Medical Receptionist

Possum House; Warrnambool; On-site; AUD 55,000 - 75,000; Full time

Job summary

Possum House in Warrnambool requires a key support role overseeing day-to-day office operations, combining administration, financial management, staff support and office coordination. The medical administration officer will be the first point of contact for staff and visitors and will help ensure smooth workflows.

You will handle invoices in QuickBooks, assist payroll submissions, manage filing, data reporting in Excel, and support communications.

Qualifications

• Strong proficiency with Microsoft Office Suite (Excel, Word, Outlook).
• Experience with QuickBooks or similar accounting software.
• Excellent organisational skills and ability to prioritise tasks.
• Strong written and verbal communication; able to work independently and with a team.

Responsibilities

• Serve as the first point of contact for staff and visitors, providing assistance and direction as needed.
• Manage and organise the daily operations of the office, ensuring smooth workflow.
• Handle incoming and outgoing mail, packages, and deliveries.
• Responsible for managing phone calls and online enquiries.
• Process and track invoices, ensuring accurate entry into the accounting system (QuickBooks).
• Assist in coding and reconciling transactions in QuickBooks.
• Support payroll processing, including payroll submissions.
• Format, proofread, and prepare letters, reports, and other business correspondence.
• Maintain and organise digital and physical filing systems to ensure quick and easy access to important documents.

Skills

Microsoft Office

Excel

Word

Outlook

Payroll processing

Attention to detail

Communication skills

Independent worker

Team collaboration

Tools

QuickBooks

Job description

This is a key support role within the organisation, responsible for overseeing and managing the day-to-day office operations. Within Possum House this role combines administrative tasks, financial management, staff support, and office coordination. Additionally they are the first person to receive new referrals.

The medical administration officer is a multi-tasker, proactive, and adaptable, ensuring that office functions run smoothly and efficiently.

Key Responsibilities:

General Office Administration:

• Serve as the first point of contact for staff and visitors, providing assistance and direction as needed.
• Manage and organise the daily operations of the office, ensuring smooth workflow.
• Handle incoming and outgoing mail, packages, and deliveries.
• Responsible for managing phone calls and online enquiries.
• Process and track invoices, ensuring accurate entry into the accounting system (QuickBooks).
• Assist in coding and reconciling transactions in QuickBooks.
• Support payroll processing, including payroll submissions.
• Format, proofread, and prepare letters, reports, and other business correspondence.
• Maintain and organise digital and physical filing systems to ensure quick and easy access to important documents.

Data Management & Reporting:

• Use Excel to track and manage data, creating reports and summaries as required.
• Utilise Word and Excel to create and format documents, spreadsheet.

Staff Support & Communication:

• a. Act as the go-to person for all staff inquiries, offering assistance with office-related concerns or administrative needs.
• b. Coordinate internal communications and distribute important updates to staff.

Office Supplies & Equipment Management:

• Manage inventory of office supplies, ordering new stock as needed.
• Ensure all office equipment (printers, computers, etc.) is in working order and troubleshoot issues as they arise.
• Assist with scheduling meetings, appointments, and managing calendars.
• Provide support for other ad-hoc administrative tasks and special projects as assigned.
• Maintain the office environment eg watering plants, tidy waiting area.

Required Skills & Qualifications:

• Strong experience with Microsoft Office Suite (Excel, Word, Outlook) and QuickBooks (or similar accounting software).
• Excellent organisational skills with the ability to prioritise tasks and meet deadlines.
• High attention to detail and accuracy, especially in financial and data-related tasks.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.
• Proactive and resourceful in solving problems.