Medical Admin Assistant (Australian Healthcare)

Job Description:
The Medical Admin Assistant will support a growing Australian healthcare and physiotherapy practice, providing day-to-day administrative and client support across the business.
The role will provide additional support to the team as the business and client base continue to grow, with a focus on reception and administrative tasks, client communication, appointment coordination, follow-ups, and invoice-related administration.
The successful candidate will work closely with the existing team and support the day-to-day patient/client experience, helping take administrative and client-interaction responsibilities off the wider team.
Key Role Deliverables
Provide general administrative and reception support to the physiotherapy team.
Manage client communications, including responding to general enquiries and follow-ups.
Assist with appointment rebooking and scheduling.
Contact clients regarding appointment changes or cancellations.
Support follow-up communications with clients as required.
Assist with invoice-related administration and follow-ups.
Handle client messages and communications using the agreed communication channels.
Support the team with day-to-day administrative tasks as required.
Maintain accurate and organised client and administrative records.
Work independently while escalating matters that require input from the wider team.
Education Requirement
Relevant qualification or training in Business Administration, Healthcare Administration, or a related discipline is preferred but not essential. Relevant practical experience will be highly regarded.
Minimum Years of Experience in Similar Role
2-3+ years of relevant administrative, reception, healthcare administration, or client-support experience preferred.
Experience within a healthcare, medical, allied health, or physiotherapy environment would be highly regarded.
Technical System Experience
Splose – experience required
Experience with healthcare or allied health practice management systems.
Experience with client management, appointment scheduling, and invoicing systems.
Comfortable using phone, messaging, and other digital communication platforms.
Comfortable working across cloud-based administrative systems.
Experience with Cliniko or similar practice management systems may be considered.
Behavioural Competencies
Strong verbal and written communication skills.
Warm and professional approach when dealing with clients.
Highly organised and detail-oriented.
Comfortable handling multiple administrative tasks and priorities.
Able to work independently with minimal supervision.
Proactive and willing to take ownership of routine administrative responsibilities.
Patient and empathetic when dealing with clients.
Confident communicating with clients and internal stakeholders.
Reliable and responsive, particularly during agreed working hours.
Must Have Skills / Experience
Relevant administrative or client-support experience.
Strong communication and interpersonal skills.
Experience handling client/customer enquiries and follow-ups.
Strong organisational and time-management skills.
Comfortable working independently in a remote environment.
Strong attention to detail.
Healthcare/physiotherapy administration experience preferred.
Experience with a practice management system preferred.
Work Arrangement
Remote – Philippines
Part-time: approximately 15-20 hours per week
Monday-Friday
Australian business hours
Ideally available around 10:00 AM-3:00 PM AEST, with some flexibility within this window

Work arrangement
Yes