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Medical Administration

2 weeks ago

Newcastle Maitland Hunter, Australia EDUCARE Specialist Services Full time $104,000 - $130,878 per year

Position Description: Medical-Health Administration and Lead Receptionist

Professional Leadership Opportunity

Location: Sky Central Building, Charlestown.

EduCare Specialist Services is a leading multidisciplinary medical and allied health practice of 40 staff and clinicians, located in the professional hub of Charlestown, NSW. We provide Psychiatry, Neurology, Psychology, Speech Pathology, Occupational Therapy, and Behaviour Support services. Our clinicians are supported by a dedicated administrative team, ensuring excellence in client care and service delivery.


Position Overview

The Lead Receptionist & Coordinator will oversee daily reception activities while taking on additional responsibilities in workflow coordination, staff support, and administrative tasks. This lead role ensures that clients and visitors experience a professional, welcoming environment, and that operational processes run smoothly.


Key Responsibilities

Reception & Client Service

  • Provide a welcoming, professional first point of contact for clients and visitors.
  • Manage incoming phone calls, emails, and client enquiries in a timely and courteous manner.
  • Oversee appointment scheduling, reminders, and diary management for clinicians.
  • Support billing, payment processing, Medicare and NDIS claims.
  • Handle sensitive client information with confidentiality and discretion.

Coordination & Administration

  • Act as a point of escalation and support for reception/admin staff on shift.
  • Monitor daily workflows, ensuring adequate coverage of reception duties.
  • Assist with onboarding and training of new administrative staff.
  • Coordinate room bookings, clinic schedules, and resource allocation.
  • Prepare reports, data entry, and support compliance with policies and procedures.
  • Contribute to continuous improvement of administrative systems and processes.

Team Support & Communication

  • Provide guidance, mentoring, and support to administrative team members.
  • Promote a collaborative and positive workplace culture.
  • Liaise with clinical staff to ensure smooth client service and administrative support.
  • Escalate complex issues to the Managing Director as required.

Key Qualities & Attributes

The ideal candidate will demonstrate:

  • Strong client service focus – professional, empathetic, and welcoming.
  • Excellent organisational skills – able to prioritise tasks and coordinate workflows.
  • Attention to detail – accuracy in scheduling, billing, and record-keeping.
  • Team leadership ability – supportive, approachable, and able to mentor others.
  • Professional communication skills – clear, confident, and respectful in interactions with clients and staff.
  • Adaptability and initiative – comfortable managing both front desk and coordination duties.
  • Positive, engaging and warm personality – a personality that naturally supports staff and clients in a positive and engaging manner.

Essential Experience & Skills

  • Experience in medical or allied health reception/administration roles.
  • 3-4 years experience in a leadership or senior receptionist role
  • Demonstrated ability to coordinate or supervise team workflows.
  • Strong knowledge of client scheduling and billing systems (experience with PracSuite, Genie, or similar is desirable).
  • Familiarity with Medicare, NDIS, and private health billing processes.
  • Proficiency in Microsoft Office and general IT systems.
  • Commitment to confidentiality, professionalism, and ethical standards.

Desirable Experience

  • Training or mentoring junior admin staff.
  • Experience in a multidisciplinary or busy medical-health practice environment.

Selection Criteria

  • Medical or Allied Health Leadership Experience: Demonstrated leadership experience within medical or allied health settings.
  • Professional Development and Qualifications: Relevant qualifications and a commitment to ongoing professional development.
  • Literacy and Communication Skills: Excellent written and verbal communication skills with a warm and composed demeanor.
  • Organisational Skills: Proven organisational skills and ability to manage competing priorities.
  • Personnel Skills: Excellent interpersonal and team support skills.
  • Client Relations: Client-focused, reliable, and professional approach.
  • Flexible Routine: Willingness to take on both reception and coordination duties.

Position Type: Permanent, Full-time

Reporting To: Managing Director

Application Process

To apply for this position, please submit the following:

  1. Cover Letter: Addressing the essential experience and selection criteria above.
  2. Curriculum Vitae (CV): Detailing your professional experience and qualifications.
  3. Photo: Optional but preferred for ease of reference.

Contact Information

For further information about EduCare and MindCare, visit our websites EduCare and MindCare. For inquiries about the position, please contact Dr Bruce R Youlden via email at or by mobile at

Note: Only shortlisted candidates will be contacted. Thank you for your interest.