Administration Officer

Due to continued growth PsychPhys are offering two new roles in our Administration teams.

Position 1

This position is located at our Surrey Hills practice and will involve administrative support to Clients, Clinicians and the organisation. This is a full time position with candidates with previous experience working with the NDIS or in the Healthcare field an advantage.

Role responsibility includes

• Manage Clinicians client calendars.
• First point of contact for all in clinic client greetings. calls and emails.
• Oversee workplace - ensuring clean, neat and tidy clinical environmental requirements are met at all times
• Assist with the day-to-day operations of the business.
• Input of PsychPhys systems and databases to ensure up to date, high quality and relevant information is accessible at all times.
• Handle request for information and data in line with the company’s Quick Response Frameworks
• Resolve administrative problems and inquiries in line with the company’s Quick Response Frameworks
• Coordinate maintenance of office equipment

• Ensure all incoming phone calls are attended to in a prompt and courteous manner
• Responding to client enquiries
• Provide relief for other members of the customer service team as required
• Ensure that consumables are replaced including stationary and photocopier paper in the draws
• Assist in the induction of all new staff
• Other duties consistent with the position where required and/or requested by management from time to time.
• Take reasonable care for their own health, stress and safety, and that of others in the workplace

Position 2

This position is located at our Notting Hill Head Office and will involve administrative support in our finance team with a large focus on customer service and invoicing. This is a part time role of 3-4 days per week. Working days will be Mondays and Thursdays with the candidate offered flexibility on the remaining day/s.

Role responsibility includes

• First point of contact for new clients regarding program payment processes and Customer Service support options
• Action all billing, batching, electronic claims and invoices for all programs and services
• Calling aged debtor accounts to negotiate payment arrangements with empathy and respect
• Be responsive to account enquires via phone or email
• Assist in the day-to-day operations at head office

• Ensure all incoming phone calls are attended to in a prompt and courteous manner
• Responding to client enquiries
• Provide relief for other members of the customer service team as required
• Ensure that consumables are replaced including stationary and photocopier paper in the draws
• Assist in the induction of all new staff
• Other duties consistent with the position where required and/or requested by management from time to time.
• Take reasonable care for their own health, stress and safety, and that of others in the workplace

The ideal candidates will:

• Be respectful and hold a positive attitude towards the company, company leaders, colleagues, clients and the community
• Be confident in all communications. Be courteous, with high levels of professionalism, confidentiality and discretion.
• Have exceptional interpersonal skills with the ability to work with a broad range of people from a variety of backgrounds and experiences, including cultural sensitivity and cross-culture communication.
• Strong customer service skills, particularly the ability to provide administrative support to clients, and their family
• Excellent organisational and time management skills
• Ability to prioritise and manage multiple and competing work tasks and deliver to agreed deadlines
• Enjoy working in a small, highly motivated team.
• Demonstrate strong attention to detail.
• Show adaptability and flexibility to changing work environments and requirements
• Have advanced computer skills including word processing, spreadsheets and database applications

The ideal candidates will hold the following

• A satisfactory Police Criminal Check dated within 6 months of commencement.
• A valid Employee Working with Children’s Check.
• A current Driver’s License.
• Full COVID-19 Vaccination.

Employee Benefits

Salary Review - Each employee is eligible for a salary review at the end of the financial year.

Leave Loading - Watch your salary increase as you take annual leave with entitlements calculated above the suggested minimum and raised to 17.9%.

Program Development Incentives - PsychPhys rewards those who shape the identity and pathways of our unique programs.

Recognition - Recognition of employee success is highly valued at PsychPhys with formal quarterly and annual award ceremonies. Be apart of seeing your peers shine by nominating them for monetary awards.

Brain Flex - On completion of successful probation, employees can nominate for PsychPhys Brain Flex initiative choosing WFH or Fortnightly RDO.

Perks - Explore an array of discounts and benefits from Dining, Fashion, Tech to Health and Wellbeing.

EDP - Every employee participates in an Employee Development Plan where you outline areas of professional development interests and the career growth you would like to achieve.

Multiple Sites - PsychPhys offers you an opportunity to work across sites if you prefer. With practice sites located across the CBD and South East Suburbs of Victoria, PsychPhys can move with you. Moving interstate? We have you covered too

EAP - Work for an employer who values your wellbeing with investing in your access to our Employee Assistance Program.

Please note that all positions require a photograph of the candidate on their resume and for documents to be uploaded in PDF format.

In your cover letter please outline if you are interested in position 1 or 2

For further information contact peopleandculture@psychphys.com.au or alternatively you can reach Robyn (03) 90349815.