Virtual Medical Receptionist / Admin Assistant Work From Home | Philippines-Based Only | AEST Time Zone

Virtual Medical Receptionist / Admin Assistant
Work From Home | Philippines-Based Only | AEST Time Zone

Position Details
Position: Virtual Medical Receptionist & Admin Assistant
Type: Full-Time (Permanent – 40 hours/week)
Schedule: Monday to Friday, during Australian business hours (AEST)
Salary: $600–$1,000 USD per month (depending on experience)
Location: Remote (Philippines only)
Pay Increases: Based on performance and contribution


Job Overview
We’re Mindspace Psychology, a welcoming and professional private practice in Australia. We're seeking a detail-oriented Virtual Medical Receptionist/Administrative Assistant to join our team long-term, working alongside our established team.
This is a dual-role: your role will be to work alongside our existing “in-person” team in Australia, stepping in as required, as the front-facing voice of our clinic, taking client calls and supporting new bookings. You will also be required to work behind the scenes on admin operations and provide direct assistance to the clinic’s Practice Manager on a daily basis and also, supporting the Director of our practice..
If you're calm under pressure, love structure, and enjoy helping people – we’d love to hear from you.

Responsibilities
Front-of-House (Client-Facing Tasks)
Answer inbound calls and assist clients with enquiries and bookings
Make outbound calls to follow up with clients and confirm appointments
Explain services clearly and confidently over the phone
Support service conversion by guiding new clients through options
Process payments and explain Medicare rebates
Provide warm, professional support that reflects the clinic’s values
Admin + Director Support
Respond to client emails and maintain inboxes
Schedule appointments and update client records
Process Medicare claims and send invoices
Track diary compliance and monitor cancellations/reschedules
Prepare client intake details and back-end documentation
Support the Director with diary planning, task tracking, and project coordination
Work toward clear KPIs (e.g., response times, diary accuracy, booking rates)
Support the Director in executive assistant tasks, as required

What We’re Looking For
We are looking for someone who is:
Highly organised and reliable
Professional, calm, and confident in client interactions
Comfortable taking initiative while following clear processes
Detail-oriented and consistent in communication
Willing to learn and open to feedback
Loyal and committed to long-term remote work
Confident with phone-based communication and sales support
Comfortable working to performance targets and KPIs

Training & Support Provided
We want you to succeed – and feel confident from day one.
Full training will be provided
You’ll have access to a full database of step-by-step training videos and written instructions
Scripts, templates, and system walkthroughs are all available
Ongoing support is provided directly from the Director and Practice Manager
We believe in clear processes, high standards, and giving our team the tools they need to thrive.

Technical & Workspace Requirements
A reliable laptop or desktop computer
A quiet, professional home office setup
High-speed internet (minimum 10 Mbps)
A quality headset with noise cancellation to use with our soft-phone technology
A webcam for meetings and communication

Bonus (Not Required but a Plus)
Experience in medical, allied health, or psychology reception
Knowledge of Australian Medicare processes
Experience with practice management systems or CRMs

How to Apply
To apply, please send:
Your Resume
A Short Cover Letter explaining why you're a good fit for the role

Shortlisted applicants may be invited to complete:
A brief written task
A short recorded scenario
A few follow-up questions about availability and fit
You will be compensated for your time throughout the short-listing process.
Each task is expected to take less than 20 minutes, and payment will be provided for each completed task. We value your time and appreciate your effort in helping us find the right fit for our team.
These steps help us get a feel for your communication style and how you’d work with our clients. Clear instructions, scripts, and support materials will be provided.

To confirm that you have read the full job ad carefully, please include the phrase "I thrive on structure, efficiency, and making a difference!" at the very start of your cover letter.