Senior Reception & Office Administration – Women’s Acupuncture Clinic

Busy Allied Health Clinic – Moonee Ponds 

$34 per hour + Super + Healthy Perks ( Free acupuncture and low cost health products)

APPLICATIONS CLOSE TUESDAY 24TH FEBRUARY AT 9PM

Do you:

    • Want a long-term senior reception and office administration role where your leadership and organisational skills genuinely matter?

    • Thrive in a busy allied health clinic, love building relationships, and deliver exceptional client care with ease?

    • Value a workplace with heart, humour, and purpose — where you’re supported, trusted, and your work makes a real difference?

This is a rare opportunity to step into a trusted second-in-charge role within a well-established, values-driven allied health clinic.

You’ll work closely with the Practice Manager and team in a supportive, high-performing environment that balances professionalism with warmth and laughter.

If you’re people-focused, take pride in your work, and want to contribute to something meaningful, this role offers both stability and purpose.

About Qi Medicine Moonee Ponds   

Acupuncture Glenroy

Qi Medicine was established in 2006 and is widely regarded as one of Melbourne’s leading women’s health acupuncture and Chinese medicine clinics. 

We support clients through fertility journeys, pregnancy, hormonal health, menopause, and overall wellbeing. Our success comes not only from clinical excellence but from a strong, supportive team culture built on respect, collaboration, and genuine care. 

We are a busy, well-organised allied health clinic, seeing up to 150+ clients per week. Our team includes experienced practitioners, a part-time Practice Manager, and a close-knit reception and support team who work together seamlessly. 

What Makes Qi Medicine Different 

This role is ideal for someone who values: 

  • A supportive, collaborative team — no egos, no silos 
  • Professionalism with warmth — high standards without rigidity 
  • Meaningful work — helping real people through important life stages 
  • Clear communication and trust — you’re respected and relied upon 
  • Stability and longevity — we value commitment and consistency 

People who thrive here are hard-working, emotionally intelligent, organised, and community-minded. If you want more than “just a job”, you’ll feel at home at Qi. 

About the position 

About the Role – Senior reception and office administration role

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

You’ll act as a trusted second-in-charge, supporting leadership, clinic operations, and client experience. 

Your key goals will be to: 

  • Support the Practice Manager with higher-level clinic coordination and management 
  • Provide exceptional reception and administrative support to clients and practitioners 
  • Contribute to clinic culture, communication, and team cohesion 
  • Assist with social media, marketing, and community engagement activities 
  • Have flexibility to support your teammates with occasional leave or illness cover from time to time 

Part-Time Hours 

  • Monday: 2:15pm – 8:00pm 
  • Tuesday: 9:00am – 3:00pm 
  • Wednesday: 2:00pm – 8:00pm 
  • Thursday: additional hours a possibility 
  • Saturday: 9:00am – 4:00pm 

Key Responsibilities 

Senior Reception & Office Administration

  • Being the welcoming face of Qi Medicine

  • Supporting higher-level office and reception duties, including reporting, diary and booking co-ordination, and client care oversight

  • Managing front-desk operations and ensuring smooth clinic flow

  • Handling administration with accuracy and attention to detail

Supporting Clinic Culture 

  • Maintaining a respectful, positive, and professional workplace 
  • Leading by example with empathy, maturity, and accountability 

Social Media & Marketing Support 

  • Assisting with weekly social media posting and engagement 
  • Supporting content creation and community interaction 

Promotions & Events 

  • Coordinating community events, practitioner talks, promotions, and networking opportunities 

Skills & Experience We’re Looking For 

  • Experience as an Assistant Practice Manager, Senior Receptionist, Team Leader, Clinic Administrator, or other senior position.
  • Strong organisational and communication skills 
  • Exceptional customer service and relationship-building ability 
  • Ability to work independently, problem-solve, and stay calm under pressure 

Technology Skills (Training Provided Where Needed) 

  • Strong Microsoft Word and Excel skills 
  • Canva and social media scheduling tools 
  • Confident typing and general computer skills 
  • Experience with practice management or booking software (advantageous) 

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 

Why You’ll Love Working Here – A Day in the Life at Qi Medicine 

You’ll arrive at a calm, beautifully designed clinic where the atmosphere is warm, welcoming, and purposeful. Clients greet you by name, practitioners support one another, and the energy is positive without being chaotic. 

Your day blends structure, responsibility, and human connection. You’ll help keep the clinic flowing smoothly, support clients through meaningful moments in their lives, and work alongside people who genuinely care about what they do. 

You’re not “just reception” — you’re a key part of clinic leadership. You’ll be trusted with responsibility, encouraged to contribute ideas, and supported to grow in your role. 

There’s laughter between tasks, strong teamwork, and a shared sense of pride in the clinic we’re building together. You’ll leave your shift knowing your work made a difference. 

Application Process 

If you’re genuinely interested in a long-term senior reception and office administration role, in a values-driven allied health clinic, we’d love to hear from you. 

Please submit your resume plus a cover letter addressing: 

  • Your availability 
  • How your experience aligns with this role 
  • Your management and leadership background 

Email your application to [email protected].