Client Experience Coordinator — Sales, Bookings & Reception

The Headache and Pain Management Centre – Annerley QLD

Client Experience Coordinator — Sales, Bookings & Reception

Updated 28 July 2026

If you love the challenge of turning a phone call into a "yes," and you take real pride in getting the details right, keep reading.

We're The Headache and Pain Management Centre – a well-known physio practice in Annerley with a reputation for helping patients not just get better, but stay better. We're growing fast, and our enquiries have grown right along with us.

Why This Role Matters

You’ll be the first voice and first face our patients and referrers deal with — the vital link between our 15,000-strong client list and our clinical team.

We are processing in excess of 100 New Patient Enquiries per week… so we require a person who can convert that volume into booked appointments, and to be the point of contact for those who may not be ready “just yet” ongoing. Every call you convert and every calendar entry you get right has a direct, visible impact on people getting the care they need, and on how smoothly the whole clinic runs.

In addition, you will be responsible for ensuring that the recommended treatment plans that are agreed to between the physiotherapist and the patient are booked in precisely in the calendar, and you will be following up those existing patients who need to be recalled as part of their ongoing treatment plan.

Who We're Looking For

Someone who sees what needs doing and gets on with it, rather than waiting to be told.

A confident communicator who can hold a proper conversation with a patient or referrer, not just read from a script.

Someone who takes real pride in getting the details right, and notices a problem before it becomes one.





Someone who'll own a mistake and fix it, rather than explain why it wasn’t their fault.

A person who enjoys the challenge of turning a ‘maybe’ into a ‘yes’ for people thinking about making an appointment with us.

Someone who wants to grow into more responsibility, not just clock in and out.

Comfortable with a fast pace and a clinic that keeps changing, growing and improving.

What You’ll Be Doing

- First point of contact for a high (and growing) volume of phone, email, and social media enquiries.
- Converting those enquiries into booked appointments — we’ll track this with you.
- Making outbound follow-up calls so leads don’t go cold.
- Running our appointment calendar with precision… no double bookings, no dropped follow-ups.
- Booking and recalling patients accurately for their ongoing treatment plans, so no one falls through the gaps.
- Processing patient payments accurately and on time.
- Relaying messages between referrers, patients, insurers, and our clinical team.
- Keeping on top of admin and record-keeping without needing to be chased.
- Helping with stock ordering and day-to-day clinic operations.
- Lending a hand to our Marketing & Operations Coordinator with social and marketing tasks when needed.

What You’ll Need

- A track record of turning enquiries or leads into sales in a phone- or customer-facing role (healthcare, beauty, financial services, real estate,



or similar all count), or willingness to learn and implement this quickly.
- A warm, professional and welcoming presence in-person… you will be the first face of the clinic, not just a voice on the phone.
- Genuine attention to detail – it is very important working in healthcare.
- Comfort handling a high volume of calls, emails and SMS without your accuracy or warmth slipping.
- Confidence with Microsoft Word and Outlook, and the ability to pick up CRM and invoicing systems quickly.
- Willingness to be accountable, coachable, and to work within our Core Values.

The Details

The position is Full Time, based around the needs of our clinic at this time. We will also consider applicants for Part Time Monday to Friday hours only (32 hours per week, salary pro rata) with a view to add Wednesday down the track as patient numbers rise.

Hours

- Mon: 8:30am – 5:00pm
- Tue: 9:30am – 6:30pm
- Wed: RDO
- Thu: 9:30am – 6:30pm
- Fri: 8:30am – 4:30pm
- Sat: 7:30am – 1:00pm

(If you can’t commit to these hours, this role isn’t for you.)

Start Date: Can start immediately but will wait for the right applicant. Reports To: CEO, working closely day-to-day with our Marketing & Operations Coordinator

Why Join Us

You’ll be trained personally and given full access to our systems and online modules, so you’ll know exactly what success looks like from day one. You’ll see the direct result of your work every day — patients getting the care they need, faster, because you got it right.

You’ll be doing it alongside a high-performing, skilled team who genuinely care about their patients and each other — no politics, no drama, just people who get things done.

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📌 Client Experience Coordinator — Sales, Bookings & Reception (Queensland)
🏢 The Headache and Pain Management Centre
📍 Queensland