Medical Secretary / Administration

Speech Bubble Speech Pathology Pty Ltd; Melbourne; On-site; AUD 53,000 - 63,000; Part time

Job summary

Speech Bubble Speech Pathology Pty Ltd in Edithvale, VIC, seeks a Medical Secretary / Administrative Assistant to support a busy paediatric clinic. The role handles bookings, reception, billing and basic finance, with a 9 day fortnight, Mon-Thu 8.45am-5.15pm and every 2nd Fri 8.45am-3.15pm.

Experience in private practice, strong communication skills, and familiarity with Halaxy and Microsoft Office are essential. Salary ranges shown and flexibility offered for hours.

Qualifications

• Previous experience in an administrative role.
• Excellent communication skills in person, phone, and email.
• Strong organisational and time management abilities.
• High attention to detail and accuracy.
• Ability to work independently and manage competing priorities.
• Proficiency with office software (Microsoft Office, Halaxy).
• Experience in healthcare or allied private practice preferred.
• Familiarity with Australian healthcare systems (NDIS, Medicare).
• Basic bookkeeping knowledge (Xero).
• Experience updating websites (WordPress, Square, Canva).
• Social media basics for marketing purposes.

Responsibilities

• Manage appointment bookings, cancellations and rescheduling.
• Coordinate clinician calendars; send confirmations and reminders.
• Greet clients in the clinic and handle reception duties.
• Handle phone calls, emails and online enquiries professionally.
• Provide information on services, fees and processes; onboarding docs.
• Maintain client records in practice management systems; data entry.
• Billing, processing invoices, and funding claims (Medicare/NDIS).
• Ensure privacy and confidentiality; assist with reporting and data entry.
• Update website content and assist with social media and marketing.
• Basic bookkeeping tasks and payroll support; liaise with bookkeeper.
• Office management: monitor inventory and maintain clinic supplies.

Skills

Communication

Organisation

Time management

Attention to detail

Independent work

Microsoft Office

Halaxy

Client service

Private healthcare experience

Xero

Website CMS

Social media basics

Education

Administrative experience (essential)

Tools

Halaxy

WordPress

Square

Canva

Xero

Microsoft Office

Job description

Speech Bubble Speech Pathology Pty Ltd – Edithvale VIC

About us

Speech Bubble Speech Pathology is an established private practice, with 15+ years of experience serving children and adults. Delivering a full range of paediatric and adolescent speech pathology services to private and NDIS clients, we take pride in a genuine commitment to person-centred care that achieves real outcomes. If you're looking for a supportive workplace where you can grow your career and make a meaningful difference, apply today!

About the role

POSITION DESCRIPTION

Start Date: from 26 Oct 2026

Position Title: Medical Secretary / Administrative Assistant
Employment Type: Permanent Part-time / 9 day fortnight (every 2nd Friday off).

Hours: Mon-Thurs 8.45am-5.15pm & every 2nd Fri 8.45am-3.15pm

Flexibility may be offered for hours for the right candidate.

Salary: $30-35 per hour plus Superannuation ($53K- $63K)

Location: Speech Bubble Speech Pathology 230-231 Nepean Hwy, Edithvale, VIC 3196
Reports To: Catherine Moloney – Clinic Director / Lead speech Pathologist

Position Summary

The Medical Secretary /Administrative Assistant provides essential administrative support to a busy and expanding private paediatric Speech Pathology clinic. This role ensures the smooth day-to-day operation of client services by managing patient bookings and reception, handling client communication, maintaining records, data entry, billing and basic financial administration and reception duties. The position requires strong organisational skills, attention to detail, and a professional, client-focused approach. Previous experience working in private practice is essential.

Key Responsibilities (will include but not be limited to)

1. Client Bookings & Scheduling

• Manage appointment bookings, cancellations, and rescheduling
• Coordinate clinician calendars to maximise efficiency
• Send appointment confirmations and reminders
• Maintain accurate scheduling records

2. Client Communication

• Acting as the first point of contact for patients and providing communication support to Allied Health Professionals
• Meet and welcome clients in the clinic
• Answer incoming phone calls in a professional and friendly manner
• Respond to email and online enquiries promptly
• Provide clients with information about services, fees, and processes
• Manage client intake and onboarding documentation

3. Administrative Support

• Maintain and update client records in electronic practice management systems
• Prepare, format, and update clinic documents, forms, and templates
• Billing and processing client invoices, managing funding claims (Medicare or NDIS), and supporting compliance auditing
• Ensure compliance with privacy and confidentiality standards
• Assist with reporting and data entry tasks

4. Website & Digital Updates

• Update website content as required (e.g., service updates, clinician profiles, blog posts)
• Assist with basic content management tasks and social media
• Assist with marketing and communication with key networks
• Monitor online enquiry forms and ensure timely follow-up

5. Basic Bookkeeping & Payroll Support

• Assist with invoicing and payment tracking
• Reconcile basic financial records
• Support payroll processing (e.g., timesheet tracking, data entry)
• Liaise with external bookkeeper or accountant as needed

6. Office Management

• Monitoring inventory, ordering supplies, and maintaining clinic cleanliness.

Key Selection Criteria

Essential:

• Previous experience in an administrative role
• Excellent communication skills (in person, phone, email, written)
• Strong organisational and time management abilities
• High attention to detail and accuracy
• Ability to work independently and manage competing priorities
• Excellent time-management, prioritisation and organisational skills.
• Strong written and verbal communication skills
• Proficiency with office software (Microsoft Office, Halaxy)
• Comfortable using practice management systems and learning new software
• Experience working in healthcare or allied health private practice (e.g., speech pathology, psychology, occupational therapy, music therapy)
• Familiarity with Australian healthcare systems (e.g., NDIS, Medicare)
• Basic bookkeeping knowledge (e.g., Xero)
• Experience updating websites (e.g., WordPress, Square, Canva or similar CMS)
• Basic knowledge of Social Media platforms for marketing purposes (e.g. Facebook, Instagram, LinkedIn).
• Valid Working with Children Check, or willing to Obtain
• Current National Criminal Record Check, or willing to obtain

Personal Attributes

• Professional, reliable, and responsive
• Empathetic and client-focused
• Discreet with sensitive information
• Proactive and solutions-oriented
• Must like children and be sensitive to clients needs
• Positive growth mindset and team culture orientated

Your experience, background and interests will be valuedand transferred to how it can contribute to supporting and developing your skills, the practice and services to clients. We are a growing practice with scope to expand and develop your role. Support, mentoring and training may be provided.

For any queries, feel free to contact Catherine at Cat••••••@Speechbubble.com.au.