Administration Assistant

HB Rehab is a Private Practice located in Newcastle, that has been delivering Occupational Therapy and Physiotherapy services to NDIS Participants, Insurers, and Private clients for over 20 years. 

As a team we knowledge share and leverage one another’s strengths to ensure we provide quality supports to our clients that enhance their everyday living.

We respect one another’s beliefs and truly value being in a place where we can have candid discussions and freely suggest how things could be done better.  

An opportunity has arisen for a likeminded, enthusiastic and tech savvy Administration Assistant to join the team on a permanent part-time basis, working 22hrs per week across 4 days, with the potential to increase to 30hrs across 5 days.

The role can be fast paced, and though process driven, many exceptions present themselves requiring an expert ability to problem solve.

As the first point of contact for our clients and a pillar of support for our clinicians, the Administration Assistant needs to be warm and empathetic, highly organised and possessing advanced time management skills. 

The role consists of the following:

• Answering and directing incoming calls 
• Greeting clients and liaising with clinicians regarding their arrival 
• Conducting referral intake, electronic file set ups and managing clinician’s calendars
• Preparing, exchanging, and following up Service Agreements (contracts)
• Quarantining (reserving) client funding and liaising with external stakeholders regarding allocations
• Distributing invoices and reminders to clients, finance managers and insurance companies
• Updating electronic client files and managing mandatory records 
• Processing EFT payments and maintaining record of transactions
• Sending appointment reminders and booking appointments
• Taking stock of office supplies, arranging catering orders, restocking amenities, and ensuring break room and bathrooms are clean and tidy
• Scanning, sending faxes, printing, and shredding confidential documents
• Building rapport and continuity with clientele and external stakeholders
• Cleaning Paediatric resources and ensuring storage spaces are neat and organised 
• Contribute to a positive culture and maintaining a safe workspace

Essential Criteria:

• 5 years’ experience in a mid-level Administration role
• Expert ability to build and manage robust stakeholder relationships
• Demonstrated high level oral and written communication skills
• Professional presentation, telephone manner and expert interpersonal skills
• Ability to prioritise workload and manage multiple tasks in a fast-paced environment 
• Demonstrated proficiency in Microsoft Office Suite 
• The ability to adjust to change and be improvement focused 
• A proven ability to work both autonomously and in a team dynamic

Desirable Criteria 

• Knowledge of the NDIS and NDIS MyPlace Portal
• Experience working in the Allied Health sector 
• Experience working with case management software or other CRM software

If this sounds like the role you’re looking for, please email your resume and covering note to ********@hbrehab.com.au