Melbourne Vascular Associates is a leading specialist vascular surgery practice committed to providing exceptional patient care in a professional, supportive and compassionate environment.

Due to the rapid growth of our surgical practice, we are seeking an experienced Receptionist & Administrator to join our friendly and dedicated team. This is an excellent opportunity for someone who enjoys working in a fast-paced specialist practice and takes pride in delivering outstanding customer service.

About the role

As the first point of contact for patients, you will play a vital role in creating a welcoming and professional experience while ensuring the smooth day-to-day operation of a busy specialist vascular surgery practice. Primarily based at Warringal Private Hospital in Heidelberg, this role requires travel to Blackburn and Bundoora locations to provide support one day per month. This is a part-time position (four days per week).

Key responsibilities

- Greeting patients with warmth, professionalism and empathy.
- Managing incoming phone calls and email enquiries.
- Scheduling appointments for multiple vascular surgeons and coordinating clinic sessions.
- Processing patient registrations and maintaining accurate medical records.
- Medicare billing, EFTPOS processing and invoicing.
- Managing specialist referrals, correspondence and clinical documentation.
- Liaising with hospitals, general practitioners, specialists and allied health professionals.
- Preparing clinic lists and supporting surgeons and nursing staff with administrative requirements.
- General reception and office administration duties.
- Working independently on non-consulting days.

About you

- Previous experience as a receptionist and administrator, preferably within a medical or surgical specialist practice.




- Exceptional customer service and communication skills.
- A professional, friendly and compassionate manner.
- Excellent organisational skills with strong attention to detail.
- The ability to multitask and remain calm under pressure.
- Strong computer literacy and the ability to learn new software quickly.
- Experience with medical practice management software (highly regarded).
- Knowledge of Medicare billing and specialist consulting processes (desirable).
- A proactive attitude with the ability to work independently and as part of a collaborative team.

Benefits

- A supportive and respectful workplace culture.
- The opportunity to work with a highly regarded team of vascular specialists.
- Modern consulting rooms in a professional environment.
- Ongoing training and professional development.
- Competitive remuneration based on experience.
- Long-term career opportunity within a growing specialist practice.

About us Melbourne Vascular Associates is a leading specialist vascular surgery practice providing comprehensive diagnosis and treatment of arterial and venous conditions. Our experienced team is committed to delivering outstanding clinical care with compassion, professionalism and respect. We believe our people are our greatest asset and foster a collaborative, supportive workplace where excellence is recognised and career development is encouraged.

If you are an experienced receptionist/administrator who is passionate about providing exceptional patient care and enjoys working in a specialist medical environment, we would love to hear from you.

To apply, please submit your resume together with a cover letter outlining your experience and why you would be a great addition to the Melbourne Vascular Associates team.

Only shortlisted applicants will be contacted.

📌 Experienced Medical Receptionist/Administrator (Heidelberg)
🏢 Melbourne Vascular Associates
📍 Heidelberg