Clinic Administrator

Little Rockets Children's Clinic; City of Melbourne; On-site; AUD 3,444,000 - 4,408,000; Part time

Benefits offered by this job

Flexible school hours

Hybrid onsite/remote work

Job summary

Little Rockets Children''s Clinic is seeking a warm, friendly Clinic Administrator to support the daily operations of a growing paediatric allied health clinic in Montmorency, VIC.

The role offers 27.5 hours per week with a mix of onsite and remote work, primarily during school hours. You will manage client onboarding, scheduling, invoicing and general admin to help clinicians focus on client care.

Qualifications

• Previous administration experience.
• Experience with NDIS and Medicare funding types.
• Ability to manage calendars and timetabling for multiple clinicians.
• Warm, compassionate and clear communicator with experience maintaining professional boundaries.
• Highly organised and able to work autonomously.

Responsibilities

• Answering phone calls, emails and client enquiries.
• Completing initial client onboarding and managing waiting lists.
• Calendar management – booking, cancelling and rescheduling appointments.
• Sending daily invoices and following up outstanding payments.
• Scanning, filing and general office administration.
• Attending fortnightly team meetings.
• Liaising with schools, kindergartens and other medical practices and NDIS.
• Keeping the waiting room, office and clinic resources organised.

Skills

Calendar management

Timetabling

Communication by phone and email

Client onboarding

Invoicing and payments

Office administration

Proactive and autonomous work

Tools

Splose

Google Workspace

Job description

Little Rockets Children's Clinic – Montmorency VIC

27.5 hours per week | Monday–Friday | Flexible school/study-friendly hours

We are looking for a friendly, organised and proactive Clinic Administrator to join our growing paediatric allied health clinic.

This is a varied role supporting the day-to-day running of the clinic, helping our clinicians spend more time doing what they do best — supporting clients and families.

Approximately 5.5 hours per day, Monday–Friday, this position would suit someone looking for regular school-hours work.

About us

Little Rockets Children's Clinic is a small multi-disciplinary paediatric allied health clinic located in the heart of Montmorency, VIC. We provide high-quality therapy services to children, families and educational settings. Our mission is for all children and families in our community to thrive. We believe that a well supported team provides the best care and have a focus on team well being.

You can learn more about our clinic and team by visiting our website - www.littlerocketschildrensclinic.au

About the role

We are seeking a warm, friendly and highly organised Clinic Administrator to provide professional administrative support to our team. The role is varied and offers plenty of autonomy, with the opportunity to grow with the practice.

Outside a small number of required onsite commitments, which includes a fortnightly team meeting, we offer significant flexibility in choosing your own hours. This includes a combination of onsite and remote work that suits both you and the needs of the clinic, with the possibility of reducing hours during school holiday periods.

Key responsibilities

Answering phone calls, emails and client enquiries

Completing initial client onboarding and managing waiting lists

Calendar management – booking, cancelling and rescheduling appointments

Sending daily invoices and following up outstanding payments

Scanning, filing and general office administration

Attending fortnightly team meetings

Liaising with schools, kindergartens other medical practices and NDIS

Keeping the waiting room, office and clinic resources organised

About you

Highly organised and reliable

Excellent attention to detail

Friendly and professional when dealing with families and clients

Communicates confidently by phone and email

Can manage multiple tasks and priorities

Comfortable working independently

Proactive, takes initiative and follows things through

Experience with calendar management and timetabling

Confident using a Practice Management Software (i.e. Splose) and Google Workspace

Enjoys being part of a small, supportive team

Committed to professional integrity, privacy and confidentiality for our clients and families

Flexible school/study-friendly hours

Combination of onsite and remote work that suits both you and the needs of the clinic

Excellent location within the heart of Monty and walking distance from Monty Station

Possibility of reducing hours during school holiday periods

Varied role offering plenty of autonomy

Meaningful work supporting children, families and clinicians

Opportunity to grow with the clinic

Key Selection Criteria

Previous administration experience

Previous experience with NDIS and Medicare funding types

Ability to manage calendars and timetabling for multiple clinicians

Warm, compassionate and clear communicator with experience maintaining professional boundaries

Highly organised and able to work autonomously

If you're a warm, organised and proactive person who enjoys making sure everything runs smoothly behind the scenes, we'd love to hear from you!