Join the MindFlare Team!
Are you an experienced Medical Receptionist or Administrator who thrives in a fast-paced environment, loves connecting with people, and isn't afraid to pick up the phone and make things happen?
MindFlare is a growing, family-owned psychology practice supporting children, families, and individuals across our Glenmore Park and Oran Park clinics. We're looking for an energetic, organised, and confident Senior Medical Receptionist to become a key part of our team.
This is more than a reception role. You'll be the welcoming face and voice of MindFlare, helping create a positive experience for our clients while supporting the smooth day-to-day operation of our busy practice.
What You'll Be Doing
As our Senior Medical Receptionist, you'll be responsible for:
Reception & Client Support
- Greeting clients and families with warmth and professionalism.
- Managing incoming and outgoing phone calls.
- Responding to emails and client enquiries.
- Scheduling appointments and managing clinician diaries.
- Following up tentative bookings and ensuring clients are supported through the booking process.
- Maintaining accurate client records within our practice management system (Halaxy).
- Assisting with invoicing and following up outstanding accounts when required.
- Opening and closing the practice.
- General administration, data entry, scanning, and document management.
Senior Reception Responsibilities
- Coordinating assessment bookings and preparing client quotes.
- Tracking assessment report due dates and ensuring deadlines are met.
- Supporting the day-to-day organisation of both clinic locations.
- Supporting and mentoring the Medical Receptionist.
- Training and supporting new reception staff.
- Working closely with the Executive Officer and Director on practice operations and projects.
What We're Looking For
Essential
✔ Previous Reception and/or Administration experience (applications without this experience will not be considered)
✔ Exceptional phone manner and confidence speaking with clients
✔ Strong organisational and time-management skills
✔ Ability to multitask and prioritise in a busy environment
✔ Professional communication and customer service skills
✔ High attention to detail
✔ Ability to work independently while also being a supportive team member
Highly Desirable
⭐ Previous Medical Reception experience
⭐ Knowledge of Medicare and/or NDIS funding
⭐ Experience using Halaxy or similar practice management software
⭐ Previous experience training, mentoring, or managing staff
⭐ Experience working within allied health, healthcare, or disability services
About You
You are:
- Friendly, approachable, and genuinely enjoy helping people.
- Confident and comfortable making phone calls and following up clients.
- Proactive and able to take initiative.
- Calm under pressure and able to juggle competing priorities.
- A positive team player who enjoys contributing to a supportive workplace culture.
Why Join MindFlare?
At MindFlare, we're passionate about supporting our clients, our community, and each other. You'll join a welcoming and supportive team where your contribution genuinely matters and where no two days are the same.
Position Details
Location: Glenmore Park (some travel to our Oran Park office may be required)
Employment Type: Full-Time (38 hours per week) Monday – Friday, occasional Saturday may be required/offered with notice.
Salary: Competitive salary based on experience.
If you're an experienced administrator or medical receptionist looking for a role where you can make a real difference while being part of a positive and supportive team, we'd love to hear from you.
Apply now and become part of the MindFlare Team.
Pay: $60,000.00 – $75,000.00 per year
Experience:
- Administration or Reception: 2 years (Required)
- NDIS Administration: 1 year (Preferred)
- Medicare Administration: 1 year (Preferred)
- Mentoring Administration Staff: 1 year (Preferred)
Work Location: In person
