Job Title: Reception & Administration Officer

Location: Pain Matrix, Box Hill

Employment Type: Part-time (0.5–0.6 FTE) - Monday, Thursday and Friday

Reports To: Practice Coordinator

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 Melbourne. We are committed to empowering people living with persistent and chronic pain to reclaim their lives through compassionate, patient-centred service.

At Pain Matrix Eastern, 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, helping us continue to grow and innovate our service offerings while maintaining excellence in patient care and clinic management.

About the Role
Join Pain Matrix Eastern in Box Hill as a vital frontline team member responsible for delivering exceptional reception and administrative support. In this part-time role, you will help ensure smooth day-to-day operations, providing compassionate and professional service to patients living with chronic pain. Your work will directly contribute to the delivery of patient-centred care and the efficient running of our multidisciplinary clinic.

In this role you will:

Be the welcoming and empathetic first point of contact for patients, visitors, and healthcare partners.

Manage appointment scheduling with accuracy and flexibility, supporting multiple clinicians.

Maintain patient records, process billing and invoicing, and handle correspondence with confidentiality and attention to detail.

Coordinate communications with referrers, allied health professionals, hospitals, and other stakeholders efficiently.

Support clinical and administrative teams through daily operational tasks including banking, filing, scanning, and mailing.

Ensure reception and waiting areas are tidy, inviting, and well resourced with patient information.

About You

You are an organised, friendly, and dependable professional with a genuine commitment to patient-focused service. You thrive in a dynamic healthcare environment and enjoy working both independently and collaboratively to maintain smooth operations.

Key qualities and experience include:

Excellent interpersonal and communication skills with a warm and courteous approach.

Ability to prioritise and multitask effectively with strong attention to detail.

Previous experience in healthcare reception or administration preferred.

Proficiency in using scheduling and office software (experience with clinical systems is a plus).

Strict adherence to confidentiality and ethical standards.

Willingness to pursue ongoing professional development and adhere to required checks (National Police Check, Working with Children Check).

Qualifications & Compliance:

Relevant reception or administrative experience, preferably in a healthcare setting.

Ability and willingness to obtain National Police Check and Working with Children Check, if not already held.

Why Join Pain Matrix?

Meaningful Work: Directly contribute to improving the lives of people living with chronic pain.

Supportive Team: Thrive in a collaborative workplace culture that values respect, quality care, and continuous improvement.

Professional Growth: Benefit from learning opportunities and support for career development.

If you are passionate about making a difference with compassionate, high-quality service in a respected healthcare setting, we invite you to apply to join the Pain Matrix Eastern team at Box Hill.

To apply, please submit your CV and a cover letter.