Medical Admin Assistant

The Medical Admin Assistant will support a growing Australian healthcare and physiotherapy practice, providing day-to-day administrative and client support across the business.

The role will provide additional support to the team as the business and client base continue to grow, with a focus on reception and administrative tasks, client communication, appointment coordination, follow-ups, and invoice-related administration.

The successful candidate will work closely with the existing team and support the day-to-day patient/client experience, helping take administrative and client-interaction responsibilities off the wider team.

Key Role Deliverables

• Provide general administrative and reception support to the physiotherapy team.


• Manage client communications, including responding to general enquiries and follow-ups.


• Assist with appointment rebooking and scheduling.


• Contact clients regarding appointment changes or cancellations.
  
• Support follow-up communications with clients as required.


• Assist with invoice-related administration and follow-ups.


• Handle client messages and communications using the agreed communication channels.


• Support the team with day-to-day administrative tasks as required.


• Maintain accurate and organised client and administrative records.


• Work independently while escalating matters that require input from the wider team.

Education Requirement

Relevant qualification or training in Business Administration, Healthcare Administration, or a related discipline is preferred but not essential. Relevant practical experience will be highly regarded.

Minimum Years of Experience in Similar Role

2–3+ years of relevant administrative, reception, healthcare administration, or client-support experience preferred.
Experience within a healthcare, medical, allied health, or physiotherapy environment would be highly regarded.

Technical System Experience

• Splose – experience preferred.


• Experience with healthcare or allied health practice management systems.


• Experience with client management, appointment scheduling, and invoicing systems.


• Comfortable using phone, messaging, and other digital communication platforms.


• Comfortable working across cloud-based administrative systems.


• Experience with Cliniko or similar practice management systems may be considered.

Behavioural Competencies

• Strong verbal and written communication skills.


• Warm and professional approach when dealing with clients.


• Highly organised and detail-oriented.


• Comfortable handling multiple administrative tasks and priorities.


• Able to work independently with minimal supervision.


• Proactive and willing to take ownership of routine administrative responsibilities.


• Patient and empathetic when dealing with clients.


• Confident communicating with clients and internal stakeholders.


• Reliable and responsive, particularly during agreed working hours.

Must Have Skills / Experience

• Relevant administrative or client-support experience.


• Strong communication and interpersonal skills.


• Experience handling client/customer enquiries and follow-ups.


• Strong organisational and time-management skills.


• Comfortable working independently in a remote environment.


• Strong attention to detail.


• Healthcare/physiotherapy administration experience preferred.


• Experience with a practice management system preferred.