Established breast surgery practice looking for a Senior Medical Secretary on a permanent, full-time basis. This role reports to the Practice Manager and offers an excellent opportunity to contribute your administrative and customer service expertise in a fast-paced and supportive environment. The Senior Medical Secretary will lead a small, dedicated team of two part-time Medical Secretaries, and the role works closely with the Practice Manager.

Company Overview:

Our dedicated team works together to ensure the best outcomes for every individual. We prioritise patient-care and a positive working environment. We are seeking a highly organised and experienced Medical Secretary to join us in supporting both our medical staff and patients.

Job Description:

As a Senior Medical Secretary, you will play a key role in supporting our doctors and ensuring the smooth and efficient running of our practice. You will be responsible for a range of administrative duties, managing patient records, coordinating appointments, and providing high-level support to our medical staff.

Medical Secretary Responsibilities (shared amongst all Medical Secretaries):

You will be responsible for a wide range of administrative tasks including, but not limited to:

• Liaising with patients in a professional, courteous and empathetic manner, both in-person and on the phone
• Handling complex patient queries in a professional and courteous manner
• Managing incoming mail and email enquiries in a timely manner
• Scanning, emailing and faxing of medical correspondence accurately
• Confidential management of patient medical records
• Scheduling new and existing patient's appointments
• Assist with other administrative tasks, as required
• Supporting the Practice Manager with ad hoc tasks, as required
• Preparation of clinics – following up with external imaging and pathology providers to ensure copies of patients reports are ready in their file
• Cash handling and EFTPOS payments

Additional responsibilities for the Senior Medical Secretary:

• Diary management – Booking, coordinating or rescheduling meetings as directed by the doctors or Practice Manager
• Handling complex patient billing inquiries
• Liaising with the surgeons for complex patient matters
• Preparing and distributing theatre lists to necessary parties
• Getting documentation signed by the surgeons and returned to appropriate parties
• Handling ad hoc requests as directed by A/Prof Warrier

To be successful for this position, we are seeking the following skills and attributes:

Essential:

• A minimum of three years’ experience in a medical administration setting
• Exceptional customer service skills with a high level of compassion and empathy
• An excellent command of the English language, both written and oral
• Demonstrate a high level of computer literacy, including proficiency in Microsoft Office, Gmail, and practice management software
• Previous experience handling private medical billing and invoicing
• A “can do” attitude and a willingness to learn and grow with the practice
• Strong time management and organisational skills with a keen eye for detail
• Ability to multitask and work under pressure with a proven record to follow through with requests
• Ability to work within a team as well as autonomously
• Ability to guide and support team members

Desirable:

• Experience using Genie practice software
• Experience working in a private surgical practice
• Proven knowledge of medical terminology

What We Offer:

• A warm and friendly environment with great team morale
• Comfortable office facilities located in the Chris O’Brien Lifehouse – A bright and modern hospital
• Regular practice hours
• Competitive salary
• Work events throughout the year for team-bonding

How to Apply:

If you are a dedicated, experienced Medical Secretary looking for your next challenge, we would love to hear from you. Please submit your resume and a cover letter addressing the key selection criteria via SEEK.

All applications are confidential and only shortlisted candidates will be contacted for an interview.

If you have any questions, contact Sophie on (02) 8514 0789.