Administration Assistant (Assessment Service)

At DS Psychology Group our vision is to Foster Hope and Passion for Life! Established in 2013 as a value-based psychology clinic we are a team that cares about you like family, invests in your learning and professional growth, ensuring you thrive and also have a lot of fun along the way!  

This position provides a fantastic opportunity for an enthusiastic, proactive individual who is passionate about client care, understands how important quality customer service is and wants to make a difference in our Assessment service in a busy, thriving practice.

DS Psychology Group has an established counselling and Assessment service.  This position is a customer service role within the Assessment Service specifically.  This is a full time position across 5 days and would suit someone who wants a career in administration within a health care setting, has capacity to use initiative, enjoys the challenge of a busy environment and would thrive with the responsibility of leading this service. 

Qualifications & experience

• Excellent interpersonal skills including the ability to relate well to clients, referrers and other team members
• Excellent organisational skills to enable efficiency in the administrative role 
• Demonstrated experience in the below listed tasks and responsibilities
• Desire for professional growth and strong enthusiasm for learning in a busy role that will continue to evolve with developing business needs
• Demonstrated excellent attention to detail in tasks
• Ability to work in a team focussed environment and ability to present new ideas for improvement to the service.
• Someone who will be proactive, creative and take ownership over the Assessment Service and operate it at a gold standard.
• Demonstrate initiative, work autonomously, capacity to prioritise competing demands and  multitask across a range of areas
• Previous administration or reception experience essential
• Alignment with DS values and mission.
• Previous leadership skills desirable

Tasks & responsibilities

• Provide excellent client care to all assessment inquires, understanding their needs and providing appropriate assessment bookings. 
• Collating and following up all relevant booking information to ensure the clinician has what they need for the Assessment.  
• Facilitating effective communication between the Assessment Service, admin team, clinicians and referrers to promote client care. 
• Data collection including, inputting client details into our practice management software (Halaxy), PPM program, uploading referral letters and approval documents to client files and inputting relevant information into Halaxy
• Comprehensive and accurate recording of referral communication, referrals and follow up through all aspects of the referral process
• Processing Payments and following up for Assessment services 
• Providing education and support to clients, clinicians and admin team regarding assessment procedures
• Halaxy Calendar scheduling and administration support for Assessment service Clinicians which includes, rebooking clients, monitoring reminder message system, calling waiting lists, following up cancellations and adjusting of client times as required.
• Help maintain a relative paperless process including communication with team via following modes, Voxer, Trello and Slack.
• Building referrer relationships and sending relevant service updates
• Maintaining the reception area and records in a neat and ordered condition\
• Support to counselling adminstation team and additional ad hoc tasks as directed by senior team management