Administration Coordinator

About the business

Phoenix Occupational Medicine is a proudly Australian‑owned and operated organisation, led by Directors Dr Angus Forbes and Dr Sid O’Toole. Both are highly respected Occupational and Environmental Physicians (OEPs), recognised nationally for their leadership, expertise and contribution to occupational medicine.

We work closely with our clients to deliver high‑quality, practical solutions that support the safety, health and well-being of their workforce. Phoenix is a values‑driven and growth‑focused business, with clear strategic objectives and an ongoing commitment to excellence. This role plays a key part in supporting our continued growth, making it an exciting time to join our team.

Our offices are shared with our sister company, LIME Medicolegal, and we collaborate closely across a range of complementary services. Both organisations are ISO 9001 and ISO 27001 certified, reflecting our strong commitment to quality, governance and the secure handling of sensitive health information; a critical priority in healthcare.

About the role

The successful applicant will be responsible for the following tasks:

• Scheduling appointments and answering general phone enquiries, directing phone calls to appropriate team members (across both businesses) where required.

• Editing documents to ensure consistency, accuracy, and clarity, and adhering to ISO document management processes.

• Ensure exceptional attention to detail in all tasks and complete all work to a high standard with evident time management skills.

• Raise accurate client invoices in line with standard pricing, contract pricing, or approved variations.

• Issue all invoices within KPI of service completion, ensuring adequate time is allocated prior to month-end.

• Preparing quotes when requested.

• Ensuring all paperwork is accurate, complete, and well prepared.

• Tracking the progress of requests and reports and perform quality checks of reports prior to distribution.

• Send medical reports with appropriate encryption and/or through secure portals.

• Liaising appropriately with other administration team members, managers, and doctors, and supporting in other administration coordinator duties, including during periods of leave.

• General office duties such as tidying tearoom and doctors’ offices (rotating roster), tidying patient area, ordering supplies, etc.

• Reception administration, including but not limited to;

  • patient greeting and assistance
  • handling payments from patient invoices
  • keep stationary cupboard clean and tidy, occasionally taking accurate stocktake of materials
  • efficient scanning, filing, and maintaining digital/physical records.

• Proactive diary management where required.

• Show initiative and be self-motivated in supporting business needs.

Our office hours are 8 am to 4 pm, and due to the nature of this role, work from home opportunities are only on an as required/permitted basis.

Skills and experience

It is essential for applicants to have the following skills:

• Exceptional and meticulous attention to detail.
• Understands the importance of Privacy and Confidentiality.
• Ability to work autonomously and as part of a team.
• Excellent communication skills.
• Ability to prioritise workload.
• Proficiency in the Microsoft Office Suite.

An understanding of medical terminology is favourable, but not essential. Training will be provided by our Practice Managers and other members of the administration teams.

The successful applicant will need to provide a current police check.

Salary and benefits

Your salary will align with the Health Professionals and Support Services Award, according to age (where applicable) and level of experience.

This role will provide you with excellent opportunities for personal and professional development.  Our team have opportunities throughout the year to attend events at Brisbane Business Hub, workshops, and networking events - both our own, and externally.

Our team is highly valued by Senior Management and we celebrate our successes.  More than just an annual Christmas party, we host multiple regular whole team events a year - both inside and outside of office hours.

Aside from the ‘fun stuff’, we also offer an EAP service, undertake annual employee engagement reviews, and our Practice Managers work closely with their teams to ensure improvement and advancement opportunities are quickly identified.

In addition to our awesome team, we are located close to many wonderful restaurants and cafes. Our office is conveniently located in the Brisbane CBD and is close to all modes of transport (10-minute walk from Central Station and 5-minute walk from Eagle Street Pier).

Next Steps
We invite you to apply for this role, including a cover letter in your application.

In your cover letter please provide statements relating to any appropriate experience, and your desire to work in this field. We also ask that you provide statements about:

1. Your experience in a similar role.
2. A clear example of how you would prioritise tasks if two senior staff are requesting tasks be completed.