Admin-Second In Charge

For Health Group; City Of Rockingham; On-site; AUD 65,000 - 95,000; Full time

Job summary

For Health Group is seeking a motivated Second in Charge to back the Practice Manager in a busy medical centre. This hands-on role blends administration, reception, leadership, and customer service to support healthcare professionals, patients, and the wider team.

You will supervise admin tasks, assist with patient records, billing, WHS, and help ensure smooth daily operations, while developing leadership skills and contributing to a positive patient experience.

Qualifications

• Experience in administration, reception, or healthcare environments.
• Strong verbal and written communication skills.
• Excellent organisational and problem-solving abilities.
• High attention to detail and accuracy.
• Ability to manage competing priorities in a fast-paced environment.

Responsibilities

• Compile medical reports and correspondence
• Type letters and manage patient recalls
• Assist with administrative requests from healthcare professionals
• Ensure administrative processes are completed accurately and efficiently
• Welcome and assist patients in a professional manner
• Resolve patient enquiries and concerns
• Register immunisations and maintain accurate records
• Escalate significant issues when required
• Banking and daily reconciliations
• Sorting and distributing mail
• Managing faxes and correspondence
• Workers compensation administration
• Batching and billing adjustments
• Transferring patient records
• Scanning and assigning documents to patient files
• Answering incoming calls and managing appointments
• Patient billing and payments
• Support practice operations in the absence of the Practice Manager
• Promote a positive safety culture within the practice
• Support the implementation of WHS policies and procedures
• Assist with workplace inspections and audits
• Report and follow up on workplace hazards
• Support incident reporting and investigations
• Assist with injury management and return-to-work processes

Skills

Administration

Reception

Customer service

Healthcare experience

Communication

Organization

Problem-solving

Attention to detail

Computer skills

Phone systems

Tools

MS Office

Electronic medical records

Job description

About the Role

We are seeking an experienced and motivated Second in Charge to support the Practice Manager in the day-to-day operations of a busy medical centre. This is a hands‑on role that combines customer service, administration, and leadership responsibilities to ensure exceptional support for healthcare professionals, patients, and the broader practice team.

This is an excellent opportunity for someone with a strong background in medical administration, reception, or customer service who is looking to take the next step in their career.

Key Responsibilities

Healthcare Professional Support

• Compile medical reports and correspondence
• Type letters and manage patient recalls
• Assist with administrative requests from healthcare professionals
• Ensure administrative processes are completed accurately and efficiently

Patient Services

• Welcome and assist patients in a professional manner
• Resolve patient enquiries and concerns
• Register immunisations and maintain accurate records
• Escalate significant issues when required

Administration & Practice Operations

• Banking and daily reconciliations
• Sorting and distributing mail
• Managing faxes and correspondence
• Workers compensation administration
• Batching and billing adjustments
• Transferring patient records
• Scanning and assigning documents to patient files
• Answering incoming calls and managing appointments
• Patient billing and payments
• Supporting practice operations in the absence of the Practice Manager

Workplace Health & Safety

• Promote a positive safety culture within the practice
• Support the implementation of WHS policies and procedures
• Assist with workplace inspections and audits
• Report and follow up on workplace hazards
• Support incident reporting and investigations
• Assist with injury management and return-to-work processes

About You

To be successful in this role, you will have:

• Previous experience in administration, reception, customer service, or healthcare environments
• Strong verbal and written communication skills
• Excellent organisational and problem-solving abilities
• High attention to detail and accuracy
• Strong computer and telephone system skills
• Ability to manage competing priorities in a fast‑paced environment
• A collaborative and team‑focused approach
• The ability to take initiative and work independently when required

What We Offer

• Supportive and collaborative team environment
• Opportunity to develop leadership and management skills
• Ongoing training and professional development
• Meaningful work supporting patient care and healthcare professionals
• Career progression opportunities within a growing healthcare organisation