Medical Receptionist/Administrative Assistant

Newcastle Psychology and Health; Newcastle-Maitland; On-site; AUD 45,000 - 60,000; Part time

Job summary

Newcastle Psychology and Health is seeking a friendly Administrative Assistant/Medical Receptionist for our Charlestown clinic. You will be the first point of contact, greet clients, manage bookings, and support psychologists with administrative tasks.

The role is four days per week with potential to move to full-time in the future. You should have strong communication, excellent organisation, and experience with Microsoft Office.

Qualifications

• Excellent communication and calm demeanour essential.
• Strong organisation and time management to handle multiple tasks.
• Proficiency in Microsoft Office; familiarity with practice management software preferred.

Responsibilities

• Greet clients and maintain a welcoming environment.
• Manage patient appointments, scheduling, and records in PM system.
• Answer phones and emails; support psychologists with admin tasks.
• Process client invoicing and payments; manage referrals and inquiries.
• Maintain confidentiality and comply with privacy regulations.

Skills

Communication skills

Organisational skills

MS Office

Practice management software

Tools

Zanda Health

Job description

Medical Receptionist/Administrative Assistant

Newcastle Psychology and Health – Charlestown NSW

Newcastle Psychology & Health is looking for a passionate and dedicated Administrative Assistant/Medical Receptionist to join our growing psychology clinic located in Charlestown, NSW. In this role you will be the welcoming face and first point of contact for our Psychology clinic, helping to foster a safe and welcoming environment for our clients. We are currently looking for the right person to work four days per week, however this is a flexible role and there is potential to increase to full-time in the future.

Key responsibilities

• Greeting clients and creating a warm and welcoming environment
• Managing patient appointments, scheduling, and maintaining accurate records using practice management systems
• Answering telephone calls and emails
• Supporting our psychologists with administrative requests
• Client invoicing, billing, and processing payments
• Managing new referrals and client enquiries
• Maintaining confidentiality and adhering to all health privacy regulations and practice policies
• General office duties including data entry, photocopying, and room maintenance

What we're looking for

• Exceptional communication skills and ability to maintain a calm and patient demeanour
• Excellent organisational and time management skills with the ability to manage multiple tasks efficiently
• Proficiency in Microsoft Office applications and experience with practice management software or electronic health records systems. It is preferred, but not necessary, to have experience with the practice management software we use - Zanda Health.
• Understanding of client confidentiality and the importance of handling sensitive information responsibly
• Ability to work independently and as part of a collaborative team
• Preferred: Previous experience in a healthcare setting, medical practice, or administrative role within the health sector

About us

Newcastle Psychology & Health is a well-established private psychology clinic in Charlestown, with a small and growing team of psychologists and administrative staff. Our primary focus is creating a welcoming environment for clients and providing excellent quality psychological treatment and assessment.

Our psychologists see clients through multiple means including Medicare, Victims of Crime, WorkCover, CTP, Lifetime Care, DVA, and Open Arms.

We are a tight-knit team and our psychologists work closely with our administrative staff to create a supportive work environment. We respect the essential role that administrative staff play in a psychology clinic and our priority is to create smooth and efficient processes that make work life easier for both our clinicians and administrative staff.

Joining us you will receive ongoing training and support from our existing administrative staff and the clinic owner to ensure that you are confident and comfortable with our systems and processes.