As the first point of contact for patients and visitors, you’ll play a key role in delivering an exceptional patient experience while managing end-to-end front desk and administrative functions.
This is a busy, high-contact reception role with a strong focus on patient communication, appointment coordination, billing, and supporting smooth clinic operations. You’ll also play an important role in patient conversion - building rapport, guiding patients through their journey, and ensuring they are supported from enquiry through to procedure.
You’ll be supported by an experienced Practice Manager, full-time administrative staff, and clinical teams, with structured training and handover provided.
Key Responsibilities
- Act as the first point of contact for patients, doctors, and visitors, delivering professional and empathetic customer service at all times
- Manage incoming calls, emails, and front desk enquiries in a timely and accurate manner
- Schedule, confirm, and coordinate patient appointments and manage patient flow at reception
- Check patients in and ensure a smooth, welcoming front-of-house experience
- Process patient billing, including receipting, invoicing, banking, and basic reconciliations
- Maintain accurate patient records and update practice management (PMS/EMR) systems
- Support surgical and hospital booking processes, including coordination of required documentation where applicable
- Handle patient enquiries, concerns, and follow-ups with clear, timely communication
- Build rapport with patients to support engagement and conversion through the treatment journey
- Ensure confidentiality, privacy compliance, and accurate documentation at all times
- Assist with general clinic administration including inbox management and ad hoc support to clinicians and the Practice Manager
- Maintain a clean, organised, and professional reception and waiting area
- Follow clinic procedures for opening/closing, escalation, WHS, and risk management requirements
- Contribute to a collaborative team environment and participate in continuous improvement initiatives
About You
- Experience in a medical, hospital, or healthcare administration environment ( non-negotiable, ideally referred experience )
- Strong customer service background with confidence in a high-volume, patient-facing role
- Excellent communication skills (phone, written, and face-to-face)
- Comfortable with billing, Medicare/private health processes (basic understanding required)
- Strong multitasking ability with a proactive, “make it happen” attitude
- Outgoing, personable, and confident—able to engage and build rapport easily
- Team-focused and aligned to a close-knit, high-performing culture
- High attention to detail and strong organisational skills
- Proficient with Microsoft Word, Excel, and medical practice systems (EMR/PMS)
- Full-time position (38 hours per week)
- Operating hours: 7:30am – 6:00pm, Monday to Friday
- Includes 1-2 Saturday per month (approx. 3 hours, on rotation)
- $32–$38 ph + Super DOE
- Immediate start preferred
- Join a well-supported, patient-focused clinic with strong team culture
- Hands-on role combining administration, customer service, and patient engagement
- Strong onboarding and ongoing support
- Performance-based incentives including KPI bonuses and recognition awards
- Opportunity to work in a high-performing, people-first healthcare environment
- This is a supportive, close-knit clinic where teamwork and personality matter. The team is collaborative, upbeat, and high-performing, with strong support from doctors and leadership.
