GP Clinician Secretary

City Fertility; Newstead; On-site; AUD 52,000 - 62,000; Full time

Job summary

City Fertility in Australia is seeking an experienced Medical Receptionist/Administrator to coordinate day-to-day admin for our national GP program across City Fertility and partner clinics. You will manage GP calendars, patient communications, and billing to keep sessions running smoothly with compassionate care.

You will work independently with clinicians and nursing teams, providing high-quality administrative support, handling scheduling, referrals, onboarding new staff, and ensuring

Qualifications

• Experience in medical or healthcare administration.
• Proven ability to manage busy GP schedules and handle competing priorities.
• Familiarity with Medicare billing and patient communications.

Responsibilities

• Provide high-level clinical administration support to clinicians, ensuring smooth and efficient consultation room operations.
• Coordinate calendars and appointment schedules for multiple GPs across our national network.
• Manage patient bookings, appointment changes, cancellations and rescheduling.
• Process patient billing and Medicare claims, following up outstanding accounts or rejected claims as required.
• Maintain accurate patient records, charts and databases across digital and hard copy systems, ensuring confidentiality at all times.
• Coordinate follow‑up appointments and referral documentation in line with GP instructions.
• Identify scheduling gaps, resolve administrative issues and help improve day‑to‑day processes.

Skills

Best Practice

Medicare billing

Medical administration

Communication skills

Education

Year 12

Tools

Scheduling software

Job description

We are seeking an experienced medical receptionist or medical secretary to coordinate the day-to-day administration of our national GP program, supporting fertility services across City Fertility, Rainbow Fertility and First Step Fertility.

This role provides centralised administrative support to multiple GPs working across different locations. You will take ownership of GP calendars, appointment coordination, patient communication and billing, helping each GP’s sessions run smoothly and ensuring patients feel supported throughout their care.

This is an opportunity for a confident medical administrator who enjoys working independently, building strong relationships with doctors and keeping a busy service organised.

What you will do

The Clinician Secretary plays a vital role at the heart of City Fertility’s clinical operations, providing high-quality administrative and executive support to clinicians while ensuring every patient interaction is compassionate, respectful and well-coordinated. This role supports

patients through some of the most emotionally significant moments of their fertility journey, ensuring their experience is organised, informed and delivered with care and empathy.

Working closely with clinicians, nursing and scientific teams, the Clinician Secretary contributes directly to City Fertility’s commitment to excellence, quality care and clear communication. This position offers the opportunity to grow within a nationally respected fertility organisation, develop specialist IVF knowledge, and make a meaningful impact by supporting patient‑centred care that aligns with City Fertility’s values of Compassion, Respect, Commitment, Quality and Communication.

Key Responsibilities

• Provide high-level clinical administration support to clinicians, ensuring smooth and efficient consultation room operations
• Coordinate calendars and appointment schedules for multiple GPs across our national network.
• Manage patient bookings, appointment changes, cancellations and rescheduling.
• Liaise directly with GPs regarding their availability, session requirements and day-to-day administrative needs.
• Process patient billing and Medicare claims, following up outstanding accounts or rejected claims as required.
• Ensure patient records, appointment details and billing information are accurate and up to date.
• Coordinate follow‑up appointments and referral documentation in line with GP instructions.
• Work closely with clinic teams and the Fertility Advice Centre to support a smooth patient journey.
• Identify scheduling gaps, resolve administrative issues and help improve day‑to‑day processes.
• Provide warm, professional and inclusive service to patients accessing fertility advice and care.
• Deliver warm, respectful and professional patient interactions, including meeting and greeting patients and supporting them throughout their appointments.
• Maintain accurate patient records, charts and databases across both digital and hard copy systems, ensuring confidentiality at all times.
• Manage incoming calls, emails and correspondence, triaging enquiries to nursing, laboratory and clinical teams as appropriate.
• Assist with onboarding, training and support of clinical administration team members as required.
• Maintain up-to-date knowledge of relevant legislation, industry standards and organisational procedures.

What we are looking for

We are looking for an experienced and compassionate Medical Receptionist / Medical Administrator to join our team. You will have experience using Best Practice software, Medicare billing and medical administration, with the ability to manage busy GP schedules and competing priorities. Strong communication skills, attention to detail and a patient-focused approach are essential, along with confidence using digital systems and supporting telehealth services.

If you are organised, proactive and thrive in a fast-paced healthcare environment, we'd love to hear from you. You will also have:

• Minimum Year 12 qualification with demonstrated experience in medical or healthcare administration, ideally within a clinical environment.
• Proven ability to deliver compassionate, respectful and patient-focused service, particularly when supporting patients through emotionally sensitive experiences.
• Strong organisational and administrative skills, including confident use of clinical databases, email systems and scheduling software.
• Ability to work effectively both independently and as part of a multidisciplinary team, prioritising tasks within established policies and procedures.
• Willingness and capacity to develop specialist knowledge in fertility services, donor programs and relevant legislative and ethical requirements, aligned with award classification progression under the Health Professionals and Support Services Award 2020.

Ready to Apply?

If you are ready to help shape the future of fertility care, we would love to hear from you.

Please note that this is an on-site role, successful candidates will need to be able to work on-site across various clinic locations.

For further information about the role, please email [e-mail] to arrange a confidential discussion. Please note that applications will be progressed as received.

** Applicants must be legally entitled to work in Australia - successful candidates are required to provide proof of their right to work in Australia prior to commencement.

** Candidates applying for day procedure/hospital positions may be required to provide proof of specific immunisations and vaccinations.

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About City Fertility

Over 21,000 babies and countless smiles for more than 21 years.

As one of Australia’s leading IVF and fertility service groups, we combine cutting‑edge science with compassionate care. Our partnership with the CHA IVF global network gives us access to world‑class expertise and innovation.

Why Join Us?

At City Fertility, you will be part of a progressive, people-centred organisation where compassion, respect, commitment and quality care are at the heart of everything we do.

Be part of a global network with world‑class fertility expertise

Work in a supportive, collaborative, and inclusive team environment

Access ongoing professional development and career growth opportunities

Make a meaningful difference in the lives of patients and families every day