Our specialist medical practice is looking for someone to join our reception team who is passionate about going the extra mile for patients, can be relied upon to work independently, and has meticulous attention to detail.

Our new Receptionist will play a vital role in providing an exceptional experience for our patients while maintaining accurate administrative records. The ability to work effectively and deliver enthusiastic customer service under pressure is essential.

About this role:

Customer service: As the primary reception contact across phones, in-person greetings, and online enquiries, you set the first impression of our practice and will be the most consistent contact for our patients. Tasks will include processing payments, reconciling cash and eftpos transactions, and selling products. As the main point-of-contact, you will follow-up patient requests externally (such as contacting clinics for referrals or paperwork) and internally, ensuring you have taken accurate and complete messages when follow-up is required from another team member.

Patient administration: Tasks include booking appointments, chasing up payments and paperwork, and phoning patients who have been referred to the practice. Attention-to-detail is imperative as you contribute to patients' medical records through data entry, checking paperwork, keeping notes, and filing and maintaining medical records.

General office tasks: Buying and ordering some office supplies, sorting and posting mail, scanning documents, making deliveries, etc.

Reception flow and presentation: Ensuring each day runs smoothly - setting the office up each morning, making sure patients are comfortable, ensuring paperwork is ready for doctors and support staff, meeting any requests from doctors, anticipating patient needs, maintaining time awareness and setting expectations or re-organising if running late. You will also need to be mindful of office presentation - keeping the reception and waiting area tidy, re-stocking products as needed, and dusting shelves.

Supporting the team: Every member of our team plays a vital role in ensuring the success of our practice and delivering a smooth, comfortable, and safe experience for our patients. Looking for opportunities to help other team members when you have capacity – both in ongoing and ad-hoc tasks – is an important part of this role. Our practice is constantly evolving and ideas for improving our processes or patient experience are welcomed from all team members.

What we’re looking for:

Exceptional customer service: You’re a people person who prides yourself on going above and beyond for patients. You must be comfortable communicating on the phone.

Attention to detail: Strong focus on accuracy and thoroughness in administration tasks.

Professionalism: Exhibit a high standard of professionalism in your personal presentation, demeanour, and communication that reflects the trust that our patients put in our services. Know how to communicate with patients in a formal, respectful manner.

Adaptability: Willingness to learn new systems and processes and are confident with computers to quickly master new programmes.

Initiative: Proactive in identifying needs, solving problems, and finding ways to support other team members. You should be able to stay on top of your own responsibilities without being asked and take pride in ensuring reception is working effectively for a superior patient experience.

Time-management skills: Able to juggle multiple tasks when the clinic is busy and manage your own workload to complete less urgent administrative tasks when it's quiet.

Trustworthy: Recognise the importance of patient and business confidentiality and working within a sensitive medical environment.

Experience: Previous medical reception and administration experience is required.

Our practice uses Gentu practice management software. Experience with this software should be highlighted.

To apply, please send your CV with a cover letter explaining how your past training and experience matches this position to [email protected]

Due to the large volume of applicants, you will only be contacted if you have progressed through to an interview.

This position is open for an immediate start. If you are interested, please apply at your earliest convenience as applications will be assessed as they are received and the position will be filled once a suitable candidate is found.