Specialist Gynaecology Practice — Full Time, East Melbourne
About the Practice
A specialist gynaecology practice based in East Melbourne, providing comprehensive women's health care including consulting, procedural work, and surgical management. The practice is led by a single specialist gynaecologist and delivers high-level, patient-centred care within a calm, professional, and detail-oriented environment.
The Role
This is a senior, autonomous position suited to an experienced specialist medical secretary who thrives in a boutique, high-standard private practice setting. You will be the primary administrative lead and the central point of coordination for patients, hospitals, and referrers. You will work closely with the specialist to maintain efficiency, discretion, and exceptional patient experience.
Key Responsibilities
Patient & Front Desk Management
* Manage all incoming calls and enquiries with professionalism and warmth
* Schedule consultations, procedures, and surgical bookings
* Coordinate appointment reminders and confirmations
* Manage waiting lists and urgent bookings appropriately
Surgical & Hospital Coordination
* Coordinate theatre bookings and hospital lists
* Liaise with hospital administration and theatre staff
* Prepare and distribute admission paperwork
* Manage pre-operative and post-operative scheduling Billing & Financial Administration
o Private billing and EFTPOS management
o Medicare and health fund claiming
o Preparation of surgical quotes and informed financial consent
o Manage accounts receivable and follow up outstanding payments
Clinical & Correspondence Support
o Liaise with referring GPs and specialists
o Maintain accurate electronic medical records
o Ensure documentation is completed in a timely manner
Practice Operations
o Maintain smooth daily workflow
o Oversee stock ordering and basic practice administration
o Ensure confidentiality and compliance with privacy legislation
o Contribute to maintaining a calm, organised and polished practice environment
Essential Experience & Skills
o Minimum 3 years experience in a specialist medical practice
o Australian work rights are required for this position
o Knowledge of Gentu practice software or equivalent
o Experience in surgical bookings and private billing
o Strong understanding of Medicare and health fund processes
o High attention to detail
o Excellent written and verbal communication skills
o Professional presentation and discretion
o Ability to work independently and take initiative
o Experience in gynaecology, colorectal, or breast surgery settings will be highly regarded.
Personal Attributes
o Warm and highly professional
o Calm under pressure
o Proactive and solutions-focused
o Strong organisational skills
o Takes ownership of outcomes
o Committed to providing an exceptional patient experience
What We Offer
o Opportunity to play a key role in shaping a growing practice
o Competitive remuneration commensurate with experience
Application Questions
o Which of the following statements best describes your right to work in Australia?
o How many years' experience do you have as a medical secretary?
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