Reception Co-Ordinator

Springs Medical; Daylesford; On-site; AUD 60,000 - 75,000; Full time

Job summary

Springs Medical is seeking a confident, people‑focussed Reception Co-ordinator to lead our reception and administration team across Daylesford, Kyneton and Trentham campuses.

You will balance leadership with hands‑on involvement in daily operations, shaping team culture and improving processes to deliver outstanding patient experiences. The role requires a proactive, calm leader who can manage competing priorities while maintaining confidentiality and compassion.

Qualifications

• Requires previous leadership experience and ability to supervise or coordinate a team.
• Experience in medical reception or healthcare administration is preferred.
• Must be organised, practical and able to juggle competing priorities.
• Excellent communication, relationship-building and professional handling of conversations.

Responsibilities

• Lead reception team to deliver high quality patient service and manage rosters, leave, onboarding and training.
• Coordinate daily workloads across three campuses and ensure smooth reception operations.
• Support patient enquiries, appointments, billing and administrative tasks with confidentiality.
• Identify opportunities to improve systems and patient experience and drive quality improvements.

Skills

Leadership experience

Team supervision

Healthcare administration

Organised & prioritises

Clear communication

Education

Certificate IV in Medical Administration

Diploma of Practice Management or equivalent

Tools

Best Practice

Tyro

AMS

Medicare billing

Job description

Springs Medical | Daylesford, Kyneton & Trentham

Great leaders make great first impressions. Could that be you?

Love leading people? Thrive on keeping things organised? Believe great healthcare starts at the front desk? We should talk!

Springs Medical is looking for a confident, people-focused Reception Co-ordinator who can bring out the best in our team, keep our busy practices running smoothly and make every patient interaction count.

This isn’t just a reception role with a fancy title. It’s a genuine leadership opportunity for someone who knows how to bring people together, solve problems, juggle competing priorities and create a workplace where both patients and staff feel supported.

If you’re the person who spots what needs doing, helps others do their best and can keep a cool head when the phones are ringing and the waiting room is filling up, you might be exactly who we’re looking for!

Reception Co-ordinator

Springs Medical | Daylesford, Kyneton & Trentham

Springs Medical is looking for a confident, people-focused Reception Co-ordinator who can bring out the best in our team, keep our busy practices running smoothly and make every patient interaction count.

This isn’t just a reception role with a fancy title. It’s a genuine leadership opportunity for someone who knows how to bring people together, solve problems, juggle competing priorities and create a workplace where both patients and staff feel supported.

If you’re the person who spots what needs doing, helps others do their best and can keep a cool head when the phones are ringing and the waiting room is filling up, you might be exactly who we’re looking for!

Who are we?

We’re Springs Medical, a privately owned primary healthcare organisation supporting the communities of Daylesford, Kyneton, Trentham and surrounding districts.

Across our three campuses, we work with a diverse team of healthcare professionals who share a common goal: helping our communities live healthier lives.

We believe great healthcare is about more than what happens in the consulting room. It starts with a friendly welcome, a supportive team, well-run systems and people who genuinely care.

That’s where you come in.

What’s the role all about?

As our Reception Co-ordinator, you’ll be the person helping our reception and administration team shine.

Working closely with our Operations Manager, General Manager and Clinical Manager, you’ll balance team leadership with hands-on involvement in the day-to-day running of our practices.

You’ll have the opportunity to shape team culture, build staff confidence, improve processes and help deliver the kind of patient experience we can all be proud of.

Here’s where you’ll make your mark

Lead people, not just rosters

• Coach, mentor and support reception staff to do their best work.

• Coordinate rosters, leave, onboarding and training.

• Build a positive, collaborative team culture where communication matters and people feel supported.

• Provide guidance, feedback and performance support when needed.

Keep the wheels turning

• Coordinate daily workloads and make sure the right tasks are getting done.

• Help keep reception services running smoothly across our three campuses.

• Monitor appointment books, staffing needs and operational priorities.

• Step in and provide hands-on reception support when the team needs you.

Make every patient interaction count

• Champion friendly, respectful and patient-centred service.

• Help the team manage patient enquiries, appointments, billing and administrative tasks efficiently.

• Support the appropriate handling of patient feedback and concerns.

• Keep confidentiality, professionalism and compassion front and centre.

Make good things even better

• Identify opportunities to improve systems, workflows and the patient experience.

• Coordinate team meetings, training and quality improvement initiatives.

• Support practice policies, safety requirements and accreditation standards.

• Help the team adapt to new ideas, systems and ways of working.

Okay, but what are we looking for?

First and foremost, you need previous leadership experience. This is compulsory.

We’re looking for someone who has already had experience leading, supervising or coordinating a team and is ready to bring those skills to a busy, people-focused healthcare environment.

You don’t need to have all the answers, but you do need to know how to bring out the best in others.

You’ll ideally be someone who:

• Has previous team leadership or supervisory experience and can confidently support, guide and motivate others.

• Has experience in medical reception, healthcare administration or a similar customer-focused administrative environment.

• Is organised, practical and comfortable juggling competing priorities.

• Communicates clearly, builds strong working relationships and handles challenging conversations professionally.

• Understands that great customer service is about empathy, patience and making people feel heard.

• Can take initiative, solve problems and know when to ask for support.

• Is confident with technology and willing to help others build their skills.

• Values teamwork, accountability, confidentiality and continuous improvement.

A few practical requirements:

• A current Victorian driver’s licence and access to a private vehicle, as you’ll work across our campuses.

• Availability for occasional evening or weekend work or training when required.

The following would be a bonus

• Experience with Best Practice, Tyro, AMS, Medicare and private health fund billing.

• Familiarity with patient feedback, complaints handling or quality improvement.

• Knowledge of healthcare accreditation, clinical administration and practice procedures.

• A Certificate IV in Medical Administration, Diploma of Practice Management or equivalent.

Don’t tick every box? If you have the leadership experience, a great attitude and the skills to bring a team together, we’d still love to hear from you.

Why Springs Medical?

Because leadership should be about more than keeping the roster covered.

Here, you’ll have the opportunity to:

• Make a real difference in the delivery of healthcare to our local communities.

• Lead a team that matters, helping people grow and succeed in their roles.

• Make your mark, with opportunities to improve systems and shape the patient experience.

• Work with great people, alongside a multidisciplinary team committed to quality care.

• Enjoy variety, with a hands-on leadership role that keeps you connected to both the team and the patients we support.

You’ll be joining an organisation that values respect, integrity, teamwork and the important role every person plays in delivering excellent care.

Ready to lead the way?

If you’re an experienced team leader who loves people, enjoys making things work better and wants your work to have a meaningful impact, we’d love to meet you.

Bring your leadership skills, your initiative and your sense of humour. We’ll bring the opportunity to make a difference.

Springs Medical is committed to a respectful, inclusive and patient-centred workplace.