Receptionist & Administrative Assistant

Receptionist & Administrative Assistant

Location: Brisbane Livewell Clinic (Wavell Heights) (with occasional shifts at Cannon Hill) Type: Casual – 20-30 hours/week Applications Close: 2nd November 2025 – Early applications encouraged

About the Role

You'll be the first point of contact for our patients and practitioners, anchoring our Wavell Heights Clinic team during weekday morning shifts. We're seeking someone who thrives in a dynamic environment, can pivot between tasks with ease, is comfortable using their own initiative and who would love to work in a service-minded team with warm, caring colleagues and Clinic Managers and a highly supportive Owner. Full training will be provided during our standard 3-month period of close supervision.

We're currently in the early stages of transitioning from Timely to Practice Better as our clinic management system. We love improving our processes, so if you would enjoy the opportunity to help shape our new workflows and learning new systems, you'll find this role especially rewarding.

About Us

Brisbane Livewell Clinic is one of Brisbane's leading Wellness Clinics, offering a diverse range of natural health services. With 17 experienced Practitioners across 10 modalities – including Naturopathy, Clinical Nutrition, Massage Therapy, Osteopathy, Acupuncture Counselling, Hypnotherapy, and Kinesiology – we're proud to support our community's health and wellbeing.

We're currently in an exciting phase of growth, and we're looking for a warm and proactive Receptionist & Administrative Assistant with prior experience in a healthcare reception and administration role to join our close-knit team. This role is essential to the smooth running of our clinic and offers the opportunity to grow professionally in a supportive and collaborative environment.

We have two lovely Clinics located in Wavell Heights and Cannon Hill. While your primary base will be our Wavell Heights Clinic, occasional travel between both locations, including some same-day travel, may be required. As public transport options around Wavell Heights are limited, having a valid driver's licence and access to your own vehicle is considered essential for this role.

What We Offer

• A welcoming, inclusive team culture where your ideas and suggestions are valued.
• Mentoring from the Management team, with opportunities for training to expand into areas like bookkeeping, SEO, article writing, social media, and more if you are keen.
• Career progression opportunities, including the potential to move into a Practitioner role over time if you're currently studying Naturopathy, Nutrition, Psychology, Dietetics or Natural Therapies.
• You'll receive full training and ongoing support to ensure your success as you grow with Brisbane Livewell Clinic

Key Responsibilities

• Opening and closing the Clinic – mainly opening the Clinic.
• Running the Reception desk to free up the Clinic Manager for management tasks.
• Greeting patients warmly and professionally.
• Managing appointments, rescheduling, and cancellations via our clinic management system.
• Handling phone calls, email, and patient enquiries with care and accuracy. Please note – we receive a high volume of calls. While we provide you with full training, we do recommend that you only apply if you are comfortable speaking on the phone.
• Processing payments, including Medicare and HICAPS and handling occasional refund requests and patient complaints.
• Maintaining a clean, welcoming Reception and Clinic space.
• Managing patient records securely and accurately.
• Monitoring the calendar, filling gaps, and managing waitlists.
• Supporting Practitioners with managing their practices, admin tasks and patient communications.
• Onboarding and offboarding Practitioners and helping to manage Practitioner concerns, calendars, challenges, and enquiries.
• Managing stock inventory and placing orders for clinic supplies and products.
• General cleaning duties (vacuuming, mopping, dusting, etc.).
• Helping to resolve/report maintenance issues.
• Reporting to and working closely with your Clinic Manager (Wavell Heights) to support her, the Owner, your team, and Brisbane Livewell Clinic overall.
• Assisting the Owner/Clinic Managers with Clinic administration and compliance, social media management and other ad hoc tasks that are required.
• Writing detailed handover notes for smooth shift transitions.

About You

• Previous experience as a receptionist is essential. While we provide full training, we are recruiting a more senior employee who understands and has mastered the fundamentals.
• Prior experience in a healthcare, allied health, or natural therapies clinic not essential but preferred.
• Excellent communication skills – both written and verbal.
• Strong computer literacy, including proficiency with Microsoft Outlook, Excel and/or Google Sheets, and Dropbox.
• Quick learner with the ability to adapt to new systems, priorities and processes.
• Highly organised, with strong time management and attention to detail. Ability to self-start and show initiative.
• Friendly, empathetic, and committed to outstanding patient service.
• Able to work independently and collaboratively.
• Must be an Australian citizen, NZ reciprocal rights holder, or have a valid current long-term visa which allows you to change roles without needing a sponsor.
• Must reside in Brisbane as this is an in-person role. Due to the need to work in front of patients in-Clinic, WFH is not available.

How to Apply

If you're passionate about health and wellbeing and meet the criteria above, we'd love to hear from you.

Please apply via the following email:

, with a cover letter that confirms you meet the above requirements, can work 5 mornings per week as your normal shift, states when you are able to start work with the Clinic (immediate start is available), and tells us something you'd like to understand more about Brisbane Livewell Clinic.

We will commence interviews immediately, on a first-in, first-interviewed basis. If you don't make our initial interview shortlist, please confirm in your cover letter if you would like us to hold your application on file for our next opportunity. We are growing fast and anticipate further opportunities may only be a couple of months away.

Please note: Only applications submitted through the above email will be considered. Demonstrating that you've researched Brisbane Livewell Clinic will strengthen your application.

Additional Info

Brisbane Livewell Clinic is a woman-owned, equal opportunity employer. We celebrate diversity and encourage applications from all backgrounds.

P.S. We're always open to expressions of interest from Allied Health and Natural Therapy Practitioners. CVs and cover letters can be submitted via the same email above.