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Administrative Assistant/receptionist

2 weeks ago

Frenchs Forest, Australia Women's Health Road Full time

**Company Overview**: Women’s Health Road (WHR) is a multidisciplinary women’s health clinic offering expert care in Gynaecology, Pelvic Floor Physiotherapy, General Practice (Women’s Health), Perimenopause and Menopause management, Psychiatry and Mental Health support, Insomnia Treatment and Urogynaecology. We take pride in our patient-centric, digitally enhanced model and are setting a new standard in women’s health. At WHR, we prioritise individualised, compassionate, and evidence-based care in a safe, inclusive space where women and their families feel heard and supported.

**Position Overview**: We are seeking a highly motivated and detail-oriented Administrative Assistant to join our dynamic team at Women’s Health Road (WHR). In this pivotal role, you will provide high-level administrative support to ensure our practitioners can deliver exceptional, patient-centred clinical care. You will be responsible for managing a variety of office and medical administration tasks, streamlining processes, and facilitating effective communication between patients, practitioners, and the wider healthcare team. Your professionalism, organisational skills, and commitment to excellence will contribute directly to the smooth operation of our services and an outstanding patient experience.

**Responsibilities**:

- Manage daily office operations and medical administration tasks to support clinical operations
- Schedule and coordinate patient appointments, provider calendars, and clinical meetings
- Assist in patient intake and registration processes, ensuring accuracy and compliance
- Respond to patient enquiries regarding appointments, billing and procedures with professionalism and empathy
- Prepare, edit, and maintain correspondence, reports, referrals, presentations, and patient records in compliance with patient privacy laws
- Maintain up-to-date patient records and ensure prompt retrieval for clinical staff
- Safeguard sensitive patient and organisation information with strict confidentiality
- Facilitate communication between patients, healthcare providers, and insurance agencies
- Prepare and process medical billing, insurance & Medicare claims, and authorisations as needed
- Monitor and assist with AI-driven automation to reduce manual administrative tasks and enable focus on patient-centred care.
- Troubleshoot basic IT issues related to office software, electronic medical records (EMR/EHR), and healthcare technologies; escalate problems as necessary
- Assist with the development and management of social media content to support patient engagement and organisational communication while ensuring privacy compliance
- Monitor inventory of medical and office supplies, initiating orders as required
- Support onboarding and HR administrative processes as needed.
- Help maintain a welcoming and professional work environment
- Assist with project coordination and follow-ups
- Adhere to practice procedures and policies to maintain efficient operations

**Qualifications**:

- Prior experience as an administrative or medical assistant is preferred
- High digital literacy including proficiency with Microsoft Office Suite, Google Workspace, EMR/HER systems, and familiarity with AI healthcare tools
- Strong problem-solving skills, especially related to IT and system troubleshooting
- Knowledge of patient and medical privacy laws and ability to maintain confidentiality
- Working knowledge of medical consultation billing, Medicare Benefits Scheme, and private health insurance
- Ability to create or assist with social media content while respecting healthcare privacy standards
- Strong organisational and multitasking abilities with keen attention to detail
- Excellent verbal and written communication abilities
- Ability to work independently and collaboratively within a multidisciplinary team
- Ability to adapt to new technologies and learn new software
- Commitment to patient-centred care and professionalism / sensitivity to patient needs and ability to maintain a calm, welcoming manner

**Opportunities for Growth**:

- Engage with technology and innovation to enhance patient experience
- Participate in healthcare policy discussions and advocacy efforts
- Contribute to quality improvement initiatives and patient safety measures
- Pursue professional development and training opportunities in areas of personal interest
- Opportunities to attend healthcare conferences, seminars, and industry events
- Involvement in research projects related to women’s health
- Opportunities to contribute to or lead patient education and community awareness campaigns

**Benefits**:

- Opportunities for career advancement and professional growth
- Supportive work environment focused on staff and patient wellbeing
- Access to training and development programs
- Access to cutting-edge technology and opportunities to work with AI and digital health tools, fostering skills growth
- Opportunity to make a meaningful impact on women’s healthcare
- Flexibl