Medical Administrator - Mental Health

Are you already good at medical administration and ready for something more?

Wellvue is a growing Australian mental health service helping people access psychiatrists, psychologists and other clinicians through telehealth.

We are looking for an experienced Medical Administrator who wants more than just another reception job.

This is an opportunity to become an important part of a growing healthcare organisation, work closely with experienced clinicians, build deeper expertise in mental health administration and take on greater responsibility as Wellvue grows.

If you are organised, confident with patients, comfortable taking responsibility and enjoy being the person who gets things sorted, we would love to hear from you.

About Wellvue

Our mission is simple: to make high quality mental health care more accessible to Australians.

Our administrative team plays a critical role in making that happen.

You will work from our beautiful heritage office in Queanbeyan alongside a supportive team coordinating care for patients across Australia.

We are a growing organisation, which means you will not be joining a large corporate environment where your role is narrowly defined.

You will have the opportunity to learn how a modern mental health service operates, contribute ideas, improve systems and develop your responsibilities as the organisation grows.

What the role actually involves

This is much more than answering phones and booking appointments.

You will help coordinate the patient journey from referral through to appointment and ongoing care.

Your responsibilities will include:

• Communicating with patients, GPs, psychiatrists, psychologists and other healthcare professionals
• Managing new patient referrals and helping coordinate them with appropriate clinicians
• Scheduling psychiatric and psychological appointments
• Managing patient intake and telehealth coordination
• Processing payments, invoices and Medicare related administration
• Maintaining accurate electronic medical records using Halaxy
• Helping patients navigate bookings, referrals, forms and administrative questions
• Preparing and sending clinician correspondence and GP letters
• Managing email and telephone enquiries
• Following up outstanding administrative tasks and making sure nothing falls through the cracks
• Maintaining patient confidentiality and high standards of healthcare administration
• Identifying problems and helping the team improve systems and processes

Our administrative team works closely with clinicians and management, so you will gain exposure to many different aspects of running a growing healthcare service.

Who we are looking for

We are particularly interested in applicants who already have experience in medical administration, medical reception, specialist practice administration, allied health administration or another healthcare environment.

You may be exactly who we are looking for if:

• You have previous medical reception or healthcare administration experience
• You are confident communicating with patients and clinicians
• You are exceptionally organised and notice details others miss
• You can manage several competing priorities without becoming overwhelmed
• You take ownership of problems rather than simply passing them on
• You communicate warmly and professionally
• You learn software and systems quickly
• You enjoy solving problems
• You take pride in completing work accurately
• You enjoy being part of a close team
• You are looking for a stable role where you can develop over several years
• You want greater responsibility as your capability grows

Experience with Medicare, specialist referrals, billing, practice management software, Halaxy or similar systems will be highly regarded.

The kind of person who will thrive here

We value people who care about doing the job properly.

You do not need to know every Wellvue process when you arrive. We will provide structured onboarding into our systems, mental health workflows and internal procedures.

However, we are looking for someone who already brings a strong foundation in administration, healthcare or professional customer service.

We particularly value people who think:

“I noticed this needed doing, so I sorted it out.”

rather than:

“Nobody told me to do it.”

If you enjoy responsibility, improving how things work and becoming someone your team can depend on, you will probably enjoy working at Wellvue.

Why join Wellvue?

Meaningful work

Your work directly helps people access mental health care.

Every referral processed properly, every patient helped and every appointment coordinated contributes to someone receiving care.

A genuine opportunity to grow

We are building Wellvue, not maintaining a mature corporate machine.

Strong performers will have opportunities over time to take responsibility across senior administration, patient coordination, clinician support, operations, quality improvement and team leadership.

Your ideas matter

If you notice a better way of doing something, we want to hear it.

Wellvue values people who challenge inefficient processes and contribute ideas that improve the experience of patients, clinicians and staff. This reflects our broader commitment to innovation and continuous improvement.

A professional and supportive team

We aim to create a workplace where people are kind, dependable and professional.

Healthcare can be demanding, so we believe good teams support each other and communicate well.

Stability

Regular weekday work from our Queanbeyan office.

No night shifts.

No weekend roster.

Free parking.

A beautiful workplace

Our team works from a heritage office in Queanbeyan rather than a traditional medical centre environment.

Competitive remuneration

$30 to $35 per hour plus superannuation, depending on your skills and relevant experience.

Full time and part time opportunities

We are open to both full time and part time applicants.

However, we are particularly interested in people who can offer consistent weekday availability and are looking for a longer term position.

This role is based in our Queanbeyan office, so applicants must be able to reliably commute to the office.

This role may suit you if you currently work in

• A GP practice
• A specialist medical practice
• Psychiatry or psychology
• Allied health
• Dental administration
• Private hospital administration
• Medical reception
• Healthcare customer service

and you are wondering:

What is the next step in my career?

Wellvue may be that next step.