Practice Administrator

Practice Administrator

A calm, child-friendly medical practice needs a super-organised Practice Administrator to keep everything running smoothly behind the scenes. Think busy phones, anxious parents, tiny patients, and a small, close-knit team counting on you to keep the day on track – from the first appointment of the morning to the last bill of the day.

CORE PURPOSE

This role centres around running the front and back office of a specialist medical practice so clinicians can focus fully on their young patients. It’s a hands-on, detail-heavy position where strong admin skills, clear communication, and a steady, reassuring presence make all the difference.

KEY RESPONSIBILITIES

• Manage the full appointment and diary system, ensuring efficient scheduling for consultations, follow-ups, and procedures
• Coordinate daily patient flow so waiting times are minimised and the waiting room stays calm and organised
• Oversee billing processes, including capturing bills, checking details, and following up where needed
• Use MS Office and practice systems to produce documents, maintain spreadsheets, and keep accurate digital records
• Handle incoming calls and emails from parents and caregivers with patience, professionalism, and empathy
• Request, receive, and track blood test and other lab results, ensuring they reach the doctor and are filed correctly
• Maintain well-structured filing systems – both electronic and paper – so information is easy to find and always up to date
• Manage and support a small team of 2 staff members, including task allocation and day-to-day supervision
• Monitor and maintain confidential patient information in line with healthcare and privacy requirements
• Co-ordinate with external providers such as laboratories, medical aids, and other healthcare professionals where required

REQUIREMENTS

• Proven track record as a strong administrator in a busy, detail-focused environment
• Solid experience with MS Office and strong overall computer literacy
• Previous experience with billings, invoicing, and basic accounts in a medical or similar environment
• Demonstrated ability to manage appointments, diaries, and complex scheduling
• Comfortable handling medical documents, lab reports, and sensitive patient information
• Excellent listening skills and a calm, professional communication style – especially with worried parents
• Highly reliable, punctual, and consistent, with a strong sense of responsibility
• Confident supervising and coordinating at least 2 staff members
• Meticulous approach to filing, data accuracy, and record keeping