Administration Officer - Level 3

Two positions available. This is a part-time position - 0.4 FTE or 16 hours per week. Thursday 7:30am-5:30pm, Friday 8:30am-4:30pm. These positions will have the option to extend to Tuesdays 7:30am-5:00pm after 6 weeks. 

As a Peak Performance Podiatry Administration OfficerLevel 3, you are responsible for ensuring efficient operation of the practice through the provision of administrative support. 

This includes managing all functions related to the front reception desk. This also includes acting as the ‘face’ of the practice and presenting the best possible image of the practice to all clients. 

About Us 

This Role directly reports to the Practice Principal. Our Practice and Principal Podiatrist are well renowned and you will based at our HQ clinic in the City. You will oversee all of our clinic locations from the brand new City Centre practice. 

Our principal Sports & Exercise Podiatrist is a leader in their field and has an excellent reputation Australia wide. Particularly specialising in lower limb injuries across various professional sports codes, athletes, physically active individuals, and participants in physical recreation.  

We do not have one set culture as it changes with every new staff member. People are culture. 

Patients are our priority so we go above and beyond to ensure they have the best journey with us. 

This role has a 6 months probationary period. 

About you

You are a compassionate and empathetic individual who thrives on helping others. You understand the importance of providing exceptional customer service, and you genuinely care about the well-being of patients. Your self-motivation and hardworking nature drive you to excel in your role, and you take pride in representing your workplace.

The successful applicant will be comfortable with the day-to-day requirements of a busy Sports & Exercise practice. You thrive in fast-paced environments and are adept at managing multiple tasks efficiently. Your attention to detail skills are exceptional, and you take pride in ensuring accuracy and precision in all aspects of your work. Moreover, you possess outstanding customer service skills and are dedicated to providing patients with the highest level of care and support.

Our ideal candidate would have the following Skills & Experience: 

• Basic clerical experience and/or reception duties. Training will be provided for phone calls. 
• This role is office based only with no work from home option. 
• Proficiency in administration programs (Practice management software experience in Nookal, Best Practice is preferred but not necessary) 
• Strong organisational skills. 
• Demonstrate proficiency in using various IT systems and software applications relevant to the medical practice, including electronic health records (EHR) systems, scheduling software, and billing platforms.
• Possess a sound understanding of PBX (Private Branch Exchange) phone systems and their functionality within the medical practice setting. Manage incoming and outgoing calls efficiently using the PBX system, directing calls to the appropriate areas. Coordinate with telecommunications vendors or IT support specialists to troubleshoot and resolve any issues with the PBX system, ensuring uninterrupted communication channels for the practice.
• Strong communication skills and emotional intelligence. Preferred candidate to be able to handle conflict resolution and be able to communicate effectively between clinical staff and patients. 
• Ability to work in a team environment as well as autonomously
• Understanding of clinical podiatry practice and routines. Training will be provided for podiatry systems. 
• The successful applicant will pride themselves on their attention to detail skills – recognising the critical importance of accuracy and thoroughness in every aspect of their work. You meticulously ensure that every task, whether it's scheduling appointments, verifying patient information, or maintaining records, is executed with precision and care.
• A can-do attitude is essential for success in this role. You approach each day with enthusiasm and a willingness to tackle any task that comes your way. You are proactive, resourceful, and always ready to assist the clinical team (podiatrists) and other team members with ad-hoc duties as needed.

Client Liaison:

• Serve as the primary point of contact for patients and visitors, greeting them warmly and providing assistance as needed.
• Answer phone calls and emails promptly, addressing inquiries, scheduling appointments, and providing information about services.
• Communicate effectively with patients, caregivers, and other healthcare professionals to ensure clear understanding and coordination of care.

Clerical Duties:

• Perform general administrative tasks such as filing, faxing, photocopying, and scanning documents.
• Maintain accurate and organised patient files, ensuring confidentiality and compliance with privacy regulations.
• Assist with data entry tasks, including updating patient information and processing insurance claims.

Patient Record Management:

• Manage patient records electronically or in paper format, ensuring completeness, accuracy, and accessibility.
• Retrieve and update patient medical histories, test results, and treatment plans as necessary.
• Follow established protocols for handling and safeguarding sensitive medical information.

Manage Appointments:

• Schedule patient appointments efficiently, taking into account availability of healthcare providers and patient preferences.
• Confirm appointments with patients via phone, email, or text message, and reschedule as needed.
• Coordinate scheduling changes and cancellations with medical staff to minimise disruptions to patient care.

Cleaning:

• Maintain cleanliness and tidiness of the reception area, waiting room, and other common areas.
• Perform daily routine cleaning tasks such as dusting, mopping, vacuuming, and sanitising surfaces to ensure a safe and welcoming environment for patients and staff.
• Monitor and restock supplies as needed, including hand sanitiser, tissues, and clinical room consumables. 

Note: While these roles and responsibilities outline the primary duties of the position, flexibility may be required to assist with additional tasks or projects as assigned by management. A collaborative approach and willingness to contribute to the overall success of the practice are essential.

Renumeration

Support Services employee—Level 3 
Indicative Role: General clerk / Receptionist, more than 12 months experience
An employee, other than an administrative/clerical employee, at this level: 
• is capable of prioritising work within established routines, methods and procedures; 
• is responsible for work performed with a medium level of accountability or discretion; 
• works under limited supervision, either individually or in a team; 
• possesses sound communication and/or arithmetic skills; and 
• requires specific on-the-job training and/or relevant skills training or experience. 
An administrative/clerical employee at this level undertakes a range of basic clerical functions within established routines, methods and procedures. 
 

Classification Weekly (38 hours) Hourly  
SUPPORT SERVICES EMPLOYEES AWARD GUIDE (Over 21 years of age) Base Renumeration
Level 1 $910.90 p/w, $23.97 p/h
Level 2 $947.00 p/w, $24.92 p/h
Level 3 $983.40 p/w, $25.88 p/h
Level 4 $995.00 p/w, $26.18 p/h
Level 5 $1,028.70 p/w, $27.07 p/h
Level 6 $1,084.10 p/w, $28.53 p/h
Level 7 $1,103.60 p/w, $29.04 p/h

Career Growth:

• Additionally, this position offers promising career growth opportunities, with the potential to transition into more hours, full time work and a practice management role over time.
•  With mentorship and training, you can transition into a senior role, where you will oversee the daily operations of our facility and play a key role in shaping its success.