Receptionist

Location: Docklands, Melbourne.

Reports To: Clinic Manager
Employment Type: Part-time (34 hours/week) 8-8.5 hours per day, ex. Wednesday.

Starting: 1 May, 2025.

To be eligible for employment you must hold a current Australian visa with work rights or be an Australian citizen or permanent resident.

Job Overview:

The Client Services Administrator at the Melbourne Headache Centre serves as the first point of contact for patients and visitors, ensuring a warm, welcoming and efficient environment. This role requires excellent customer service skills, attention to detail, and the ability to manage multiple tasks in a fast-paced medical setting. The Client Services Administrator will handle patient inquiries, appointments, and administrative duties, contributing to the smooth operation of the clinic.

Key Responsibilities:

• Patient Interaction:

• • Greet patients and visitors warmly and professionally.

• • Answer phone calls, respond to inquiries, and provide information about clinic services.

• • Schedule, confirm, and manage patient appointments using the clinic’s scheduling software.

• • Assist patients with the completion of necessary forms and documentation.

• • Ensure patient confidentiality.

• Administrative Duties:

• • Maintain an organised and clean reception area.

• • Manage patient records, both electronic and paper, ensuring accuracy and confidentiality.

• • Process patient check-ins and check-outs efficiently.

• • Collect co-pays, process payments, and issue receipts.

• • Coordinate with practitioners to ensure timely patient flow and optimal scheduling.

• • Handle incoming and outgoing mail, faxes and deliveries.

• Communication:

• • Liaise between patients, practitioners, and other staff to relay important information.

• • Communicate any scheduling changes or delays to patients promptly.

• • Address and resolve patient concerns or escalate issues to the appropriate personnel.

• Support Functions:

• • Assist with administrative tasks such as data entry, and inventory management.

• • Support the clinic manager with special projects and tasks as needed.

Qualifications:

• Education:

• • A high school diploma or equivalent is preferred. .

• • Additional coursework or certification in office administration or medical office management is a plus.

• Experience:

• • Previous experience as a Client Services Administrator or in a similar customer service role, preferably in an allied health setting.

• • Familiarity with medical terminology and healthcare practices is advantageous.

• Skills:

• • Excellent verbal and written communication skills.

• • Proficient in using office equipment and computer software (e.g., Google Docs, Nookal Practice Management Software or other online diary software).

• • Strong organisational skills and attention to detail.

• • Ability to multitask and handle stressful situations calmly and efficiently.

• • Compassionate and patient-focused attitude.

Working Conditions:

• The role requires prolonged periods of sitting.