Every day, people walk into our clinic worried about a new diagnosis, a difficult result or a problem that has not gone away. The first person they meet is not a doctor — it is you. We are looking for an exceptional medical administrator to take a senior role at the front of our practice: someone who runs a busy reception with warmth, precision and complete composure.

Senior Medical Administrator

Part time - Full-time

- Permanent
- Suite 2, 76 Park Avenue, Kotara NSW 2289

Every day, people walk into our clinic worried about a current diagnosis, a difficult result or a problem that has not gone away. The first person they meet is not a doctor — it is you. We are looking for an exceptional medical administrator to take a senior role at the front of our practice: someone who runs a busy reception with warmth, precision and complete composure.

About us

Kotara Specialist was established in 2014 and has grown into a multidisciplinary specialist practice of twelve clinicians across endocrinology, nephrology, rheumatology and allied health. We look after patients with diabetes, thyroid and pituitary conditions, osteoporosis, kidney disease, joint disease and metabolic bone disease. Our reputation rests as much on how our practice is run as on the medicine we practise.

The role

This is a senior appointment, not an entry-level reception position. You will be the operational anchor of the front office — the person our specialists, our patients and our junior staff rely on. Day to day you will:

- Manage patient reception, appointments and specialist schedules across multiple clinicians and consulting rooms
- Handle incoming calls, referrals, results and correspondence accurately and promptly
- Process billing, Medicare and private health claims, invoicing and daily banking reconciliation
- Maintain meticulous electronic medical records and protect patient confidentiality without exception
- Coordinate with hospitals, GPs, pathology and imaging providers,



and allied health colleagues
- Support and supervise reception colleagues — training new staff, checking work and keeping standards high
- Identify what is not working in our systems and help us fix it

What you will bring

Essential

- Demonstrated experience in medical reception or practice administration
- Outstanding attention to detail — you notice the wrong date of birth, the missing referral, the result that never came back
- Genuine reliability: you turn up, you follow through, you close the loop
- The ability to hold several things at once — a ringing phone, a waiting patient and a doctor at your shoulder — and decide calmly what comes first
- Excellent written and spoken communication, and real warmth with people who are unwell or anxious
- A strong team player who is willing to step up into a supervisory role
- Confidence learning new software and systems quickly

Highly regarded

- Experience with electronic medical record and practice management systems (for example Bluechip, Best Practice, Medical Director or Genie)
- Working knowledge of Medicare, DVA and private health fund billing
- Previous experience in a specialist or multi-practitioner practice
- Experience training or supervising administrative staff

Why you will want to work here

- A senior, genuinely respected role in a stable, growing specialist practice
- A small, supportive team where your judgement counts and your ideas are acted on
- Modern, purpose-built consulting suites in Kotara with on-site parking and easy access to Westfield and public transport
- Weekday hours — no weekends, no on-call, no night shifts
- Ongoing training and support, and remuneration commensurate with your experience

The Diabetes & Endocrinology Clinic is an equal opportunity employer. Applicants must have the right to work in Australia. The successful candidate will be required to maintain patient confidentiality in accordance with the Privacy Act 1988 (Cth) and NSW health records legislation.

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📌 Medical Receptionist (Newcastle City Council)
🏢 Kotara Specialist Suites
📍 Newcastle City Council