Administration / Receptionist (Psychology Clinic) - Full-time

ABOUT THE CLINIC

In September 2022, we expanded our existing Psychology Clinic into our beautiful, brand-new, custom-built space upstairs to cater for our growing team and busy clinic. 

We are looking for an experienced full-time administration officer/receptionist to join the existing admin team of our fast-paced, busy clinic. We currently have Psychologists, Clinical Psychologists, Health Psychologist, and an Accredited Practising Dietitian in our team. Our clinic also has an Executive Assistant to the Director, Practice Manager, as well as the Director of the clinic.

Our team is highly passionate about helping people to overcome their mental health and well-being challenges. We provide a high-quality psychology and dietetics service to people who live on the Gold Coast and surrounding towns/cities. Our clinic has a long-standing reputation for delivering not only high-quality service from our practitioners but also from our administrative team.

We also have a psychometric testing library to provide cognitive/psychometric testing to children and adults for a wide range of concerns, including ADHD, ASD, intellectual impairment, executive function issues & more. 

Our services are primarily provided face-to-face, otherwise Telehealth to those who require the same. We have been operating on the Gold Coast since 2014 and have a strong reputation amongst referrers and the community. We have a strong retention base of clients owing to our high quality of service and excellent practice systems and processes. 

We are seeking an experienced & professional administration officer/receptionist to play a key role in the high quality and professional service that Vitality Unleashed Psychology provides to clients, their families, and third-parties. 

Our administration support operates Monday-Friday, from 7am to at the latest 6/7pm on some days. Note: We do not offer work-from-home arrangements. Shifts either start at 7am or 9/10am, and finish at either 3pm or 5/6/7pm, depending on the day. 
The role will involve covering annual leave and personal leave of other administrative/receptionist staff at times which may result in your start/finish time changing from time to time where suitable.

Job tasks and responsibilities

As the face of Vitality Unleashed Psychology, when our clients attend our clinic, you will be required to complete the following tasks on a daily/regular basis, in addition to other administrative tasks as they arise: 

1. Answering and making phone calls to clients and third-party organisations
2. Interacting with clients in-person and via email greeting and assisting with their enquiries
3. Appointment diary management for all practitioners
4. Invoicing/billing via Merchant Terminal and Online
5. Management of Invoices and Remittance Advices
6. Management of client records
7. Management of client referrals (e.g., Medicare) and other approved types of funding
8. Update tracking sheets and records
9. Filing documents
10. Preparation of typed documents
11. Basic marketing tasks
12. General office cleaning/tidy
13. Assisting the Practice Manager, Director and her Executive Assistant with tasks that involve the managerial runnings of the clinic

Skills and experience

We are seeking someone who has a warm, caring and energetic nature with a passion for life and helping people. Someone who takes pride in their work and has an excellent work ethic, has a strong ability to take initiative, is respectful and highly professional, and has a strong desire to be part of Vitality Unleashed Psychology as a valued team member for the long term. The successful candidate will possess the following qualities:

1. Respectful, friendly and helpful nature with excellent interpersonal skills
2. Highly professional demeanour
3. Patience and understanding of our clients with mental health difficulties
4. Previous experience in working in a health/medical admin/receptionist role
5. Be a skilled touch-typist
6. Be experienced in using Apple Mac hardware and applications (e.g., Numbers, Pages) or have the ability to learn Apple. If you have used Microsoft Office applications, these are very similar.
7. Have previous experience with using or fast capacity to learn how to use online appointment diary applications/software. We use Halaxy.
8. Have excellent attention to detail
9. Be able to work individually and within a team
10. Able to self-manage tasks that need to be completed each day
11. Ability to learn new skills quickly and easily
12. Strong ability to take initiative in completing tasks and identifying tasks or aspects that could be improved or commenced to improve the overall runnings of our administration and services
13. Very efficient with completing work tasks
14. Motivated and eager to acquire new experience and skills
15. Previous experience with Medicare is desirable
16. Able to work Monday-Fridays during standard business hours, including during school holidays

Benefits we provide

• Brand new, very spacious clinic with amazing natural light and ambient feel, including a fully equipped kitchen ("The Retreat") and an outdoor balcony for staff to relax during their breaks
• Your own designated car park 
• Strong team culture with social events with the team
• A supportive administrative/managerial team to work with
• Full administrative support from a team of supportive administrative & practice management staff

Remuneration

Remuneration will be discussed with those we conduct interviews with and will be dependent on your prior qualifications, knowledge, and experience.

Selection Criteria
Please add your responses to the following in your Cover Letter.

1. Describe why you are applying for this position with our team and how you see yourself fitting with our team for the long term
2. Describe your previous experience in administration 
3. Outline what makes you an effective team member
4. Outline your values towards professionalism and strong work ethic
5. Explain what process you would take to resolve a work task that you are unsure about
6. Explain how you would go about handling challenging clients (e.g., both face-to-face in the clinic, and over the phone)

Please view our website at: www.vitalityunleashed.com.au

If you are interested in joining the team at Vitality Unleashed Psychology, we would absolutely love to hear from you! 

View & Apply for our jobs by submitting your application (Resume & Cover Letter) through the Apply button, or send your application to *******@vitalityunleashed.com.au

If you have any questions about the position, please contact our Practice Manager, Cindy today via email at *******@vitalityunleashed.com.au