At Eye Institute, our Medical Secretaries play a vital role in delivering exceptional care and service to our patients. We are looking for an experienced, organised, and patient‑focused Medical Secretary to join our busy ophthalmology practice and support our clinicians, patients, and wider team.
About the role
This is a varied and fast‑paced role. You will be central to the smooth running of clinics and theatres, providing a high level of administrative and secretarial support while ensuring our patients feel informed, supported, and cared for throughout their journey with us. Due to the nature of this role, it requires someone to work on site. You will mainly be based in our Remuera location (very close to Newmarket) but may be required to travel to our Northcote location up to once a week. This role is 28 hours per week. Currently, the key days of work will be Tuesday, Thursday and Friday and you will need to be able to work hours between 7.00 am and 5.30 pm. The remaining hours could be worked on a Monday or a Tuesday.
Key responsibilities
In this role, you will:
Provide a welcoming, professional, and compassionate experience for patients
Manage incoming referrals and coordinate clinic, surgery, and post‑operative bookings
Prepare clinics and theatre lists, including insurance approvals, appointment confirmations, patient communications, and file preparation
Liaise with clinicians, anaesthetists, technicians, and other internal and external stakeholders
Respond promptly to phone and email enquiries, including urgent requests
Maintain accurate and complete patient records in our patient management system
Support patient invoicing, payments, insurance, and ACC claims
Assist with prescription requests, pathology follow‑ups, and patient documentation
Contribute to a positive team culture and support continuous improvement across our services
About you
You’ll bring:
Preferably you will bring some experience as a medical secretary or in healthcare administration
Strong organisational skills with the ability to juggle multiple priorities
Excellent attention to detail and a high level of accuracy
Confidence using MS Office and healthcare systems
A proactive, adaptable, and solutions‑focused mindset
The ability to work both independently and as part of a close‑knit team
A genuine commitment to patient care, confidentiality, and professionalism
Why join Eye Institute?
Be part of a highly regarded specialist healthcare organisation
Work with a supportive, collaborative, and values‑driven team
Make a meaningful difference to patients’ experiences every day
Enjoy a role that offers variety, responsibility, and opportunities to grow
Eye Institute not only fosters an inclusive and diverse environment, and we have great benefits such as:
Free day of leave on your birthday
Discounted health insurance
Employee Referral Bonus
Daily fresh fruit and snacks
Close down period during Christmas and New Year
Social events and service anniversary celebrations
If you take pride in delivering excellent service and thrive in a busy clinical environment, we’d love to hear from you.
Please apply through Seek by sending your CV with a cover letter, outlining your suitability and reasons for interest in this role, along with how many hours of work you are looking for and your availability.