Speech Bubble Speech Pathology Pty Ltd – Edithvale VIC
About us
Speech Bubble Speech Pathology is an established private practice, with 15+ years of experience serving children and adults. Delivering a full range of paediatric and adolescent speech pathology services to private and NDIS clients, we take pride in a genuine commitment to person-centred care that achieves real outcomes. If you're looking for a supportive workplace where you can grow your career and make a meaningful difference, apply today!
About the role
POSITION DESCRIPTION
Start Date: from 26 Oct ****
Position Title: Medical Secretary / Administrative Assistant
Employment Type: Permanent Part-time / 9 day fortnight (every 2nd Friday off).
Hours: Mon-Thurs 8.45am-5.15pm & every 2nd Fri 8.45am-3.15pm
Flexibility may be offered for hours for the right candidate.
Salary: $***** per hour plus Superannuation ($53K- $63K)
Location: Speech Bubble Speech Pathology ******* Nepean Hwy, Edithvale, VIC ****
Reports To: Catherine Moloney – Clinic Director / Lead speech Pathologist
Position Summary
The Medical Secretary /Administrative Assistant provides essential administrative support to a busy and expanding private paediatric Speech Pathology clinic. This role ensures the smooth day-to-day operation of client services by managing patient bookings and reception, handling client communication, maintaining records, data entry, billing and basic financial administration and reception duties. The position requires strong organisational skills, attention to detail, and a professional, client-focused approach. Previous experience working in private practice is essential.
Key Responsibilities (will include but not be limited to)
1. Client Bookings & Scheduling
Manage appointment bookings, cancellations, and rescheduling
Coordinate clinician calendars to maximise efficiency
Send appointment confirmations and reminders




Maintain accurate scheduling records
2. Client Communication
Acting as the first point of contact for patients and providing communication support to Allied Health Professionals
Meet and welcome clients in the clinic
Answer incoming phone calls in a professional and friendly manner
Respond to email and online enquiries promptly
Provide clients with information about services, fees, and processes
Manage client intake and onboarding documentation
3. Administrative Support
Maintain and update client records in electronic practice management systems
Prepare, format, and update clinic documents, forms, and templates
Billing and processing client invoices, managing funding claims (Medicare or NDIS), and supporting compliance auditing
Ensure compliance with privacy and confidentiality standards
Assist with reporting and data entry tasks
4. Website & Digital Updates
Update website content as required (e.g., service updates, clinician profiles, blog posts)
Assist with basic content management tasks and social media
Assist with marketing and communication with key networks
Monitor online enquiry forms and ensure timely follow-up
5. Basic Bookkeeping & Payroll Support
Assist with invoicing and payment tracking
Reconcile basic financial records
Support payroll processing (e.g., timesheet tracking, data entry)
Liaise with external bookkeeper or accountant as needed
6. Office Management
Monitoring inventory, ordering supplies, and maintaining clinic cleanliness.




Key Selection Criteria
Essential:
Previous experience in an administrative role
Excellent communication skills (in person, phone, email, written)
Solid organisational and time management abilities
High attention to detail and accuracy
Ability to work independently and manage competing priorities
Excellent time-management, prioritisation and organisational skills.
Strong written and verbal communication skills
Proficiency with office software (Microsoft Office, Halaxy)
Comfortable using practice management systems and learning new software
Experience working in healthcare or allied health private practice (e.g., speech pathology, psychology, occupational therapy, music therapy)
Familiarity with Australian healthcare systems (e.g., NDIS, Medicare)
Basic bookkeeping knowledge (e.g., Xero)
Experience updating websites (e.g., WordPress, Square, Canva or similar CMS)
Basic knowledge of Social Media platforms for marketing purposes (e.g. Facebook, Instagram, LinkedIn).
Valid Working with Children Check, or willing to Obtain
Current National Criminal Record Check, or willing to obtain
Personal Attributes
Professional, reliable, and responsive
Empathetic and client-focused
Discreet with sensitive information
Proactive and solutions-oriented
Must like children and be sensitive to clients needs
Positive growth mindset and team culture orientated
Your experience, background and interests will be valuedand transferred to how it can contribute to supporting and developing your skills, the practice and services to clients. We are a growing practice with scope to expand and develop your role. Support, mentoring and training may be provided.
For any queries, feel free to contact Catherine at Cat••••••@Speechbubble.com.au.
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📌 Medical Secretary / Administration (Melbourne)
🏢 Speech Bubble Speech Pathology
📍 Melbourne