Job Title: Reception & Administration Officer – Pain Matrix

Reports To: Administration Coordinator

Location: Waurn Ponds

About Pain Matrix

Pain Matrix is a leader in integrated, evidence-based pain management, with a dedicated multi-disciplinary team delivering personalised care across Geelong and Box Hill. We are committed to empowering people living with persistent and chronic pain to reclaim their lives through compassionate, patient-centred service.

At Pain Matrix, our reception and administration team play a vital role in creating a welcoming and supportive environment for patients and healthcare partners. By providing efficient, professional, and empathetic front-line support, you will help ensure smooth clinic operations and enhance the overall patient experience.

We are currently seeking a committed and friendly Reception & Administration Officer to join our team in Geelong, helping us continue to grow and innovate our service offerings while maintaining excellence in patient care and clinic management

About the Role

As the friendly first point of contact for our patients and visitors, you will play a pivotal role in ensuring the smooth and efficient running of our clinic. This front-line role combines reception duties with essential administrative support, directly contributing to exceptional patient care and clinic service excellence. You will work closely with the broader team to maintain a welcoming, organised, and supportive environment.

In this role you will:

• Deliver an exceptional and empathetic face to face and phone based patient experience, providing a calm and professional reception service.

• Manage complex appointment scheduling across our multidisciplinary teams with accuracy and flexibility.

• Maintain accurate patient records, billing, and correspondence, adhering to privacy and confidentiality standards.

• Support clinical and administrative teams by managing communications with referrers, allied health professionals, and hospitals efficiently.

• Ensure day-to-day administrative and financial tasks (such as banking, invoicing, and filing) are completed with attention to detail.

• Help maintain a clean, organised, and welcoming clinic environment that fosters patient comfort and professionalism.

About You

To thrive in this role, you will be a bubbly, warm, reliable, and highly organised professional who enjoys working with people in a busy, dynamic healthcare environment. You’ll bring a genuine commitment to patient-focused service, with strong communication skills and a proactive approach to problem-solving.

We are looking for someone who:

• Demonstrates exceptional interpersonal skills with a compassionate and courteous manner.

• Is adaptable and able to manage competing priorities with excellent attention to detail.

• Has prior experience in reception, administration, or a similar customer-focused role (experience in health, clinical or multidisciplinary settings is well regarded).

• Possesses sound computer skills across Microsoft Office applications (experience with appointment scheduling systems and practice management systems well regarded)

• Maintains confidentiality and acts with integrity at all times.

• Works collaboratively as part of a team but is also confident working independently.

• Shows willingness to engage in ongoing training and professional development.

Qualifications & Compliance:

• Relevant experience in reception or administrative roles.

• Ability and willingness to obtain a National Police Check and Working with Children Check if required.

Why Join Us?

• Meaningful Impact: Be a key part of a team delivering compassionate care to patients living with chronic conditions.

• Team Culture: Join a supportive and collaborative environment valuing integrity, respect, and continuous improvement.

• Professional Growth: Opportunities for training and career development in healthcare administration.

If you are passionate about providing outstanding service and contributing to a healthcare environment that puts patients first, we encourage you to apply and become a valued member of our team.

Please submit your CV and cover letter to apply for this role.