Position Title: Medical Administrative Assistant / Personal Assistant – Brisbane Gynaecology and Fertility.

Location: Life Fertility Clinic Brisbane

Hours: Part-time, 3 days a week (Monday to Wednesday, 8:00 AM – 4:00 PM)

Reports to: Dr Melanie Allan and Dr James McLaren

Position Overview:

We are seeking a highly organized, proactive, and compassionate Medical Administrative Assistant / Personal Assistant to support our fertility practice. This dual role combines front-line patient coordination with executive support for the physician. You will play a key role in ensuring smooth daily operations, patient satisfaction, and effective time management for the physician.

Key Responsibilities:

Medical Administrative Duties:

Greet and assist patients in person and over the phone with professionalism and empathy.

Schedule and manage patient appointments, procedures, and follow-ups.

Maintain and update patient records, ensuring compliance with privacy regulations .

Manage physician calendars, coordinating clinical and non-clinical activities.

Prepare patient charts, medical histories, and test results ahead of consultations.

Handle referrals, liaise with laboratories, imaging centers, and other specialists.

Assist in the preparation and submission of billing and insurance claims.

Draft and send correspondence to patients, clinics, and associated professionals.

Ensure examination rooms are prepared and stocked before patient appointments.

Working with nurses, embryologists and other admin staff within the larger organisation.

Personal Assistant Duties:

Manage personal and professional scheduling for the physician (meetings, deadlines, reminders).

Assist with personal errands and administrative tasks as needed (e.g., travel arrangements, personal correspondence, event coordination).

Organize files, documents, and materials for both clinical and personal use.

Provide ad hoc support with projects or research related to fertility practice.

Required Qualifications:

Previous experience in a medical office (fertility, OB/GYN, or women's health experience preferred).

Strong administrative and organizational skills.

Excellent interpersonal and communication skills (both written and verbal)

Proficient in electronic medical record (EMR) systems and office software (Word, Excel, Outlook).

Ability to multitask, prioritize, and work independently with minimal supervision.

Discretion and professionalism in handling sensitive information.

Desired Attributes:

Empathetic and patient-centered approach, particularly sensitive to fertility patients' needs.

Calm and composed under pressure.

A proactive attitude, with the ability to anticipate needs.

Attention to detail and commitment to excellence.