Casual Administration & Client Experience Member

ODE Dermatology; Melbourne; On-site; AUD 30,000 - 41,000; Part time

Job summary

DOCTOR SHAMMI in Fitzroy is seeking a casual Administration & Client Experience Member to support reception, bookings and client communications in a dermatology clinic that blends clinical care with technology.

The role emphasizes attention to detail, warmth and professionalism, with responsibilities across scheduling, payments and customer enquiries in a busy premium-service environment.

Qualifications

• Experience in front-desk or client-facing roles.
• Attention to detail and professionalism.
• Experience in medical/dermatology or premium service environment is advantageous.

Responsibilities

• Booking client appointments via telephone and email.
• Managing appointment changes, rescheduling and cancellations.
• Collecting client information and ensuring it is recorded and stored securely.
• Collecting client deposits, payments and relevant images.
• Applying clinic policies and procedures, including managing late arrivals and fees.
• Responding to client enquiries via email and telephone.
• Following up on enquiries that require further investigation.
• Assisting clients with retail product enquiries and purchases.
• Processing and reconciling transactions.
• Using our medical practice management software and internal systems.
• Supporting day-to-day operation of the clinic and assisting colleagues.

Skills

Customer service

Data entry

Phone support

Cash handling

Tools

Practice management software

MS Outlook

Job description

Casual Administration & Client Experience Member

DOCTOR SHAMMI is a Fitzroy-based dermatology clinic that brings together advanced technology and medical expertise.

Focusing on hair and skin, our approach combines clinical knowledge, considered treatment planning and sophisticated technology. We are committed to delivering an exceptional experience for every client, from their first enquiry through to their ongoing care.

The Role

We are looking for a warm, capable and detail-oriented casual team member to support our administration and client experience functions on Wednesdays, Thursdays and Fridays.

We appreciate that this is a considered approach to recruitment, but we believe the right person makes a significant difference to both the client experience and the wider team.

We are looking for someone who takes genuine pride in their work. Attention to detail, efficiency and professionalism are particularly important, as this is a busy environment where the ability to manage competing priorities is essential.

Just as importantly, warmth matters. We want someone who enjoys interacting with people, communicates thoughtfully and understands that a positive client experience is built through hundreds of small interactions.

The role requires an understanding of the entire client journey, from the initial booking and pre-appointment communication through to welcoming clients into the clinic and ensuring their administrative needs are taken care of.

The Day-to-Day

Your responsibilities will include:

• Booking client appointments via telephone and email.
• Managing appointment changes, rescheduling and cancellations.
• Collecting client information and ensuring it is accurately recorded and securely stored.
• Collecting client deposits, payments and relevant images.
• Applying clinic policies and procedures, including managing late arrivals, cancellations and associated fees.
• Responding to client enquiries via email and telephone.
• Following up on enquiries that require further investigation, ensuring clients receive a considered and timely response.
• Assisting clients with retail product enquiries and purchases.
• Processing and reconciling transactions.
• Using our medical practice management software and other internal systems.
• Supporting the smooth day-to-day operation of the clinic and assisting colleagues where required.

What We Value

We are particularly interested in someone who demonstrates:

• Exceptional attention to detail: You notice the small things and understand their importance.
• Efficiency: You work at a good pace without compromising accuracy or the quality of your interactions.
• Warmth: You enjoy people and naturally make clients and colleagues feel welcome.
• Professionalism: You understand how to conduct yourself in a sophisticated, client-focused environment.
• Organisation: You can manage competing priorities, move between tasks and adapt when circumstances change.
• Initiative: You take responsibility for following things through rather than waiting to be reminded.
• Adaptability: You are comfortable working in a busy environment where priorities can shift throughout the day.

Previous administration or client-facing experience is important. Experience in a medical, dermatology, beauty or premium service environment would be advantageous.

Is This the Right Environment for You?

We are looking for someone who appreciates that excellent administration is about more than completing tasks. It requires judgement, consistency, initiative and an understanding of how individual interactions contribute to the overall client experience.

Our environment is busy, our standards are considered and our clients value professionalism, warmth and efficiency.

If you enjoy working with people, take pride in getting the details right and thrive in an environment where presentation and service matter, we would love to hear from you.