Medical Receptionist

About Gidget Foundation Australia

Gidget Foundation Australia (GFA) is a not-for-profit organisation whose purpose is to raise awareness, advocate, educate and deliver specialist clinical services for the prevention and treatment of perinatal mental health challenges. We’re on a mission to support the mental health of expectant, new and potential parents to ensure they receive accessible, timely and specialist care, and we’re driven by our values of authenticity, innovation, compassion and teamwork.

About the role

The Medical Receptionist plays a pivotal role in creating a positive and welcoming first impression for prospective and existing clients accessing Gidget Foundation Australia's services.

As the first point of contact for incoming calls, onsite visitors, and general enquiries, this role is responsible for supporting clients from their initial interaction with GFA through to commencement of care. The Medical Receptionist provides high-quality administrative support for intake processes, ensuring clients are guided through service pathways with warmth, professionalism, and efficiency.

Working closely with Care Coordinators, Clinical Intake Coordinators, and Clinicians, the Medical Receptionist supports the smooth delivery of services by assisting with administrative tasks throughout the client's journey. The role is a key contributor to the client experience, ensuring enquiries are actioned promptly, appointments run smoothly, and clients feel welcomed and supported at every stage of their engagement with GFA.

This role is ideal for a compassionate, highly organised, and service-focused individual who thrives in a busy healthcare environment and enjoys building positive relationships with clients and colleagues.

Key Responsibilities

Reception & Client Experience

• Act as the first point of contact for clients, clinicians and community members contacting Gidget Foundation Australia.
• Provide a welcoming, professional, and compassionate experience for all enquirers, clients and clinicians at Gidget House, North Sydney.
• Maintain a professional, safe, and welcoming reception and waiting room environment in collaboration with the Office Coordinator.
• Respond appropriately to client concerns and escalate matters where required, in collaboration with the relevant teams at Gidget Foundation Australia.

Phone Calls & General Enquiries

• Manage a high volume of incoming phone calls in a professional and timely manner.
• Respond to general enquiries regarding Gidget Foundation Australia’s services, locations, eligibility requirements, wait times, and referral pathways.
• Direct enquiries to the appropriate internal team or clinician when required.
• Provide accurate and consistent information to prospective clients.
• Monitor and respond to email enquiries.
• Record and document enquiries accurately within internal systems.
• Escalate complex client, clinical, or service-related matters to the appropriate team.

Appointment & Administrative Support

• Support clinicians and operational teams with day-to-day administrative requirements and appointments as needed.
• Maintain accurate client records and data integrity within organisational systems.
• Assist with telehealth and onsite appointment administration as required.

Client Experience & Service Excellence

• Ensure every interaction reflects Gidget Foundation Australia's values of compassion, professionalism, and client-centred care.
• Identify opportunities to improve the client experience and reception processes.
• Support a welcoming and inclusive environment for people from diverse backgrounds.
• Participate in team meetings, training activities, and continuous improvement initiatives.

About you

Our ideal candidate will have:

Essential Criteria

• Exceptional client service through warm, professional, and empathetic interactions.
• Strong responsiveness, communication, and organisational skills in a fast-paced environment.
• Accuracy and attention to detail when managing enquiries, appointments, client records, and administrative tasks.
• The ability to prioritise competing demands while maintaining high service standards.
• Confidence using practice management, CRM, or client management systems.
• Professionalism, discretion, and sound judgement when supporting individuals experiencing distress or mental health challenges.
• Previous experience in medical reception, healthcare administration, customer service, or a front-of-house role.

Desirable Criteria

• Previous experience in a healthcare, psychology, allied health, or not-for-profit environment.
• Experience with practice management systems such as CareRight, Nookal, or Cliniko.
• Knowledge of referral pathways, Medicare-funded services, or healthcare administration processes.
• Experience supporting both onsite and telehealth service delivery models.
• Understanding of perinatal mental health services.

What We Offer

• Purpose & Impact: Shape the experience of thousands of parents across Australia during one of life’s most vulnerable transitions.

• Growth Environment: Work within a rapidly growing organisation focused on national service expansion, innovation, and scale.

• Values-Led Culture: Collaborate with passionate, professional, and compassionate colleagues.

• Flexibility & Balance: Enjoy a flexible and supportive workplace that promotes work–life balance.

• Wellbeing Focus: Access dedicated wellbeing days to recharge and prioritise your wellbeing.

• Attractive Benefits: As a not-for-profit organisation, Gidget Foundation Australia offers attractive salary packaging benefits, enabling eligible employees to increase their take-home pay. This includes up to $15,900 per annum in tax-free salary packaging, plus an additional $2,650 per annum for meals and entertainment, in accordance with ATO guidelines. These benefits are offered in addition to competitive remuneration, superannuation, and flexible working arrangements where applicable.

Terms of Employment

Two positions are available: one full-time role (Monday to Friday) based at Gidget House Piccadilly in the Sydney CBD, and one part-time role (18 to 20 hours per week) based at Gidget House in North Sydney. Both positions are initially offered on a 12-month fixed-term contract aligned to grant funding, with the potential for extension subject to ongoing funding.

Prior to appointment, where applicable, GFA employees are required to provide evidence of:

• Criminal record check

• Working with Children Check

• Applicable qualifications and experience

Governance & Compliance Requirements

Prior to appointment, where applicable, GFA employees are required to provide evidence of:

• Working with Children Check
• Criminal Record Check
• Vaccination compliance in line with GFA’s vaccination policy
• Applicable qualifications and experience

Child Safe Principles

GFA is a Child Safe organisation which complies with the National Principles for Child Safe Organisations. All Staff, contractors and volunteers are expected to comply with these principles.

Diversity & Inclusion Principles

Gidget Foundation Australia is committed to creating a diverse and inclusive workforce that represents the communities we support across Australia. We encourage people of all backgrounds, those with a disability, Aboriginal and Torres Strait Islander people and those who identify as LGBTQI+ to apply.

Safety and Quality Improvement Responsibilities

All GFA workers are expected to participate in review, evaluation and continuous quality improvement activities within their operational parameters.  GFA workers are also expected to comply with applicable legislation, professional standards and accreditation requirements.

Applications will be reviewed as received so we encourage interested applicants to apply as soon as possible.