Practice manager assistant and customer support for a busy allied health clinic 

Mooone Ponds, Melbourne

Start date: Early 2026

$33ph + Super + Perks 

  • Do you want a long-term role that utilises your management and leadership skills? 
  • Are you great at building relationships quickly and have a real flair for customer service? 
  • Do you have outstanding office management skills and love a supportive, fun, and busy environment? 

 

About Qi Medicine Moonee Ponds   

Acupuncture GlenroyQi Medicine was established in 2006 and is renowned as one of the leading acupuncture women’s health clinics in Melbourne. 

The secret to our success has been enjoying working as a supportive team, having fun, all whilst making a real difference in the lives of our clients! 

We operate a busy, highly organized and efficient practice. With 150+ clients each week, our team consists of 5 practitioners, a part-time practice manager, and 3 reception and support staff.  

Our core services include acupuncture and Chinese medicine, with a strong focus on female health, pregnancy, fertility, menopause support, and overall well-being. 

We pride ourselves on providing a structured, collaborative, and rewarding workplace where team members can thrive while helping clients achieve real results. 

 

About the position 

This is a part-time job-share role, working closely with the practice manager and reception team to ensure smooth day-to-day operation of the clinic. 

Your key roles will be to: 

  • Support the practice manager in coordinating and executing higher-level practice management duties. 
  • Provide exceptional reception and administration support to practitioners and clients, using your outstanding communication skills, maturity, and close attention to detail. 
  • Contribute to social media and marketing, including content support and coordinating community or promotional events. 

Hours 

  • Mondays: 3pm – 8pm 
  • Alternating Wednesdays: 3pm – 8pm 
  • Thursdays: 4pm – 8pm 
  • Saturdays: 9am – 4.30pm 

 

Qi Medicine Values You Align With 

  • Professionalism and dedication
    We keep things light yet professional, always striving to go the extra mile for our clients and the business. 
  • Strong support for one another
    We value authenticity and teamwork — everyone has each other’s back. 
  • Commitment to our clients
    We are deeply passionate about helping clients create positive change, however small. 
  • Driven and always learning
    We aim for results, staying humble and curious about how we can continually improve. 

 

Duties in This Role Include 

  • Direct assistant to the practice manager 

Supporting the practice manager with coordinating and executing higher-level duties, including reporting, diary and booking management, and customer care. 

  • Supporting clinic culture 

Helping to maintain a healthy, welcoming, and safe environment through your empathetic, mature, and professional attitude. 

  • Social media support 

Using your writing, design, and social media skills for weekly management of platforms, including posting, community engagement, and responding to comments. 

  • Promotion and event support 

Coordinating community and promotional events such as practitioner talks, online offers, and local networking opportunities. 

  • Reception and overseeing operations 

Being the friendly face of Qi Medicine at the front desk while ensuring all reception and behind-the-scenes tasks are completed smoothly. 

 

Required Skills & Experience 

Management skills 

You have prior management or team leader experience, exceptional communication skills, and strong office management capabilities suitable for a fast-paced environment. 

Relationship building  

Exceptional customer service and reception experience. You are warm, down-to-earth, personable, and able to build relationships with ease. 

Quick and independent 

You learn quickly, navigate technology confidently, and can work independently without supervision while handling challenges with maturity. 

 

Technological Skills of Value

  • High-level Word and Excel skills 
  • Canva and Later scheduling software 

  • Quick and precise typing ability

  • Strong understanding of social media marketing 
  • Prior use of Slack and Trello 
  • Cliniko practice management software 

 

The benefits of this role 

  • A meaningful role helping real people: Our clinicians help ordinary people achieve extraordinary outcomes with an age-old medicine. You will love witnessing daily transformations in our clients. 
  • Gorgeous clinic: Your work environment is warm, comfortable, and inviting, with a strong focus on well-being and self-care. 
  • Enjoyment and connection: We love to laugh and treat things lightly! We also have a strong bond of mutual support within the team, each staff member caring for one another. 

In addition, you will also enjoy the perks of: 

  • Complimentary acupuncture sessions on a regular basis 
  • Significant discounts on health products 

 

Application process 

If you are genuinely interested in a career as a practice manager assistant and possess the qualities we are seeking, please forward your resume, together with a cover letter addressing the following: 

  • Your available days and times 
  • How your skills match the essential requirements of this role 
  • The management and leadership experience you possess 
  • Three professional references (minimum) 

Email your application to [email protected].