Administrative Assistant (Reception)

Melbourne Teaching Health Clinics; City of Melbourne; On-site; AUD 30,000 - 39,000; Part time

Job summary

Melbourne Teaching Health Clinics – Carlton VIC is seeking a part-time receptionist/administrator to support Melbourne Eyecare Clinic. You will manage patient reception, appointments, billing, and general administration in a clinical teaching environment.

The role is 2 days per week on a 12-month fixed-term contract, with potential extension. You will liaise with students, clinicians and staff to ensure a welcoming, efficient patient experience.

Qualifications

• Front desk reception experience in a healthcare setting is essential.

Responsibilities

• Provide reception support, including welcoming patients, answering telephone enquiries and scheduling appointments.

Skills

Front desk experience

Healthcare customer service

Verbal communication

Attention to detail

Time management

Team collaboration

Independent working

MS Excel

EFTPOS transactions

Multitasking

Patient-focused service

Customer relations

Tools

Practice management system

Microsoft Office

Job description

Melbourne Teaching Health Clinics – Carlton VIC

In this varied role, you will provide high-quality reception and administrative support to patients of Melbourne Eyecare Clinic. Working closely with the Dispensing Manager, optometrists, students and dispensary staff, you will contribute to an efficient, welcoming and patient-focused service.

You will support the day-to-day operation of the clinic through patient reception, appointment coordination, correspondence management, billing activities and general administrative support within a clinical teaching environment.

This is a part-time position working 2 days per week on a 12-month fixed-term contract, with the possibility of extension depending on organisational requirements and business needs.

What you'll do

• Liaise with and support Doctor of Optometry students as part of a collaborative clinical teaching environment.
• Provide reception support, including welcoming patients, answering telephone enquiries and scheduling appointments.
• Maintain accurate patient information and support the administration of the practice management system.
• Assist with patient billing, payment processing, claims, daily reconciliation and banking activities.
• Monitor stock levels and assist with ordering frames, contact lenses and consumable supplies.
• Liaise with suppliers regarding clinic supplies and assist with the coordination of equipment maintenance and repairs.
• Maintain the presentation of the dispensary, reception and patient waiting areas.
• Contribute ideas to improve administrative processes, customer service and the overall patient experience.
• Manage daily correspondence, including email, phone, letters and SMS communications.
• Scan and maintain documentation within patient records.
• Assist with patient recalls, appointment confirmations and referral administration.
• Provide information and referrals to patients as required.
• Deliver high-quality customer service to patients, students and stakeholders.

What you'll bring

• Experience working in a front desk customer service environment, preferably within healthcare.
• Experience using a healthcare patient booking or practice management system.
• Excellent verbal communication and interpersonal skills.
• A demonstrated commitment to providing high-quality patient and customer service.
• Strong attention to detail and the ability to manage competing priorities in a busy environment.
• Initiative and a practical approach to improving customer service.
• The ability to work independently while contributing effectively within a team.
• Excellent computer skills, including Microsoft Office applications, particularly Excel.
• Enthusiasm, flexibility and reliability in managing day-to-day responsibilities.
• Ability to operate EFTPOS facilities and manage daily banking activities.
• Ability to multitask, prioritise effectively and maintain attention to detail.
• Basic knowledge of optics and optical dispensing.
• Experience working in a fast-paced eyecare or healthcare setting.

About Us

Melbourne Teaching Health Clinics (MTHC) is a not-for-profit, wholly owned subsidiary of the University of Melbourne and provides world-class clinical training opportunities for the Faculty of Medicine, Dentistry and Health Sciences students. It also provides patient access to high-quality health care for members of the Victorian community, within a private practice setting. There are eight clinical areas that are central to this service, and they include general medical practice, dentistry, optometry, audiology, speech pathology, psychology, occupational therapy and physiotherapy. Learn more about us via our website, here: https://mthc.com.au/

Our Values

• Be Ethical – act with integrity and fairness.
• Be Accountable – take ownership and deliver on commitments.
• Be Collaborative – work together across disciplines and perspectives.
• Be Compassionate – care deeply for people and communities.

These values shape our culture and guide our decisions to reflect our organisational beliefs.

At MTHC, we value the unique backgrounds, experiences and contributions that each person brings to our community, and we encourage and celebrate diversity. Indigenous Australians, those identifying as LGBTQIA+, females, people of all ages, with disabilities or culturally diverse backgrounds are encouraged to apply for our roles. Our aim is to create a workforce that reflects the community in which we live.

For inquiries, please contact Olena Fedorova at **************@unimelb.edu.au (please do not send applications to this email). .

For any questions related to the recruitment process, feel free to reach out to our Recruitment Team at**********@unimelb.edu.au

Please note, this position requires the successful candidate to undergo and maintain an up-to-date Working with Children Check. This is essential to guarantee a secure environment for all individuals at MTHC. In the case the selected candidate doesn't have a valid Working with Children Check, they will be able to apply for the WWCC as part of the initial onboarding procedures.