Job Description

Elite Hair Clinic is a specialist hair restoration clinic based in the Sydney CBD.

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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.

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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.

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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.

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Purpose of the role

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Elite Hair Clinic is a specialist hair restoration clinic based in the Sydney CBD.

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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.

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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.

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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.

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Key responsibilities

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1. Patient administration and follow-up

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

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- Answer inbound enquiries promptly and professionally, qualify them, and book consultations.
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- Conduct outbound calls to warm leads,



unconverted consultations and lapsed patients, following approved call scripts.
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- Log every patient interaction in the CRM on the same day.
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- Triage and elevate clinical questions to appropriate clinical staff — the Administration Assistant does not provide clinical advice.
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3. Calendar and diary management

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- Own the clinic master calendar: surgical lists, consultations, follow-up appointments and treatment room availability.
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- Coordinate doctor, nurse and technician availability against the surgical schedule and flag conflicts early.
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- Manage the General Manager's diary, including meetings, partnership calls and external appointments.
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- Maintain accurate leave and availability records for clinical and administrative staff.
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4. Static creative assets and marketing support

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

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

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

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

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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.

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Skills and experience

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Essential

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

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

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