Role Overview:

We are seeking a highly detailed, proactive, and versatile Full-Time Executive Assistant & Medical Bookkeeper to support a specialized General Practice clinic based in Melbourne, Australia.

This is a dynamic "unicorn" role combining senior executive administration, medical practice coordination, and robust financial bookkeeping. The ideal candidate will manage a major retrospective financial clean-up in the first 4–8 weeks while simultaneously taking over day-to-day administrative operations, patient documentation, and systems management.

Schedule:

• Mondays and Fridays, flexible schedule based on the client’s business hours (but structured, Australian Eastern Time, 40 hours per week)
• Requires a morning login to handle urgent queries, with the bulk of core hours allocated to the afternoon/late day based on clinical flow

Key Responsibilities:

1. Financial Management & Bookkeeping (High Priority)

• Retrospective Clean-up: Execute a thorough reconciliation and audit of the past 12 months of financial books within the first 4–8 weeks.
• System Migration & Integration: Support the active migration from QuickBooks to Xero, ensuring seamless integration with the practice's medical software.
• Ongoing Accounting: Manage routine daily/weekly bookkeeping, bank reconciliations, expense tracking, and invoice matching.
• Accounts Receivable: Monitor outstanding payments from online invoices and conduct polite, professional outbound follow-ups with patients regarding overdue fees.

2. Medical Administration & Executive Support

• Patient Document Management: Manage the digital inbox. Review, sort, scan, and accurately upload incoming patient records, correspondence, and faxes directly into patient files.
• Clinical Correspondence: Extract generated medical letters from clinical software (e.g., Heidi AI), format them professionally, and securely email them to relevant parties.
• Practice Coverage: Provide administrative oversight and practice backup one day per week when the principal GP is out of office, supporting a secondary rostered doctor.
• Communication: Handle occasional outbound phone calls with a warm, exceptional professional manner. (Inbound calls are largely handled by AI telephony).

3. Systems, CRM & Workflow Optimization

• Platform Mastery: Navigate and operate cloud-based medical practice software, specifically transitioning into Halaxy and checking workflows in Zestro.
• CRM Management: Monitor, update, and maintain a CRM database (e.g., Zoho) to enhance community engagement and patient tracking.

Qualifications & Experience:

Required:

• Bookkeeping Expertise: Proven experience in full-charge bookkeeping with intermediate-to-advanced mastery of Xero and QuickBooks.
• Impeccable Attention to Detail: Absolute zero-tolerance for data entry errors, as the role involves handling highly sensitive medical and clinical records.
• English Language Proficiency: Exceptional written and verbal English communication skills, capable of communicating clearly and empathetically with Australian patients and medical professionals.
• Tech Savviness: Demonstrated ability to learn niche software platforms rapidly (training resources will be accessible, but self-guided learning agility is key).

Preferred:

• Prior experience working within an Australian General Practice or healthcare setting.
• Direct, hands-on experience using Halaxy
• Bonus: Experience in Heidi AI or Zoho CRM.

Compliance, Data Security & Infrastructure Requirements:

Because this role deals with sensitive medical information, strict adherence to data privacy protocols is mandatory:

• Australian Privacy Principles (APP) Compliance: The successful candidate must sign and strictly adhere to a comprehensive Privacy Policy agreement.
• Zero Local Storage: Absolutely no patient or clinic data may be saved or stored locally on personal hardware devices. All work must remain strictly cloud-based within authorized platforms.
• Technical Infrastructure: Must possess a reliable personal computer/laptop capable of running business applications seamlessly. BruntWork will coordinate the setup of required network infrastructure, including secure Firewalls and VPNs to access Australian networks.

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Health insurance coverage for eligible locations

Note:

• Please click the Apply button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.