About the Company

Empax Centre is dedicated to developing and delivering new, effective treatments for serious mental illnesses - including Post-Traumatic Stress Disorder (PTSD) and Treatment Resistant Depression - in a truly client-centered way.

We offer advanced, evidence-based treatment programs including Psychedelic Assisted Therapy – especially when current care options have reached their limits.

About the role

Empax Centre is seeking a highly organised and empathetic Medical Administrative Assistant to join our growing team. This role is crucial in support the day to day running of the clinic, providing essential administrative and logistical support for both clients and clinicians.

As an important point of contact for clients, you will ensure a seamless and supportive experience. Working with our team of clinicians your role will include clinic set up, scheduling, coordinate communications between clients and our clinical team, and handle all administrative tasks with efficiency and a high degree of care. The ideal candidate is a detail-oriented professional with a strong administrative background and problem solving skills in a medical or clinical setting, a compassionate communication style, and a passion for supporting individuals on their mental health journey.

Key responsibilities

Clinic set up: You'll be responsible for ensuring the clinic is prepared for our daily activities, including making beds, restocking medical equipment, basic IT setup, and some light cleaning duties.

Communication and support: Working closely with our clients and clinicians, you'll provide clear and timely communication and have a willingness to offer support across all operational aspects of the clinic.

Appointment management: Book, confirm, and manage all client appointments, including initial assessments, preparation sessions, treatment days, and follow-ups.

Administrative coordination: Always one step ahead, you'll be prepared for our activities over the coming days and send medical questionnaires, scripts, referrals and other necessary forms to clients, providers and regulatory bodies.

Clinical liaison: Liaise with our multidisciplinary team of psychiatrists and therapists to coordinate our clinical services, and ensure smooth handovers between our administrative and clinical teams.

Database Management: Accurately enter and maintain client details and results in our patient management databases, ensuring all records are up-to-date and compliant. Utilise our patient management databases to track client progress, manage schedules, and generate reports as needed.

Qualifications

A minimum of 2 years of experience in a medical administration or similar role.

Proven experience with patient management or scheduling software.

Exceptional organisational skills and meticulous attention to detail.

Strong communication and interpersonal skills, with the ability to handle sensitive information with professionalism and empathy.

The ability to manage multiple tasks efficiently and problem solve in a fast-paced environment.

Technically proficient and adaptable when it comes to new technologies and clinical management systems.