Executive Virtual Medical Practice Manager & Medical Expert Workflow Coordinator

MEDirect is a leading Australian healthcare technology firm.

This role is full time which includes benefits such as 21-day leaves.

We seek a highly organised and detail-oriented professional to fill a dual role as an Executive Virtual Practice Manager and Medical Expert Administration Workflow Assistant. This position offers a unique opportunity to provide crucial support to medical experts while ensuring smooth operations and efficient communication within our organisation.

You will have exceptional verbal and written English communication skills, fluent at a CEFR Level C1 or C2 (IELTS score of 8 or higher) preferred, and a strong, reliable internet connection with a minimal download speed of 150mps and a quiet private workspace.

Job Summary

As the successful candidate, you will be responsible for:

1. Providing dedicated practice management for one specific Medical Expert
2. Coordinating workflow and administrative tasks for a range of our Ultimate Pack medical experts
3. Serving as a critical link between medical experts and the broader operational framework

Key Responsibilities

Dedicated Executive Virtual Practice Manager
• Manage bookings, reschedule appointments, and coordinate clinic rooms to maintain an optimized schedule for one medical expert
• Provide exceptional inbound and outbound phone support, ensuring key clients are personally managed
• Use project management platforms to efficiently manage the medical expert’s schedule and improve report turnaround times
• Create, dispatch, and reconcile invoices accurately and promptly
• Prepare report templates and confirm documentation page counts for assessments

Medical Expert Workflow Coordinator
• Work with the Workflow Coordinator team, under the guidance of the Team Lead
• Use Workflow Buckets/Tasks to manage aspects of medical experts' assessment requirements
• Utilize the MEDirect practice management platform for efficient support and task completion
• Handle bookings and reschedule appointments as needed
• Provide inbound telephone support across the organization as required


Qualifications and Skills

• Bachelor's degree in Business Administration, Communications, or related field
• 3+ years of experience as a personal or executive assistant
• Exceptional organizational and time management skills
• High attention to detail and accuracy
• Strong written and verbal communication skills
• High proficiency in Microsoft Office Suite and ability to quickly learn new software
• Ability to work independently and manage multiple priorities simultaneously

Personal Attributes

• Relationship Builder: Ability to cultivate strong, professional relationships with medical experts
• Proactive Problem Solver: Anticipate needs and address challenges before they arise
• Confident Communicator: Express ideas clearly and professionally in both written and verbal forms
• Detail-Oriented: Ensure all tasks are completed with the highest level of accuracy
• Adaptable: Thrive in a dynamic, fast-paced environment
• Time Management Expert: Efficiently organise and prioritise multiple responsibilities
• Continuous Learner: Eagerness to acquire new skills and adapt to evolving technologies

Importance to the Organisation

This dual role is critical to our organisation's success in delivering high-quality medical expert services. By providing dedicated administrative support, you will enable medical experts to focus on their core competencies, enhancing expert medical opinions' overall quality and timeliness. Your proactive approach to problem-solving and coordination across various teams will help maintain operational efficiency and client satisfaction.

If you are passionate about supporting medical professionals and have a talent for administrative coordination, we encourage you to apply for this exciting opportunity to contribute to our organisation's growth and success.
To apply, please submit your resume and a cover letter detailing your relevant experience based on the abovementioned criteria and why you are the ideal candidate for this position. Applications without a cover letter addressing the application criteria will not be considered.
We will review references for applications who make the shortlist before conducting initial interviews, so please ensure you include at least two (2) current references with contact details.
Address your response to Karen Woods, General Manager, and please allow 10 days for a response.
Thank you.