Purpose of the role

Elite Hair Clinic is a specialist hair restoration clinic based in the Sydney CBD. The Administration Assistant role is new to the business as we continue to grow. Initially starting part time, 3 days a week, there is scope to grow into a full-time position as the business scales.

We're looking for an operational and administrative gun, who will be the first point of contact for patients, the owner of the clinic diary, and the person who keeps patient follow-up, marketing outreach and back-office administration running to schedule.

The role suits someone who is comfortable moving between patient-facing work, creative and marketing support, and detailed back-office administration in the same day, and who can handle confidential patient and payroll information with discretion.

Key responsibilities

1. Patient administration and follow-up

- Act as the first point of contact for prospective and existing patients across phone, email and SMS.
- Maintain accurate, complete and timely patient records in the clinic's CRM - contact details, enquiry source, consultation status, treatment stage and communication history.
- Prepare and issue patient paperwork (consent forms, pre- and post-operative instructions, aftercare information) as directed by clinical staff.
- Process patient payments, deposits and refunds, and reconcile against the booking system.

2. Inbound and outbound calls

- Answer inbound enquiries promptly and professionally, qualify them, and book consultations.
- Conduct outbound calls to warm leads, unconverted consultations and lapsed patients, following approved call scripts.
- Log every patient interaction in the CRM on the same day.
- Triage and escalate clinical questions to appropriate clinical staff — the Administration Assistant does not provide clinical advice.

3. Calendar and diary management

- Own the clinic master calendar: surgical lists, consultations, follow-up appointments and treatment room availability.
- Coordinate doctor,



nurse and technician availability against the surgical schedule and flag conflicts early.
- Manage the General Manager's diary, including meetings, partnership calls and external appointments.
- Maintain accurate leave and availability records for clinical and administrative staff.

4. Static creative assets and marketing support

- Produce static creative assets in Canva (or equivalent) to brand template - social posts, email headers, referral collateral, in-clinic signage, one-pagers.
- Maintain the clinic's asset library and brand template set.
- Support content scheduling across social channels and email/SMS campaigns.
- Assist with collection and filing of patient photography and consent documentation for any use in clinic materials.

5. Partnership and marketing outreach

- Build and maintain the outreach list of referral partners
- Conduct first-touch and follow-up outreach by email, phone and LinkedIn to prospective partners.
- Coordinate partner meetings, send collateral, and maintain accurate records of every partner interaction and agreement status in the CRM.
- Track referral volumes by partner and report monthly.
- Support the General Manager with the monthly leads and marketing reporting pack - collating lead, spend and conversion figures by channel.

6. Payroll and finance administration

- Collect, check and collate timesheets, leave forms and roster variations for each pay cycle.
- Prepare payroll for review and authorisation by the General Manager
- Maintain accurate employee records: hours, entitlements, leave balances, superannuation details and contract documentation.
- Assist with supplier invoices, expense coding and basic accounts administration.




- Maintain confidentiality of all remuneration and employee information at all times.

7. General practice administration

- Maintain clinic supplies and reorder consumables and stationery.
- Maintain filing, document control and the clinic's internal policy and procedure records.
- Liaise with external providers - IT, hosting, marketing agencies, suppliers.
- Support onboarding administration for new staff and contractors.
- Other reasonable duties within the employee's skill and competence as directed.

Scope of practice. This is a non-clinical role.

The Administration

Assistant does not provide clinical advice, assessment or recommendations to patients, and escalates all clinical questions to a registered practitioner.

Skills and experience

Essential

- Demonstrated administration experience or comparable client-facing environment.
- Excellent written and verbal communication; confident and warm on the phone.
- Strong organisational skills and demonstrated ability to manage competing priorities and a busy diary.
- High attention to detail and accuracy, particularly with records, numbers and scheduling.
- Sound computer literacy - CRM systems, email, calendar, spreadsheets.
- Demonstrated discretion in handling confidential information.
- Working rights in Australia.

Desirable

- Experience with a CRM or practice management system (GoHighLevel)
- Canva or basic graphic design capability with a portfolio of static assets.
- Experience in aesthetics, dermatology, cosmetic or surgical practice.

Success in this role looks like

- Patient follow-up contacts completed on schedule, with clinical concerns escalated immediately.
- A clean, conflict-free clinic diary with surgical lists correctly resourced.
- Payroll prepared accurately and on time each cycle, ready for approval.
- A live, growing referral partner pipeline with accurate contact records and tracked referral volumes.
- Marketing assets delivered on brand, on time, and approved before publication.

📌 Admin Assistant (Sydney)
🏢 Elite Hair Clinic
📍 Sydney