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 setting 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 setting
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 environment, we would love to hear from you.
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📌 Practice Administrator (Melbourne)
🏢 Happy Kids Paediatrics
📍 Melbourne