Administration Coordinator

About the business

Phoenix Occupational is a proudly Australian owned and operated company. The company directors, Dr Angus Forbes and Dr Sid O'Toole, are Occupational and Environmental Physicians (OEPs), who are recognised as leaders in their field.

Phoenix Occupational Medicine is committed to working closely with our clients to ensure best outcomes for the safety, health and wellbeing of their workforce. We are committed to driving growth and this role is core to our success. We have set strong and clear strategic goals, and we look forward to seeing them come to fruition. This is an exciting time to join our team.

We share our office space with our sister company, LIME Medicolegal, and we liaise with them accordingly across various services. Both businesses have recently obtained ISO 9001 and ISO 27001 certification, providing our staff with a robust and secure quality management system and specific focus on the protection of sensitive information, which is crucial in healthcare. 

About the role

We are currently seeking two applicants. The successful applicants will be responsible for, but not limited to, the following tasks:

• Greeting and assisting patients, managing payments, and maintaining the stationery cupboard with occasional stocktaking.

• Efficiently scanning, filing, and managing digital and physical records.

• Handling phone inquiries, directing calls, and scheduling appointments.

• Preparing quotes and invoices.

• Ensuring all paperwork is accurate and complete.

• Tracking requests and reports, performing quality assurance, and securely sending medical reports using encryption or secure portals.

• Show initiative and be self-motivated in supporting managers, directors, and other administration coordinators during periods of leave.

• Liaising with internal and external stakeholders appropriately.

• Managing diaries proactively for managers and directors.

• Assisting with travel arrangements, presentation materials, meeting notes and/or minutes, and document editing adhering to ISO document management standards.

• Maintaining high attention to detail, time management, and general office duties such as tidying shared spaces and ordering supplies.

Our office hours are 8 am to 4 pm, and due to the nature of this role work from home opportunities are only as required/permitted basis.

Skills and experience

It is essential for applicants to have the following skills and behaviours:

• Demonstrated experience in administration or client services (medical/health preferred)

• Proficient in the Microsoft Office Suite

• High attention to detail

• Proven record of effective multitasking and prioritisation of duties

• Ability to identify and create solutions to solve existing and emerging problems

• Ability to follow set processes

• Excellent verbal and written communication skills

• Friendly, adaptable, and team-oriented

• Confident to seek further information / ask questions

• Seeks to achieve goals

• Abide by our values

An understanding of medical terminology is favourable, but not essential. Training will be provided by our Practice Managers and other members of the administration teams.

The successful applicant will need to provide a current police check and approval to work in Australia (if relevant).

Salary and benefits

Your salary will align with the Health Professionals and Support Services Award, according to age (where applicable) and level of experience.

This role will provide you with excellent opportunities for personal and professional development.  Our team have opportunities throughout the year to attend events at Brisbane Business Hub, DSDLIGP workshops, and networking events - both our own, and externally.

Our team is highly valued by Senior Management and we celebrate our successes.  More than just an annual Christmas party, we host at least four regular whole team events a year - both inside and outside of office hours.

We also offer EAP services, undertake annual employee engagement reviews, and our Practice Managers work closely with their teams to ensure improvement and advancement opportunities are quickly identified.

Our office is conveniently located in the Brisbane CBD and is close to all modes of transport (10-minute walk from Central Station and 5-minute walk from Eagle Street Pier), and we are located close to many wonderful restaurants and cafes.

Next Steps 

We invite you to apply for this role, including a cover letter in your application.

In your cover letter please provide statements relating to any appropriate experience, and your desire to work in this field. We also ask that you provide statements about:

1. Your experience in a similar role.
2. A clear example of how you would prioritise tasks if two senior staff are requesting tasks be completed.