Practice Administrator – Specialist Paediatric Clinic

We are seeking a highly capable and proactive Practice Administrator to join our specialist paediatric clinic in Melbourne.

This is the primary administrative role in a small, calm, and well-organised clinical environment. The role requires someone who is confident working independently, takes ownership of day-to-day operations, and ensures the smooth running of the practice without constant direction.

Qualifications and Experience

- At least 2 years’ experience in a medical reception, specialist clinic, or similar administrative role
- Excellent written and spoken English
- Strong interpersonal and communication skills, especially with families under stress
- High level of reliability, attention to detail, and follow-through
- Proficiency in Microsoft Office, Google Workspace, and Canva
- Strong computer literacy and ability to learn practice management systems quickly

Key Responsibilities

- Front desk reception and patient communication
- Appointment scheduling and diary coordination
- Managing enquiries, phone calls, and correspondence
- Processing patient documentation and maintaining records
- Supporting smooth day-to-day clinical operations
- Maintaining a professional, safe, and welcoming environment for patients and families
- Performing routine environmental oversight, including ensuring consultation rooms,



waiting areas, and patient facilities are clean, tidy, and fully usable between scheduled cleaning services
- Managing administrative tasks with independence, accuracy, and appropriate prioritisation
- Following practice policies and escalating only when clinically or operationally appropriate

We Are Looking For Someone Who

- Takes full ownership of their work and follows tasks through without reminders
- Can prioritise effectively and manage competing demands calmly
- Uses initiative and problem-solving before escalating issues
- Communicates clearly, respectfully, and confidently with patients and families
- Maintains professional boundaries while delivering excellent service
- Notices what needs to be done and acts without waiting for instruction
- Values accuracy, accountability, and consistency in a clinical environment

About the Role

This is a hands-on, independent role in a small specialist paediatric clinic. You will be the key administrative presence in the practice on most days and play an important role in ensuring a smooth experience for patients, families, and clinicians.

If you are a responsible, solutions-focused professional who enjoys working in a calm but dynamic healthcare setting, we would love to hear from you.

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📌 Practice Administrator (Williamstown)
🏢 Happy Kids Paediatrics
📍 Williamstown