Senior Admin Assistant/Practice Manager

seek.com.au; City of Brisbane; On-site; AUD 60,000 - 85,000; Full time

Job summary

Your Brain in Mind is seeking a Senior Admin Assistant/Practice Manager to join our team in Taringa, QLD 4068. This full-time role is pivotal to the smooth operation of our medical practice, acting as the backbone of administration and ensuring exceptional patient service.

You will manage day-to-day admin tasks, coordinate with clinical staff, and drive efficient workflows. Ideal candidates will demonstrate strong organisational skills, outstanding communication, and a proactive approach to

Qualifications

• Proven experience as admin assistant or practice manager in healthcare.
• Strong organisational and time management skills.
• Excellent verbal and written communication, professional demeanor.
• Knowledge of privacy requirements and HIPAA or equivalent.
• Ability to multitask in a busy environment.

Responsibilities

• Managing reception and front-desk operations, including greeting patients, scheduling appointments, and maintaining the practice appointment system.
• Coordinating with clinical staff to ensure efficient patient flow and optimal use of practice resources.
• Handling patient enquiries and complaints with professionalism, empathy and discretion.
• Processing patient documentation, medical records and administrative paperwork in compliance with privacy regulations.
• Managing practice finances, including invoicing, accounts payable/receivable and financial reporting.
• Recruiting, training and supervising administrative and reception staff.
• Maintaining and updating practice procedures, policies and operational systems.
• Liaising with external providers, insurance companies and other healthcare organisations on behalf of the practice.
• Ensuring compliance with healthcare regulations, privacy laws and practice standards.
• Implementing and maintaining practice management systems and software.

Skills

Organisation

Time management

Communication

Microsoft Office

Privacy & confidentiality

Medical terminology

Independent work

Tools

Gentu

Zanda

Microsoft Office

Job description

Your Brain in Mind is seeking an experienced Senior Admin Assistant/Practice Manager to join our team in Taringa, QLD 4068. This is a full-time position that plays a crucial operational role in ensuring the smooth and efficient running of our medical practice. You will be the backbone of our administrative operations, managing day-to-day activities, coordinating with clinical staff, and ensuring that our patients receive exceptional service. This role is strategic in nature, requiring someone who can manage multiple priorities whilst maintaining the highest standards of professionalism and care.

Key responsibilities

Managing reception and front-desk operations, including greeting patients, scheduling appointments, and maintaining the practice appointment system

Coordinating with clinical staff to ensure efficient patient flow and optimal use of practice resources

Handling patient enquiries and complaints with professionalism, empathy and discretion

Processing patient documentation, medical records and administrative paperwork in compliance with privacy regulations

Managing practice finances, including invoicing, accounts payable/receivable and financial reporting

Recruiting, training and supervising administrative and reception staff

Maintaining and updating practice procedures, policies and operational systems

Liaising with external providers, insurance companies and other healthcare organisations on behalf of the practice

Ensuring compliance with healthcare regulations, privacy laws and practice standards

Implementing and maintaining practice management systems and software

What we're looking for

Proven experience working as an admin assistant or practice manager within a healthcare or medical setting

Strong organisational and time management skills with the ability to multitask effectively in a busy environment

Excellent verbal and written communication skills with a professional and courteous demeanor

Proficiency in practice management software (competency with Gentu and Zanda is an advantage) and Microsoft Office applications

Knowledge of medical terminology, healthcare procedures and patient confidentiality requirements

High level of attention to detail and commitment to accuracy in all documentation

Professional approach to handling sensitive patient information and maintaining confidentiality

Ability to work independently whilst remaining a collaborative and supportive team member

Current knowledge of healthcare compliance requirements and privacy legislation (such as HIPAA or equivalent)

What we offer

Your Brain in Mind is committed to fostering a supportive and collaborative workplace where our team members thrive professionally and personally. We offer competitive remuneration packages commensurate with experience and qualifications.

We prioritise work-life balance and offer flexible working arrangements where possible to support your wellbeing. We foster a positive workplace culture that values respect, integrity and excellence, and we are committed to creating an inclusive environment for all employees.

About us

Your Brain in Mind is a multidisciplinary medical practice that supports clients with cognitive difficulties, including dementia, as well as those with mental health concerns. Our mission is to create a welcoming, professional environment where clients receive exceptional care and our team members are supported to do their best work. We are passionate about maintaining the highest standards of clinical practice and operational excellence, and we value integrity, compassion and collaboration in everything we do.