938 – Senior Medical Secretary – Waurn Ponds

Senior Medical Secretary

  • 3 days per week (possibility of increasing) – Commence early September
  • Colorectal Surgeon – Ongoing training/development offered
  • Epworth Waurn Ponds – work/life balance – close to home

Are you looking for a pivotal role where you can grow with the practice? Do you thrive on being a gatekeeper and implementing and streamlining processes?  Then please apply.

About us
Our practice works within rooms with other Surgeons and their admin teams.  The other admin teams will provide basic support to our team during consulting and taking messages, and we will provide basic support to them likewise.  Therefore, the unique aspect of this role, is that you work within a team and also autonomously. If you are a true team player but love to “own your role” this is for you!

Our Surgeon is a General Surgeon with a subspeciality of Colorectal, General and Upper GI Surgery.  The practice is in a prominent area of the new Epworth Geelong building (parking negotiable).

Our patients are our number one priority (this cannot be overstated), we show this by guiding them through a seamless patient journey (which you are an integral part of)!  As they are very vulnerable at this time.

About you
Our practice is looking for a mature-minded Senior Medical Secretary who excels in process, empathy, sensitivity and caring for our patients and our engaging and personable Colorectal Surgeon.  You pride yourself on your customer care skills only coming second to your attention to detail skills.

Your quiet confidence in your skillset, personality and initiative put you above the crowd.  Duties include meet and greet to full theatre booking, quoting and booking support.  Strong IT skills and communication skills are required as new processes are implemented and current processes are streamlined.

Professional Development
We provide an on-going training/development program, to assist you to grow professionally and personally.  The training and development include clinical/technical skills, interpersonal skills and personal well-being. We are here to support you grow!

Key responsibilities:

  • Have a great understanding and extensive experience in theatre bookings and surgical quotes and billing.
  • Experience and understanding of Mediflex Medical Software (or similar)
  • Be experienced in working with various health funds and Medicare (ECLIPSE)
  • Handle consultation sessions (meet and greet) and telephone queries in a professional, empathetic and warm manner.
  • Managing appointments, including consulting billing.
  • Savvy IT skills and communication skills.
  • Managing incoming emails including screening and prioritising (for the Surgeon and the team when required).
  • Multi-tasking and performing ad-hoc administrative duties as required.

Essential skills and experience:

  • Previous experience as a Medical Secretary in a Private Practice setting (Surgical viewed favourably)
  • Mediflex experience (or similar Medical Software)
  • Capability to implement process and streamline current processes and procedures.
  • Ability to be flexible in prioritising duties.
  • Excellent verbal and written communication skills
  • Well-presented and professional in attire, written and verbal manner and compassionate with all patients.
  • Ability to work independently at the front desk on your own and within the team.
  • Audio typing skills viewed highly.
  • Financial reporting experienced, end-of-day, week and month reporting.

Preferred criteria:

  • Experience in a busy/fast-paced Practice
  • Ability to increase hours to suit Practice (as needed)

Tuesday 9:00am till 5:30pm
Wednesday 9:00am till 5:30pm (end of consulting)

Thursday 8:30am till 6:30pm


Possible Saturday morning consulting once a month, this will be confirmed at interview.

If you are after an exceptional opportunity, this is the role for you.  We take pride in the care we provide for our patients and would love someone to join us with the same ethic.  To apply please quote ref: 938

It is a practice requirement that you are fully vaccinated against COVID-19 and you will be asked for your vaccination certificate during the recruitment process.

The successful applicant is required to have full working rights in Australia and will be asked for relevant documentation during the recruitment process. Please note that a Vevo Check to verify your Australian Working Rights will be undertaken and is part of the application process for this role.

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