Administration Assistant

MedHealth is a purpose-built collection of industry-leading health, medical, and employment brands. Our unique and diverse capabilities are dedicated to achieving the best possible health and employment outcomes for individuals and the people they support. Additionally, FertilityPsych is a leading psychiatric service provider supporting people through the emotional toll on their journey to becoming parents

Please note, that the specific tasks listed in this position description are not all inclusive. The tasks listed are to be used as a guide only and other objectives and/or tasks may be agreed from time to time. MedHealth reserves the right to adjust role responsibilities and functions in line with the strategic direction and needs of the business.

The Administration Assistant plays a critical role in ensuring a positive and seamless experience for patients, supporting a clinical team, and upholding the highest standards of communication, empathy, and operational efficiency. This role is 20 hours per week.

• Serve as the first point of contact for patient inquiries, providing timely, accurate and compassionate responses regarding the services, processes and costs.
• Management appointment bookings, validation, rescheduling, cancellations, ensuring efficient use of clinician time, and minimising patient wait times.
• Support doctors by coordinating their schedules, relaying patient questions, and ensuring all relevant information is communicated clearly and promptly.
• Triage and respond to a high-traffic mailbox, prioritising urgent queries and ensuring all patient communications are addressed within agreed timeframes.
• Maintain accurate patient records in the system, ensuring data privacy and compliance with relevant regulations and MedHealth policies.
• Participate in team meetings and training sessions to stay updated on service changes and best practices.
• Seamless patient journey from initial inquiry through to appointment and follow-up, resulting in high patient satisfaction and engagement.
• Efficient and accurate scheduling, maximising clinician availability.
• Timely and professional handling of all patient queries, ensuring no communication is overlooked and response times meet or exceed targets.
• Consistent, clear and empathetic communication that builds trust and rapport with patients.
• Accurate and up to date patient records, supporting both clinical care and administrative requirements.
• Perform all tasks in accordance with the Quality Management System
• Actively identify and contribute to opportunities for innovation and continuous improvement
• Always maintain a patient focus and a commitment to deliver service excellence
• Function as an effective, positive team member
• Promote and support practices that are inclusive, responsive, safe, accessible and sustainable
• Maintain active knowledge of work health and safety practices and procedures, and take reasonable care of your safety and the safety of others
• Adhere to all policies and procedures
• Carry out other reasonable duties as required
• Undertake project work as required by the business

• At least 2 years in a patient navigation, or healthcare administration role.
• Experience in a fertility, mental health, or medical practice environment highly desirable.
• Excellent verbal and written communication skills, with the ability to explain complex information clearly and empathetically.
• Strong organisation and time management skills, able to manage multiple tasks and priorities in a fast-paced environment.
• Empathy, patience, and cultural competency when dealing with diverse patient backgrounds.
• Ability to work collaboratively within a multidisciplinary team.
• Knowledge of healthcare billing is an advantage.

Demonstrate behaviours aligned with our Code of Conduct, including:

• Protection of confidential information and intellectual property
• Respecting, fostering dignity and demonstrating equal treatment of all team members, clients, suppliers, contractors and business partners
• Professionalism and acting with integrity
• Objective performance of duties and responsibilities
• Active identification reporting of any perceived or actual conflict of interest

Why join us?

• Corporate benefits including Discounted Health Insurance/Gym Memberships & Travel Perks (Car Hire & Hotel), Novated Leasing, Salary Packaging, Employment Assistance Program, Paid Parental Leave & Purchased Leave.
• Employee Referral Program – Be rewarded for successfully recommending great talent.
• Thorough induction, ongoing mentorship & tailored professional development plan. Career progression pathways being part of the broader MedHealth group of businesses.
• Reward and recognition program.

You are welcome here.

Our fast-growing team of more than 3,500 people around Australia represent a huge array of life experiences, skills and ways of thinking. We value all these differences. 

We are an Equal Opportunity Employer, proudly welcoming people with disability including mental health conditions, people from diverse cultural and linguistic backgrounds, people from the LGBTQI community, veterans, carers and Indigenous Australians to our team.

We are happy to adjust our recruitment process to support accessibility needs.