Personal Assistant & Medical Administration Coordinator

East Melbourne Women’s Health Group – East Melbourne

A meaningful opportunity for an experienced medical administrator who wants flexibility, variety and a genuinely supportive small team.

At East Melbourne Women’s Health Group, we are passionate about providing exceptional, compassionate care to women and families through every stage of life.

Our warm and collaborative team includes Dr Claire Francis, Dr Mikhaila Lazanyi, Embrace Maternity & Wellness Midwives, Dr Anita Bir – Pelvic Floor Physiotherapist, and our dedicated administration team. Together, we create a practice where clinical excellence is matched by kindness, communication and exceptional patient care.

We are seeking an experienced, organised and compassionate Personal Assistant & Medical Administration Coordinator to join our team two days per week – Tuesdays and Wednesdays.

This is a varied and trusted role, ideal for someone who enjoys being an integral part of a specialist medical practice and takes pride in making both the patient and doctor experience seamless.

You will provide a combination of:

• 🩺 Specialist medical administration

• 🤝 Personal Assistant support

• 📅 Patient coordination and appointment management

• 📋 Medical correspondence and administrative follow-up

• 🔄 Day-to-day operational support

There is also the potential to increase hours in the future and provide additional cover for annual leave and staff absences, offering the opportunity to increase your hours when required and become a valued and flexible member of our team.

This isn't simply a reception or administration position.

You will play an important role in supporting women and families through some of life's most significant and vulnerable moments. Your organisation, communication and attention to detail will directly contribute to ensuring patients feel informed, supported and genuinely cared for throughout their healthcare journey.

You will also work closely with experienced specialists in a collaborative environment where your contribution is valued and your role makes a difference.

You will be someone who is:

• Highly organised and naturally proactive

• Warm, compassionate and patient-focused

• Confident communicating with patients, specialists and hospitals

• Exceptional with detail, follow-up and confidentiality

• Able to manage competing priorities calmly and efficiently

• Adaptable and comfortable working independently

• Professional, reliable and genuinely invested in doing things well

To be considered for this role, you must have:

• Previous experience in a specialist medical practice is must

• Confidence using medical practice management software (Xestro experience a bonus)

• Excellent written and verbal communication skills

• Strong organisational and time-management skills

• Exceptional attention to detail

• The ability to manage competing priorities in a busy environment

• A professional, adaptable and patient-focused approach

• A genuine commitment to providing an outstanding patient experience

Experience in any of the following will be highly regarded:

• Obstetrics & Gynaecology

• Personal Assistant

✨ A consistent 2-day-per-week role – Tuesdays & Wednesdays

✨ The opportunity for additional hours when covering annual leave or staff absences

✨ A genuinely supportive, caring and respectful team culture and small team environment

✨ Meaningful work supporting women, babies and families

✨ Variety, autonomy and responsibility

If you are an experienced medical administrator or Personal Assistant who is looking for a quality part-time role within a warm, professional and purpose-driven healthcare environment, we would love to hear from you.

Please submit your CV and a cover letter outlining your suitability for the role to Casey at ***************@drclairefrancis.com.au