About the role

You'll provide important day-to-day administrative support alongside our full time administration team member to our clinical and leadership teams, helping ensure appointments, patient communication, orders and follow-up activities are completed accurately and on time. We have established systems in place, and we're looking for someone who can confidently use them, stay organised and suggest practical improvements when opportunities arise.

Key responsibilities

- Appointment coordination – Booking, confirming and rescheduling patient appointments, including coordinating bookings with external clinics and healthcare providers.

- Stock administration – Receiving and checking incoming stock, contacting and booking patients for fittings, notifying relevant stakeholders, preparing outgoing items, ensuring core stock items remain full, updating stock records and assisting with stocktakes.

- Back-order follow-up – Tracking outstanding orders, contacting suppliers for updates and communicating expected delivery dates to relevant team members.

- Accounts – Generating and processing invoices, contacting appropriate parties to resolve outstanding accounts include but not limited to support co-ordinators and NDIS plan managers.

- Patient recalls – Contacting patients due for follow-up appointments and updating recall records.

- Clinical administration – Booking appointments, entering and maintaining accurate patient information, appointment details and administrative records in Cliniko.

- Team support – Assisting clinicians and the leadership team with administrative tasks, correspondence, document preparation, clinic preparation and follow-up activities.

- Administrative improvements – Suggesting practical ways to improve existing administrative processes and helping implement approved changes.

About you

- Is highly organised – You can prioritise tasks,



manage your workload and keep track of important details.

- Takes ownership – You complete assigned tasks accurately and follow through without constant reminders.

- Shows initiative – You recognise when something needs attention and take appropriate action or seek guidance.

- Communicates well – You're friendly, professional and comfortable communicating with patients, colleagues and external providers.

- Has excellent attention to detail – You understand the importance of accurate bookings, records, documentation and stock information.

- Is reliable and proactive – You follow up outstanding matters and communicate early when assistance is needed.

- Is a genuine team player – You enjoy supporting colleagues and contributing to a positive workplace.

- Is willing to learn – You're comfortable following established procedures, learning new systems and welcoming feedback.

- Experience in medical or allied health administration, the NDIS and other funding schemes, reception, QuickBooks, stock coordination or practice management software such as Cliniko would be highly regarded.

About us

InMotion Orthotics is an established Gold Coast practice providing comprehensive orthotic services to children and adults across a diverse range of clinical needs. We're a small, supportive team that values excellent patient care, open communication, mutual respect and working together.

Perks

- A genuinely supportive team where colleagues respect one another, communicate openly and enjoy working together.

- A role where your contribution matters – Your organisation, accuracy and attention to detail will help our clinicians focus on delivering excellent patient care.

- Established systems with opportunities to share ideas and contribute to practical improvements.

- Independence with support – Take responsibility for your assigned tasks while having guidance and support available from your colleagues.

📌 Patient Services & Administration Officer (Southport)
🏢 Inmotion Orthotics
📍 Southport