Healthcare Reception & Admin Coordinator - Flexible Hours

Bupa; Newcastle; On-site; AUD 40,000 - 58,000; Full time

Benefits offered by this job

25 days holiday

Enhanced pension & life insurance

Digital GP access

Emotional and family wellbeing support

Financial wellbeing resources

My Bupa Extras

Job summary

Mindplace Newcastle is seeking an organised receptionist/administrative assistant to support front-desk operations. You will greet patients, manage appointments, handle inquiries, and ensure smooth checkouts while maintaining accurate records and confidential information.

With a focus on exceptional customer service, you will work in a busy centre, coordinating paperwork, reports, and payments. The role offers a 37.5-hour week with rotating weekends and shifts.

Qualifications

• Experience managing appointments and enquiries.
• Reception experience in busy customer-facing environment.
• Excellent written and verbal communication skills.
• Ability to handle confidential information per data protection rules.
• Proficient with Microsoft Office and CRM or booking systems.
• Well-organised, reliable, proactive with attention to detail.

Responsibilities

• Greet and welcome customers and support the customer journey through to checkout.
• Answer, screen and forward inquiries by phone; manage local mailbox and emails.
• Maintain a well-presented reception and waiting area.
• Dispatch customer reports within required timeframes and manage abnormal results.
• Ensure correct paperwork for visits (appointment packs, files, consent forms).
• Process payments, invoices, and added charges on departure.
• Organise documents and meet deadlines; prioritise tasks.
• Post handling: open, stamp, distribute; generate letters as required.
• Monitor stocks and order goods when needed.
• Process invoices/delivery notes per policy.
• Support facilities presentation through proactive escalation when needed.

Skills

Appointment management

Customer service

Communication skills

Confidential data handling

Microsoft Office

Attention to detail

Tools

CRM or booking systems

Job description

Mindplace Newcastle is seeking an organised receptionist/administrative assistant to support front-desk operations. You will greet patients, manage appointments, handle inquiries, and ensure smooth checkouts while maintaining accurate records and confidential information.

With a focus on exceptional customer service, you will work in a busy centre, coordinating paperwork, reports, and payments. The role offers a 37.5-hour week with rotating weekends and shifts.