multidisciplinary team works across psychiatry, paediatrics and psychology, with a strong focus on providing a high standard of care and a positive, well-coordinated experience for every client and family who comes through our doors.

The Role

We are seeking a Medical Administration Support Officer who is professional, organised, proactive and takes pride in delivering a high standard of service.

This is a part-time, 3 day per week role, Monday to Wednesday, working on-site, 9am - 5pm

This is a role where attention to detail, initiative and excellent communication are highly valued, and where your contribution directly supports both our clinical team and the experience of our clients. You will play an important role in supporting the smooth day-to-day operation of the practice and assisting our clinical team to stay organised, prepared and well supported.

The role suits someone who enjoys consistency, is confident working independently, and takes ownership of their responsibilities while maintaining a high level of accuracy and professionalism.

Key Responsibilities

• Collating specialist documentation and preparing information for client presentations

• Preparing and coordinating doctors’ letters and clinical correspondence

• Providing professional client support via phone, email and front desk

• Answering and managing incoming phone calls

• Managing appointment bookings, rescheduling and daily diary optimisation

• Processing client payments and supporting general booking and payment enquiries

• Supporting client onboarding and ensuring documentation is complete and up to date

• Maintaining accurate client records

• Using practice management systems, Microsoft Office, Excel and Outlook confidently

• Using AI tools effectively to support efficiency and day-to-day processes.

• Working collaboratively with the clinical and administration team while maintaining a high level of accuracy and professionalism

• You will need to be highly tech-savvy, confident learning new systems and comfortable working across multiple digital platforms.

• Confidence and experience using AI tools is essential, with the ability to use AI appropriately to support efficiency, organisation, communication and day-to-day administrative tasks.
  
  

About You

You will bring:

You take pride in your professionalism, enjoy building rapport with clients, and have the maturity and life experience to handle sensitive situations with care.

• Proven experience in medical reception or client-facing healthcare administration

• Strong diary management experience in a healthcare setting

• Exceptional written and verbal communication skills

• Advanced proficiency in Microsoft Word, Excel, Outlook, and digital systems

• Strong organisational skills with the ability to prioritise effectively

• Empathy, professionalism, and confidence when working with mental health clients

• Tech-savvy capability; experience with Cliniko, Best Practice or similar is essential
  

What We Offer

• Competitive salary package: $65,000 - $70,000

• Opportunities for career progression

• Ongoing training, mentoring, and professional development

• A supportive, values-driven, multidisciplinary healthcare environment

• The opportunity to make a meaningful difference for patients and families

• Immediate start preferred

• If you are organised, proactive, confident with technology and enjoy being part of a professional specialist healthcare environment, we would love to hear from you