Senior Practice Administrator

Qprac Solutions; Sydney; Hybrid; AUD 70,000 - 90,000; Full time

Job summary

QPrac Solutions is recruiting on behalf of a solo specialist practice in Camperdown for an experienced Senior Practice Administrator to oversee day-to-day administration, clinic preparation and patient coordination.

You will work with a supportive specialist and remote Practice Manager, enjoy autonomy, flexible WFH arrangements, and opportunities to enhance practice systems, while attending occasional clinics and maintaining a high standard of care and organisation.

Qualifications

• Experience in specialist medical administration or medical reception.
• Excellent written and verbal communication.
• Warm, empathetic approach to patients.
• Strong organisational skills and attention to detail.
• Ability to work autonomously and manage own workload.
• Initiative and proactive task management.
• Professionalism, discretion and sound judgement.
• Reliable and long-term commitment to the practice.
• Comfort with technology and learning new systems.

Responsibilities

• Manage patient calls, emails, correspondence and appointment enquiries.
• Coordinate appointments, follow-ups and telehealth calls.
• Prepare for clinics with pathology, imaging, referrals and clinical information.
• Attend clinics in Sydney (generally 1 per week).
• Follow up outstanding results with patients and providers.
• Confirm attendance and monitor referral requirements.
• Provide warm and professional reception during face-to-face clinics.
• Update patient records and post-clinic administration.
• Coordinate pre-operative requirements and documentation.
• Support post-operative patient communications.
• Liaise with the specialist, Practice Manager and other providers.
• Assist with seminars and practice initiatives.
• Identify opportunities to improve practice systems and processes.

Skills

Medical administration

Medical reception

Communication skills

Organisation

Autonomous work

IT proficiency

Tools

Gentu

Job description

Senior Practice Administrator - Private Specialist Practice

Full-time | Camperdown, Sydney | Flexible WFH arrangements

An exceptional opportunity for an experienced Practice Administrator seeking autonomy, flexibility and genuine ownership of their role.

QPrac Solutions is recruiting on behalf of an established solo specialist practice in Camperdown seeking an experienced Senior Practice Administrator to take responsibility for the day-to-day administration and coordination of the practice.

This is not a traditional high-volume reception position.

With generally only one face-to-face clinic each week, much of your time will be dedicated to patient coordination, clinic preparation, surgical administration and ensuring the practice runs seamlessly behind the scenes.

You will work with a highly supportive specialist and an experienced Practice Manager who works remotely and will provide comprehensive training.

For someone who enjoys being trusted to manage their responsibilities, build relationships with patients and take pride in running an organised and efficient practice, this is an outstanding long-term opportunity.

The role

As the primary administrator for the practice, you will have responsibility for:

• Managing patient phone calls, emails, correspondence and appointment enquiries

• Coordinating appointments, follow-up consultations and telehealth calls

• Preparing for clinics and ensuring relevant pathology, imaging, referrals and clinical information are available

• Attending Sydney clinics (generally 1 clinic per week)

• Following up outstanding results and information with patients and healthcare providers

• Confirming patient attendance and monitoring referral requirements

• Providing warm and professional reception support during face-to-face clinics

• Keeping patients informed and reassured throughout their visit

• Completing post-clinic administration, including consultation correspondence and updating patient records

• Coordinating pre-operative requirements, including appointments, pathology and relevant documentation

• Supporting post-operative patient communication

• Liaising with the specialist, Practice Manager and other healthcare providers

• Assisting with occasional educational seminars and practice initiatives

• Managing general administrative requirements and helping identify opportunities to improve practice systems and processes.

Surgical billing is currently managed by the Practice Manager and is not an essential requirement of the role, although there is scope to take on greater responsibility in this area.

The working environment

This role offers a high degree of autonomy and trust, and it is important that the working environment suits you.

You will be the primary administrator dedicated to this practice. At Camperdown, you will work within an open-plan specialist medical environment alongside administrative staff from other practices, providing opportunities for day-to-day social interaction while maintaining responsibility for your own workload.

The specialist is frequently consulting, operating or working away from the administration area, while the Practice Manager works remotely. You will therefore need to be comfortable working independently, making sound decisions and taking ownership of tasks without supervision.

Approximately once per fortnight, you will also attend a half-day clinic at Northern Beaches Hospital.

Flexible work-from-home arrangements are available on suitable non-clinic days, subject to the operational requirements of the practice.

This is a full-time, Monday-to-Friday position with standard business hours. One face-to-face clinic is held each week and may require a later finish of approximately 6.00pm.

About you

You are an experienced medical administrator who combines excellent organisational skills with warmth, professionalism and sound judgement.

Importantly, you understand that patients attending a specialist practice may be anxious or uncertain, and that a calm, reassuring and capable Senior Practice Administrator can make an enormous difference to their experience.

You will ideally bring:

• Previous experience in specialist medical administration, medical reception or a similar healthcare environment

• Excellent written and verbal communication skills

• A warm, empathetic and reassuring approach to patients

• Strong organisation and exceptional attention to detail

• Confidence working autonomously and prioritising your own workload

• Initiative and the ability to anticipate what needs to be done

• Professionalism, discretion and sound judgement

• Strong follow-through and a commitment to completing tasks accurately

• Reliability and a genuine interest in becoming a long-term member of the practice

• Confidence using technology and learning new systems.

Experience using Gentu would be highly regarded; however, training will be provided.

Strong general IT and software skills would also be a significant advantage. If you enjoy technology, troubleshooting systems or finding more efficient ways of working, we would particularly welcome your application.

Why this opportunity stands out

This is a role where your contribution will genuinely matter.

You will be trusted to take ownership of the administration of the practice while having the support of an experienced Practice Manager when you need it.

In return, you can expect autonomy, variety, flexible WFH arrangements, comprehensive training and the opportunity to build a long-term position within a supportive specialist practice.

Confidential recruitment process

This recruitment process is being managed confidentially by QPrac Solutions on behalf of our client.

The identity of the specialist and practice will be provided to suitable candidates following initial application and screening. All applications and enquiries will be treated in strict confidence.