Patient Services and Coordination Officer

Number One Fertility Pty Ltd; Melbourne; On-site; AUD 60,000 - 80,000; Full time

Benefits offered by this job

Birthday Leave and Reproductive Leave

Paid parental leave

Bright Exchange employee benefits

Car parking allowance

Staff discounts at No. 1 Women'sHealth

Job summary

Number One Fertility Pty Ltd in Melbourne is seeking a Patient Services and Coordination Officer to warmly welcome patients, coordinate bookings, and support their fertility journey across our East Melbourne and other clinics. You will blend front-of-house care with clinical coordination and administrative tasks to keep the clinic running smoothly while ensuring patients feel supported and seen.

You’ll work closely with the Medical Director and fertility specialists, manage patient records in

Qualifications

• 1 year or more of medical administration experience is desirable.
• Eligibility to work in Australia is required.

Responsibilities

• Be the first point of contact for patients with a warm, compassionate welcome.
• Guide patients through bookings and appointments, explaining steps and timing.
• Maintain accurate patient records and coordinate with nurses and specialists.
• Support invoicing, communication with clinical staff, and day-to-day administration.
• Help create a calm, caring environment across multiple clinic locations.

Skills

Communication

Attention to detail

Empathy

Organisational skills

Calm under pressure

Teamwork

Tools

EMR/Electronic Medical Records

Practice management software

Job description

Patient Services and Coordination Officer

Number One Fertility Pty Ltd - East Melbourne VIC

We are a boutique IVF clinic with locations in Melbourne and Sydney, committed to patient-centred and empathetic care. Our mission is to provide world-class reproductive care while creating a supportive and nurturing environment for both patients and staff.

Our specialists take a holistic approach to fertility, ensuring the highest quality of care for our patients.

We're a lively, dynamic, and supportive team that thrives on collaboration and a shared passion for making a difference. We take our work seriously - but not ourselves - and we're united by a shared purpose: being a part of life changing moments, every day.

As one of our Patient Services and Coordination Officers, you'll play a pivotal role in supporting patients throughout their fertility journey. From booking their very first consultation to ongoing treatment and care.

This is a hands-on, people-focused role blending front-of-house service, clinical coordination, and behind-the-scenes administration. You'll be someone patients trust and colleagues rely on — a calm, professional presence who helps keep the clinic running smoothly while ensuring patients feel supported and seen.

You’ll work across both our Pink Palace (1 Collins Street) and Emerald City (120 Jolimont Road) clinics, supporting our Medical Director Dr Lynn Burmeister and our team of leading fertility specialists.

We value curiosity, kindness, sound judgement, and a genuine desire to support both patients and teammates. We offer opportunities to learn, grow, and share your experience with others.

A Day in the Life

• Being the first point of contact for many patients, offering a warm, compassionate welcome to No.1 Fertility
• Guiding patients through the bookings process, understanding that making an appointment is often a significant and emotional step
• Gathering all required information so patients feel prepared and supported before their appointment
• Helping patients understand appointment timing, tests, and next steps with clear, calm communication
• Supporting patients who may be anxious or uncertain, responding with empathy and reassurance
• Welcoming patients to the clinic and helping create a calm, caring environment
• Managing bookings, reminders, follow-ups, and patient records within clinical systems
• Assisting with invoicing, documentation, and communication with nurses and specialists
• Working closely with the administration team to ensure a seamless experience across our clinics

What You'll Bring

• Strong communication and attention to detail - you love getting things right
• A calm, professional and compassionate approach to every interaction
• Confidence using clinical administrative systems and juggling competing priorities
• A team-first mindset, always ready to lend a hand
• 1 year or more of previous medical administration experience is desirable - you have a passion for helping people
• Transferable skills welcome!
• Eligibility to work in Australia.
• Make a real difference - your work directly supports families in achieving their dream of having a baby
• Predictable rosters with a team that values balance between work and life
• Ongoing training and career development, including mentoring and future opportunities in healthcare administration
• Birthday Leave and Reproductive Leave!
• Paid parental leave with a family-friendly return-to-work approach
• Access to loads of discounts & offers on 100s of products and services through our employee benefits program, Bright Exchange.
• Competitive wage plus benefits such as a car parking allowance
• Staff discounts at No. 1 Women's Health and Skin Clinics
• Be part of a vibrant, social team that celebrates birthdays, milestones, and big wins together
• Inclusion-friendly culture - join our DE&I and Be 1 (Social) Committees
• Employee Assistance Program and access to trained Mental Health Responders
• Modern, beautifully designed work environment (no corporate grey walls here!)

At No. 1 Fertility, we celebrate diversity and strive to create a workplace where everyone feels safe, supported and valued. We encourage applications from people of all backgrounds, identities, and lived experiences.

We acknowledge the Traditional Owners of the land on which our clinics are located today.