Part-Time Clinic Admin & Patient Experience Coordinator

Elite Hair Clinic; Sydney; On-site; AUD 55,000 - 65,000; Part time

Job summary

Elite Hair Clinic in Sydney CBD is seeking an Administration Assistant to join a growing team. The role starts part-time (3 days a week) with scope to grow to full-time as the business scales.

You will be the first point of contact for patients, manage the clinic diary, and support marketing outreach and back-office administration. The ideal candidate will move between patient-facing tasks, creative marketing support, and detailed administrative work, handling confidential payroll information

Qualifications

• Proven administration experience in a busy clinic or similar environment.
• Excellent written and verbal communication; warm, professional phone manner.
• Strong organisational skills and ability to manage multiple tasks and a busy diary.
• High attention to detail and accuracy with records, numbers and scheduling.
• Sound computer literacy with CRM usage, email, calendar and spreadsheets.
• Demonstrated discretion handling confidential information.
• Current Australian working rights.

Responsibilities

• Be the first point of contact for patients via phone, email and SMS.
• Maintain accurate patient records in the CRM with status, history and communications.
• Process patient payments, deposits and refunds; reconcile with the booking system.
• Manage clinic master calendar and coordinate staff availability; flag conflicts.
• Create static marketing assets in Canva and support scheduling across channels.
• Build and maintain referral partner lists and track interactions.
• Collect timesheets and payroll information; assist with accounts administration.

Skills

Client-facing communication

Organisational skills

Attention to detail

Discretion with confidential info

CRM proficiency

Microsoft Office / Google Workspace

Australian working rights

Education

High school diploma or equivalent

Tools

CRM systems

GoHighLevel (desirable)

Canva (desirable)

Job description

Elite Hair Clinic in Sydney CBD is seeking an Administration Assistant to join a growing team. The role starts part-time (3 days a week) with scope to grow to full-time as the business scales.

You will be the first point of contact for patients, manage the clinic diary, and support marketing outreach and back-office administration. The ideal candidate will move between patient-facing tasks, creative marketing support, and detailed administrative work, handling confidential payroll information