Reception & Dispensary Coordinator
Permanent Part-Time | 3-4 days per week | Fitzroy
A rare and meaningful opportunity is now available to join our vibrant and much-loved front-of-house team at Fertile Ground Health Group.
If you’re a natural organiser with a heart for holistic health, deep care for people, and a passion for creating reliable systems and serenity in busy places – this is your moment.
Whether you’re a qualified naturopath who thrives behind the scenes, or an experienced coordinator ready to bring your systems know-how to clinic life – we’d love to hear from you.
This isn’t just a job – it’s a chance to shape, support, and grow something truly special in one of Australia’s most respected collaborative natural health practices.
Why This Role Matters
Our Reception & Dispensary Coordinator is the anchor of our front-of-house operations – the calm in the centre of the swirl – supporting patients, practitioners, and most directly, our cherished reception and dispensary team.
This role is perfect for someone who:
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Loves natural medicine and the rhythm of clinic life
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Has strong systems thinking and an eye for detail
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Finds deep satisfaction in creating a space that feels nourishing and well-run
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Is ready to step into this opportunity with warmth, confidence, and clarity
If you’re looking for a career opportunity in natural medicine administration, or a way to contribute meaningfully without practising as a naturopath, this could be your next step.
What You’ll Be Doing
With support and guidance from our Practice Manager, you’ll coordinate, refine, and support core areas of our clinic systems and operations:
🌿 Front-of-House Excellence
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Manage diary operations in Nookal
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Book appointments, manage communications, and oversee practitioner schedules
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Maintain clinic ambience and presentation – ensuring a calm and welcoming space
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Respond to patient phone, email, and in-person enquiries with clarity and compassion
🌿 Dispensary & Inventory Coordination
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Oversee inventory systems and stock control, including ordering and pricing updates
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Communicate with suppliers and ensure dispensary is well-stocked and efficient
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Coordinate training for the reception team in accurate and compliant dispensing
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Collaborate with the bookkeeper on payments and supplier reconciliations
🌿 Financial Admin & Practitioner Support
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Prepare practitioner invoice summaries and monthly activity reports
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Review reception team timesheets and support payroll preparation
🌿 System Optimisation & Team Support
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With oversight from the Practice Manager, delegate daily tasks and guide workflow
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Assist with recruitment, onboarding, and protocol training
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Maintain and update Standard Operating Procedures (SOPs) for reception and dispensary
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Foster open, solution-focused team communication
This is an ideal admin job in an integrative health clinic for someone excited by clinic operations, dispensary coordination, and workflow improvement.
Who We’re Looking For
You’ll thrive in this role as Reception and Dispensary Coordinator if you bring:
✨ Deep familiarity with naturopathic supplements and herbal dispensing
✨ Experience in clinic operations and/or reception coordination
✨ Strong attention to detail and the ability to juggle multiple priorities
✨ Confidence with Nookal or similar booking software, POS systems, and reconciliation processes
✨ A calm and clear communication style
✨ Experience supporting team systems – even better if you’ve helped others succeed in their roles
The Details
🗓 Minimum 3-4 shifts per week, including Saturday availability
📍 Based at Fitzroy, with occasional attendance at The Melbourne Apothecary @ MECCA CBD as required
🤝 Flexibility to step in and support team coverage
💫 Clear pathways to grow into clinic operations leadership
Why Join Fertile Ground as Our Reception & Dispensary Coordinator?
At Fertile Ground, we do things differently.
🌼 Be part of a values-led business that blends natural medicine, human connection, and modern systems thinking
🌼 Work with a deeply supportive team who truly care – about patients, and each other
🌼 Thrive in a beautiful, nourishing clinic space in Fitzroy – with the potential to be involved with our sister clinic, The Melbourne Apothecary, at MECCA’s flagship store in the Melbourne CBD
🌼 Enjoy generous staff discounts on consultations, herbal medicines, and retail
🌼 Contribute to a forward-thinking clinic culture where your work has visible impact
This is the place for people who want to contribute to integrative health without needing to practise clinically, who love holding space, and who feel energised by creating order and ease for others.
Ready to Apply?
If this sounds like your next role, we’d love to hear from you.
📨 Please send your CV and a cover letter outlining your relevant experience and where you’re excited to grow next to:
Sarah Sanelli – Practice Manager
📧 management@fertileground.com.au
🎥 Bonus points for a short intro video – we love getting a sense of who you are!