Medical Receptionist/Specialist PA in Sydney

We are a respected and growing private practice providing high-quality fertility, reproductive health and gynaecology services to patients across Australia. We are committed to delivering exceptional patient care through a compassionate, patient-centred approach, supported by leading clinical expertise and innovative treatment pathways. We create positive experiences for patients navigating some of life's most important and emotional healthcare journeys.

We are looking for someone with healthcare customer service or administrative support experience to work closely with a very busy, in-demand gynaecologist and fertility specialist. You'll take ownership of the doctor's scheduling, bookings, patient management and the day-to-day admin of a busy single practice — working autonomously and independently in a lean, fast-paced environment.

This role suits someone with a genuine empathy for patients navigating complex and emotional fertility journeys, along with the patience and willingness to learn — fertility pathways, treatments and processes are complex and take time to master. We value hard work and dedication to understanding how the practice runs today, paired with the initiative to spot and suggest improvements once you're settled in. We're open to candidates from a range of backgrounds — whether your experience is directly in medical reception, or in customer service/admin roles within healthcare or similar high-touch service environments.

Key Responsibilities

• Manage the specialist's daily scheduling, bookings and patient flow, keeping a busy clinic running smoothly.
• Act as the first point of contact for patients — managing enquiries, bookings and complex or sensitive requests with empathy and care.
• Handle day-to-day practice administration, correspondence and documentation.
• Support billing, Medicare processing, private health fund administration and item number claiming.
• Liaise with external providers, hospitals, laboratories and other key stakeholders.
• Learn and apply an understanding of fertility treatment pathways to support patients appropriately at each stage.
• Identify opportunities to improve processes and efficiency once familiar with existing systems, working closely with the specialist to implement changes.

Qualifications

• Experience in healthcare customer service, administration, or medical reception (specialist practice experience highly regarded but not essential).
• Genuine empathy and a patient-centred mindset — comfortable supporting people through emotional and complex healthcare journeys.
• Ability to work autonomously and independently, with minimal supervision, in a busy single-practice setting.
• Patience and a fast learner — willing to invest the time needed to understand fertility pathways, treatments and processes.
• Highly organised, with strong time management and problem-solving skills.
• Excellent communication and interpersonal skills.
• A hard-working, dedicated approach, with the initiative to identify and suggest process improvements.

Preferred (not essential)

• Previous experience in a medical or specialist practice setting.
• Working knowledge of billing and claiming, including Medicare item numbers.
• Familiarity with medical practice management software.

Highly Desirable

• Previous experience within Fertility, IVF, Women's Health or Obstetrics & Gynaecology.
• Understanding of fertility treatment pathways and patient care journeys.

Additional Information

• Be part of a respected and growing Fertility and Gynaecology practice.
• Work closely with a passionate, highly-regarded specialist.
• Opportunity to shape and influence how the practice runs.
• Competitive salary package commensurate with experience.
• Meaningful work supporting patients through important, life-changing journeys.
• Learning and development – ongoing opportunities through Education Days, internal development, conference opportunities and companywide initiatives.