Senior Medical Secretary

Position Title: Medical Secretary – Gastroenterology

Location: Bellfield (Heidelberg West)

Employment Type: Casual with a view for part time permanent

Reports To: Gastroenterologist / Practice Manager

Position Overview:

We are seeking an experienced and professional Medical Secretary to join our highly regarded and long-established private gastroenterology practice located in Bellfield.  This is a key role supporting the daily operations of a modern, specialist clinic dedicated to providing the highest standards of patient care.

As a senior administrative team member, the successful candidate will play a vital role in ensuring the smooth day-to-day functioning of the clinic. You'll be part of a collaborative and friendly team, working alongside one of Australia's most respected Gastroenterologists in a state-of-the-art, purpose-built facility.

We are looking for someone dynamic, efficient, and organised, with exceptional multi-tasking and communication skills. Experience with Genie software and a background in gastroenterology or nursing will be highly regarded.

Preferred attributes:

· Background in nursing or clinical support

· Proficient in Genie medical software

· Previous experience in a gastroenterology setting

· Strong IT and administrative skills

· Speaking Arabic would be an advantage

· Confident, polished, and professional presentation

Key Responsibilities:

• Manage and process incoming referrals and liaise with referring physicians and healthcare providers.
• Provide exceptional customer service to patients and stakeholders, in person, by phone, and via email
• Coordinate and schedule consultations, procedures, and theatre bookings
• Liaise with private hospital administration and associated medical practices.
• Perform a range of administrative duties, including reception, billing, scanning, and filing.
• Conduct basic clinical tasks such as breathing tests and body composition analysis (where appropriate).
• Maintain accurate and confidential medical records using electronic practice management software (Genie preferred).
• Monitor stock levels and order medical and office supplies as required and approved by the principal doctor.
• Uphold the practice's professional standards and ensure all areas are kept clean, organised, and functional.
• Collaborate with team members and provide coverage during periods of absence or increased workload.
• Promptly report any concerns or issues to the Practice Manager or Principal Gastroenterologist.
• Adhere to all privacy, confidentiality, and workplace health and safety regulations.

Essential Criteria:

• Previous experience as a medical secretary or receptionist in a specialist medical practice with a senior role.
• Outstanding communication and interpersonal skills with a professional and compassionate demeanour and efficiency.
• Strong organisational and time-management skills with the ability to prioritise in a dynamic environment.
• Demonstrated ability to work independently and as part of a multidisciplinary team and take feedback.
• Highly motivated, reliable, professional and detail-oriented individual and high level of accuracy, very pleasant to work with, takes feedback well and is able to resolve any conflict and well-kept appearance.
• High level of accuracy, attention to detail, and commitment to maintaining confidentiality and excellence patient care and aim to contribute the success of our practice and marketing and improving the business.
• Proficiency and be very skilled in the use of medical practice software (Genie preferred) and Microsoft Office applications.
• Strong work ethic, punctuality, and reliability.
• Current valid driver's licence.

Desirable Criteria:

• Experience in gastroenterology or other specialist medical fields.
• Background in nursing or previous experience performing basic clinical assessments (e.g. breath testing, body analysis).
• Familiarity with specialist theatre bookings.

Benefits:

• A supportive and professional work environment with a strong focus on patient care and service excellence and a potential for a higher role and long-term association in a very established practice.
• Flexible working hours and a collaborative team culture.
• On-site free parking provided.
• Opportunity for long-term engagement and professional development within a specialist practice and will be supported by other staff members and training will be provided.