Medical Admin Assistant

Role Brief

The Administrative Assistant will provide remote administrative support to Sleep Life Australia, with a strong focus on accurate data entry, processing sleep reports and referrals, patient bookings, inbox management, and outbound patient communication.

The role will support the day-to-day administrative workflow of the business and help take workload off the onsite/front-desk team. The ideal candidate will be highly organized, detail-oriented, confident communicating with patients, and able to work independently while following established processes and procedures.

Healthcare or medical administration experience is advantageous but not required, as the client has established processes and scripts that can be learned on the job.

Key Role Deliverables

• Complete accurate, high-volume data entry of approximately 30–40 patient records/items per day.
• Process sleep reports received from sleep physicians via VPN, including:
• Checking patient name and report date
• Ensuring formatting is correct
• Converting reports to PDF
• Filing/adding the report to the appropriate patient record in Coplus
• Manage incoming referrals from GPs and other referral sources.
• Monitor and manage the inbox, ensuring referrals and relevant patient information are appropriately processed and routed.
• Review referral information for completeness and ensure required documentation is ready ahead of patient appointments.
• Make approximately 5–20 outbound patient calls per day, depending on workload.
• Contact patients to arrange bookings and follow-ups.
• Maintain accurate and up-to-date patient records and administrative documentation.
• Follow established processes, scripts, and workflows consistently.
• Work independently and proactively, identifying tasks that need attention without requiring constant direction.
• Communicate effectively with the onsite team and escalate matters appropriately when required.

Education Requirement

Relevant qualification or training in Business Administration, Healthcare Administration, or a related field is preferred but not essential.

Minimum Years of Experience in similar role

2-3 years of experience in an administrative, data entry, customer service, or similar support role.

Prior healthcare/allied health administration experience is highly regarded but not required.

Technical System Experience

• Strong general computer and administrative systems proficiency.
• Experience with CRM, practice management, or patient management systems is advantageous.
• Experience with data entry and document management.
• Google Workspace / Google Drive.
• MYOB experience is advantageous.
• Experience working with VPNs and softphone systems is advantageous.
• Coplus experience is preferred but can be trained.
• Comfortable learning new systems and following established digital workflows.

Behavioural Competencies

• Highly organized and detail oriented.
• Strong accuracy and attention to detail, particularly when handling patient information.
• Confident and professional verbal and written communication.
• Warm and personable approach when communicating with patients.
• Comfortable making outbound calls.
• Able to manage repetitive and high-volume administrative tasks without compromising accuracy.
• Self-motivated and able to work independently in a remote environment.
• Proactive and willing to take ownership rather than waiting to be directed.
• Able to anticipate what needs to be done and communicate when support or escalation is required.
• Reliable, responsive, and adaptable.
• Comfortable working within a close-knit, collaborative team environment.

Must Have Skills / Experience

• 2–3 years' experience in administration, data entry, customer service, or a similar support function.
• Strong attention to detail and accuracy.
• Strong verbal and written communication skills.
• Comfortable handling high-volume data entry.
• Comfortable making outbound calls and communicating with customers/patients.
• Strong organizational and time-management skills.
• Able to work independently and take ownership of assigned responsibilities.
• Comfortable learning new systems and processes.
• Able to handle confidential information appropriately.
• Healthcare/allied health experience is preferred but not mandatory.